Equipment Check Out and Use Count

Use the Equipment Check Out feature to quickly issue out items while automatically creating an audit trail, tracking Use Count or Use Days, linking to a Person, and connecting to a Work Order.

Quick Start Video

Watch a quick video to learn how to check-out Equipment in Calibration Control (our Calibration Management Software).

Opening the Check Out Dialog

Select the Check Out feature icon from the Tools tab of the ribbon menu.

Check Out Feature

Or right-click on the Equipment record from the Equipment grid and select [Check Out/In] from the context menu.  Checking Out equipment directly from the Equipment grid will automatically generate the ID number in the Check Out dialog.

Check Out (Basics)

To issue out Equipment, select the 'Out' checkbox, enter a valid Equipment ID, and click the [Submit] button.

Enable the checkboxes next to optional fields to track the Person, Work Order, or Status Change related to the current Equipment Check Out.

Confirm Check In/Out Dialog

Confirmation of Check Out will appear in the Response Area of the dialog:

Confirm Check In/Out Dialog

Check In (Basics)

To return the Equipment, select the 'In' checkbox, enter a valid Equipment ID, and click [Submit].  Confirmation of Check In will appear in the Response Area of the dialog:

Confirm Check In/Out Dialog

Check Out by Equipment System Name

Equipment System Names can be used in place of an Equipment ID only if the Equipment System Name is NOT all numeric, making it appear like an Equipment Master ID, and it does NOT have the same name of an Equipment ID.

Check Out with Barcode Scanner

Enable the checkbox for "Use Scanner" to enable barcode label scanning.  Using a scanner for field input will disable manual entry.

Scanner Check In/Out Dialog

Using Scanner for Barcoded Equipment ID

The default barcode used in Calibration Control is the Equipment Master ID (a unique sequential number for each Equipment).

However, the Equipment Master ID can be overridden in barcode labels for an Equipment ID or Equipment System Name using the following format:

  • Upper Case A-Z  (Capital Letters)
  • Integers 0-9  (Numbers)
  • Special Characters:  Plus (+),  Minus/Dash (-),  Period (.),  Forward Slash (/),  Space ( ).
  • Note:  Barcodes must begin and end in alpha-numeric form, surrounding special characters.

Barcode Recognition Order

Sometimes scanning barcodes in Check Out can reveal data conflicts, so it is helpful to know the barcode recognition order in Calibration Control.  When a barcode is scanned, Calibration Control performs database tests to determine what information (string) the barcode contains.  The string is searched for in the following order:

  1. Is it an Equipment Master ID? (Default in Calibration Control)
  2. Is it an Equipment ID?
  3. Does the string appear in the Barcodes field of an Equipment record?
  4. Is it an Equipment System Name?
  5. Is it the ID of a Person? (if a Person entry is required)
  6. If none of the above, the string will be placed in the Work Order field.

Equipment Use Count or Use Days

Some equipment or tools require calibration after a certain number of uses or days used, as opposed to a time interval (e.g., by units of months or years).  We refer to tools with this kind of Calibration Frequency as 'Equipment Use Count' or 'Equipment Use Days'.

Tracking Uses:  The Increment field in the Check Out dialog only affects Equipment Use Count and Equipment Use Days, and only if its Next Calibration date is not overridden.

Increment Value:  By default, the Use Count Increment during Check Out equals zero (0), and Check In equals one (1).

Manual Override:  Increasing the Increment that automatically appears in the Check Out dialog will override the default values to apply the new value to that Equipment Use Count.

Options Use Count

Default Increments in Check Out

The Response Area of the Check Out dialog will recognize Equipment Use Count / Days.

Confirm Check In/Out Dialog

Equipment Use Count (+1 per Use)

The default Increment during Check Out is zero (0), increasing the Use Count by nothing.  Equipment Use Count updates during Check In to increase by one (1), the default value.  In other words, return the tool or check it out again (if applicable) to add one count of usage in the Equipment record.

Equipment Use Days (+1 per Day)

Check In increases the Use Count (Days) by one (1) Increment for each day the Equipment was checked out.  The nature of this calibration frequency is time sensitive so tracking days of usage also occurs during Check Out and may update the Use Count (Days):

  • If the tool is checked out multiple times (before Check In), then Calibration Control will apply its automated algorithm to count the number of days this tool has been out and used.
  • If the previous Check Out occurred on another date, then the Use Count (Days) adds one (1) Increment for each day, just like Check In would.
  • If the previous Check Out occurred on the same date, then there is nothing to change.
  • Note that if Check In occurs on the same day as Check Out, by default, it counts as one day of use.

Options:  Check Out options are available in the 'Check Out' tab of the Program Options dialog.

Options Use Count

Verify Check Out Status

Equipment Dialog Other Field Tab

Current Status:  In the Equipment dialog, select the 'Misc' tab to verify the current Check Out status with the Person (if applicable) and date.  The Use Count is also visible, which resets to 0 after calibration.

Override Count:  You are able to override any of these fields to include current and accurate information.

Check Out Activity:  All Equipment Check Out activity is automatically logged in the Notes panel grid of the Equipment dialog located under the Grids tab.  Double-click any note to view or edit.

Check Out Notes Equipment Dialog

Last Updated:  19 September 2019