Check-In/Check-Out (CICO)
Check-in/check-out is an asset control process where workers formally record when they take custody of shared equipment and when they return it, creating accountability and preventing tool loss.
Check-in/check-out is an asset control process in which workers formally record when they take custody of an asset (check out) and when they return it (check in), creating a documented trail of who had what, where, and for how long. The process can be performed by scanning a barcode, QR code, or NFC tag on the asset, tapping a button in a mobile app, or using a self-service kiosk at a tool crib or equipment store. Each transaction captures the worker's identity, the asset identifier, the timestamp, and optionally the condition of the item and the job or project it is being used for. CICO is widely used for tools, test instruments, safety equipment, laptops, radios, vehicles, and any shared asset that moves between users or locations. When combined with asset tracking technology, CICO provides a complete picture of both the current custodian and the physical location of every item.
Why it matters
Tool and equipment loss is a persistent cost in asset-intensive industries, with some organisations reporting annual losses of 5 to 15 per cent of their portable tool inventory. Without a check-in/check-out process, there is no accountability for who last had an item, making it impossible to investigate losses or enforce responsibility. CICO also prevents double-booking of shared assets, provides utilisation data that informs purchasing decisions, and ensures that items requiring calibration or inspection are returned and serviced on time.
How MapTrack helps
MapTrack provides a one-scan check-in/check-out process via its mobile app, recording custody transfers instantly and showing the current holder and location of every asset on a live dashboard with overdue return alerts and utilisation insights.
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Frequently asked questions
What assets benefit most from check-in/check-out?
CICO is most valuable for shared, portable assets that move between workers, sites, or projects. Common examples include power tools, hand tools, test and measurement instruments, safety equipment (gas detectors, harnesses, confined space kits), radios and communication devices, laptops and tablets, keys and access cards, and pool vehicles. Any asset that is frequently borrowed, has a history of going missing, or requires return for servicing or calibration is a strong candidate.
How does CICO reduce tool loss?
CICO reduces loss by creating accountability: when every withdrawal is recorded against a named worker, people are more careful with the items in their custody. Overdue items trigger automated reminders and escalations, and any item not checked back in at the end of a shift or project is immediately visible. Over time, CICO data reveals loss patterns by asset type, site, or team, enabling targeted interventions such as additional secure storage, different tag types, or revised issue procedures.
Can check-in/check-out be self-service?
Yes. Many organisations deploy self-service CICO using QR code or NFC scanning on the worker's own smartphone. The worker scans the asset tag, confirms the checkout in the app, and the transaction is recorded automatically. Some sites use dedicated kiosks at tool cribs or equipment stores where workers scan their ID badge and the asset tag. Self-service CICO is faster than manual sign-out sheets and eliminates the need for a full-time tool store attendant outside peak hours.
Related terms
Asset Tracking
Asset tracking is the process of monitoring the location, status, custody, and condition of physical assets throughout their lifecycle. It combines identification technologies (QR codes, barcodes, RFID, GPS) with software to maintain a real-time or near-real-time record of where assets are and who is responsible for them. Asset tracking applies to tools, equipment, plant, fleet, IT hardware, and any other tangible items of value.
Asset Transfer
Asset transfer is the formal process of moving custody, responsibility, or ownership of a physical asset from one person, team, site, or organisational unit to another. A properly documented transfer includes the date, the transferring and receiving parties, the asset’s condition at transfer, and any associated sign-off or acknowledgement. It maintains the chain of custody and accountability throughout an asset’s operational life.
Asset Register
An asset register is a comprehensive database or record of all physical assets owned, leased, or managed by an organisation. Each entry typically includes the asset’s unique identifier, description, category, serial number, purchase date, cost, location, assigned custodian, warranty details, and current condition. The asset register serves as the single source of truth for what the organisation owns and where it is.
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