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 parent locations you are responsible for — for example, Medic 5. Child compartments are included automatically.
  3. Click Begin Checkout.
  4. The page lists the expected items for each location based on its template.
  5. Go through each item and confirm the actual quantity on hand.
  6. If an item does not match, use the discrepancy sheet to record what you found (short, extra, or replacement) and any notes.
  7. When you have verified everything, click Check In to complete the checkout.

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.