Before you start
- Applies to
- Web app and supported scanning workflows
- Access
- Scanner / Viewer, Field User or Admin with access to the asset or location
- Connection
- Internet connection required for assignment changes
- Time
- About 2 minutes for a simple handover
You'll need
- The assets already exist in MapTrack
- The destination person or location already exists
- Assigned QR, barcode or Data Matrix labels if you want to scan the assets
- A paired Bluetooth or USB handheld scanner for barcode or Data Matrix labels
Steps
Confirm the destination
Check that the person or location exists and is the correct destination. Create or update that record before starting the handover if its name or site is unclear.
Start the assignment
Start from an asset record, selected assets or Quick Scan. Choose Assign or Assign asset, then select the person or location receiving custody. The Assignments list does not have a general Add assignment control.
Scan or select the assets
Scan assigned QR labels where the workflow offers scanning, or search and select each asset. For barcode or Data Matrix labels, use a paired Bluetooth or USB handheld scanner. Read the result before adding it so an old or nearby label is not included by mistake.
Check accessories and due-back details
Confirm the quantity of each accessory taken, such as two batteries and one charger, and set a due-back date where needed. Available quantity controls depend on account settings. Ad-hoc accessories appear only where enabled.
Review conflicts before saving
Read every availability message before proceeding. New Assignment shows a bar at the top when a selected asset may be unavailable: red when something blocks the assignment, amber for warnings. Select the bar to see the full list. An unusable asset blocks the assignment. A scheduled reservation also blocks it, although an Admin can choose to bypass that reservation conflict. Overdue maintenance and an in-progress task appear as warnings so you can check the operational risk before continuing.
Check the asset’s unavailable dates.
The conflict concerns GNSS Rover and the dates 10 to 14 October.
MapTrack app · Demonstration data · Captured
About this screenshot
In the demonstration workspace, select GNSS Rover and open an unsaved assignment with a due-back date of 15 October 2026. An existing request overlaps 10 to 14 October. Open the red message to inspect the request; cancel without saving.
Good to know: When you proceed past a warning, or an Admin bypasses the reservation block, MapTrack records the conflict snapshot in the assignment activity.
Confirm the assignment
Review the destination and asset list, then complete the assignment. Open one of the asset records and check that the current assignment is visible.
Return or reassign when custody changes
Use Return assets when the asset comes back. Select only the assets being returned, check the prefilled answers against their current condition and confirm each accessory quantity against what was issued. Record the reason for a short return. Use Reassign for a direct handover where enabled, preserving the custody history.
Reopen the completed handover
Inspect the saved assignment, accessory quantities and activity. If the assignment came from a Request, follow the link back to check the fulfilled items and any outstanding shortage.
What you should see
The asset shows its current person or location, the assignment history records the custody change and any acknowledged or bypassed conflict is preserved in the assignment activity.
Current limits
- Assignment changes currently need a network connection.
- Reassign can be disabled by a workspace setting. When it is unavailable, return the asset and create the next assignment.
- A label scan identifies the record. It does not by itself complete a custody change unless you finish the assignment workflow.
- An unusable asset is blocked from assignment. A scheduled reservation is also a hard block unless an Admin deliberately bypasses it.
- Overdue maintenance and in-progress tasks are advisory warnings. Review them before proceeding.
- Role access can vary. Use View permissions before changing access simply to solve one blocked action.
Troubleshooting
| What you see | Likely cause | What to do |
|---|---|---|
| What you seeThe asset is already assigned elsewhere | Likely causeThe previous handover was not returned or the live custodian is different from the expected one. | What to doOpen the current assignment, confirm what happened and use Return or Reassign so the history remains intact. |
| What you seeThe scanned label is not recognised | Likely causeThe tag is unassigned, the handheld scanner is disconnected, camera permission is blocked or the device is offline. | What to doConfirm that the label is assigned to the right record. For a QR camera scan, allow camera access. For barcode or Data Matrix labels, check the paired Bluetooth or USB handheld scanner. Reconnect before completing the assignment. |
| What you seeThe person does not appear as a destination | Likely causeThe person record has not been created or is not available in the current workspace. | What to doCreate or correct the person record, then return to the assignment. |
| What you seeThe assignment is blocked by an unusable asset or scheduled reservation | Likely causeThe asset is in a state that cannot be assigned, or its assignment overlaps a scheduled reservation. | What to doResolve the unusable asset state or reservation first. An Admin may bypass the reservation conflict when the business decision is deliberate; MapTrack records that bypass in the assignment activity. |
| What you seeMapTrack warns about overdue maintenance or an in-progress task | Likely causeThe asset can still be assigned, but MapTrack found current work that could affect the handover. | What to doOpen the maintenance or task record, confirm the risk with the responsible person, then either stop or proceed. Continuing records the warning snapshot in the assignment activity. |
Common questions
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