Admin reminders help admins complete important steps when preparing, lending, or receiving items. Use them to prompt admins to check accessories, inspect an item, or explain handling instructions to the borrower.
You can configure two separate messages:
- Admin Check Out Reminder: Instructions for preparing an item for a reservation or checking it out.
- Admin Check In Reminder: Instructions for receiving an item when it is returned.
Set up reminders
Enter the reminder text in the corresponding fields on an item or in the defaults for an item type, then save your changes. You can use either reminder independently or configure both.
Set a reminder on an item type when the same instructions apply to all items of that type. Items use the item type’s default message unless they have an item-specific value for that field.
Set a reminder on an individual item when that item needs specific instructions. An item-specific reminder replaces the item type’s default message for that reminder field.
Read reminders on the page
Items with an applicable reminder display a warning icon beside the item name on Build Order or in the Admin Cart. Hover over the icon to read the reminder in a tooltip on the page. This lets admins review the instructions before reaching the confirmation prompt.
On Build Order, the icon shows check-out reminders for items added to the order. In the Admin Cart, check-out reminders appear for items being checked out. Check-in reminders become visible when an item is selected for check-in.
Review the confirmation prompt
Note: For our customers using barcode scanning, we only pop-up the reminders when completing the current task. This is to prevent missing a barcode scan or interrupting your workflow.
| Reminder | Build Order | Admin Cart |
|---|---|---|
| Admin Check Out Reminder | Prompts the admin before leaving Build Order with the Back button or proceeding with Check Out. | Prompts the admin before submitting the cart with items being checked out. |
| Admin Check In Reminder | Does not appear. | Prompts the admin before submitting the cart with items selected for check-in. |
The Admin Reminders dialog lists the relevant items, quantities, and reminder messages. When a cart includes both returns and new check-outs, the dialog separates the messages into Check In and Check Out sections.
Review the instructions and complete the required steps, then select Confirm to continue. Select Cancel to return to the page without proceeding.
When check-out reminders are confirmed while moving from Build Order to the Admin Cart with the Check Out button, those reminders are acknowledged for that order and do not prompt again in the cart.
Renewals do not trigger check-in or check-out reminder prompts.
Example reminders
| Item or item type | Admin Check Out Reminder | Admin Check In Reminder |
|---|---|---|
| Cordless drill | Include the battery, charger, and drill bit set. | Confirm the battery, charger, and drill bit set have been returned. |
| Tent | Check that poles, stakes, and the rainfly are included. | Inspect for damage and confirm the tent is dry before storage. |
| Projector | Include the remote and power cable. Explain how to connect a laptop. | Check the lens and confirm the remote and power cable are returned. |
Keep reminders short and specific. Name the accessories to check or the action the admin should complete.
Selecting Confirm acknowledges the instructions. It does not automatically perform an inspection, record an item’s condition, or create a maintenance action.
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