What is an inventory checkout?

An inventory checkout is a structured verification process, typically done at the start or end of a shift. A crew member selects one or more locations (like a vehicle or jump bag), reviews what should be there based on the template, confirms what is actually there, and documents any discrepancies.

Why checkouts matter

Checkouts ensure your vehicles and bags are ready for the next call. They also create a clear record of who verified what and when. If a crew finds an item missing during a call, you can look back at the checkout to see whether it was present at the start of the shift.

How to perform a checkout

  1. From the menu, click Shift Checkout.
  2. Check the box next to one or more locations you are responsible for — for example, Medic 5. Child compartments are included automatically.
  3. Click Start checkout.
  4. Each location shows a card with its expected items. Items that need a closer look appear under Needs attention; the rest sit under Show other items.
  5. Go through each item and confirm the quantity on hand. If something does not match, click Report on that item and record what you found (Short, Over, or Replace next shift) with a note.
  6. Click Verify location on each card once it checks out, then click Complete at the top to finish.

Counting by scanning

If your agency tracks items with QR labels, each location card shows a Scan to count button until it is verified. Scan the label on every unit and the counts fill in for you, with anything short or over flagged for review. See Tracking items with QR labels.

Worked example

At the start of your shift, you perform a checkout of Medic 7:

  • 4x4 Gauze Pads — expected 20, actual 20. Confirmed.
  • Trauma Shears — expected 1, actual 1. Confirmed.
  • Cervical Collar (adult) — expected 2, actual 1. You note: "1 used on last shift, not restocked."
  • Blood Pressure Cuff — expected 1, actual 1. Confirmed.
  • Penlight — expected 2, actual 0. You note: "Both missing, unknown cause."

You complete the checkout. The system records the verification and the discrepancies. You then restock the missing collar and penlights, recording those as transfers from the supply room.

Active checkouts on the dashboard

While a checkout is in progress, it appears in the "Active checkouts" section of the dashboard. This lets supervisors see which locations are currently being verified.

Tips

  • Set up templates for every vehicle and bag before you start using checkouts. Without a template, the system does not know what to expect at that location.
  • Make checkouts part of your standard shift-change procedure. Consistency is key.
  • Review checkout results periodically to spot patterns. If the same item keeps showing up short on the same vehicle, there may be a systemic issue.