Equipment Check-In
End-of-Season Player Item Check-In
Objective
This article explains how to check in player-issued items at the end of a season, including how to mark items as missing, update item condition, and complete the check-in process. It is designed to help staff quickly and accurately reconcile all items on a player’s profile.
Key Steps
1. Open the Check-In/Check-Out workflow 0:14
- Navigate to the Start Check-In / Out button.
- Select Start Check-In to begin the return process for player-issued items.
- Use this method as the simplest way to initiate end-of-season check-in.
2. Search for and select the player 0:21
- Search for the player by name in the check-in screen.
- Click the correct player from the search results.
- Confirm you are on the correct player profile before proceeding.
3. Review the player profile and parent contact notifications 0:35
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The player profile will display associated parent contacts.
Automatic email notifications may be sent to parents for:
- Missing items
- Items that are checked in
- Verify the profile details before making any updates.
4. Report any missing items during check-in 0:47
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If a player does not bring an item to check-in, click Report Missing.
Optionally enter a note describing the situation, such as:
- "Lost during last game"
- Click Finish Report to save the missing status.
- The item will move to the bottom of the list and be marked as missing.
5. Select items to check in 1:14
- Review the remaining checked-out items on the player profile.
- Select one item, multiple items, or all items at once.
- If a missing item is later found, it can also be selected and checked in with the rest.
6. Check in selected items and update item condition 1:20
- Click Check In Selected to process the chosen items.
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If available, use the QR code check-in option as an alternate method.
When the condition modal appears, update the item condition if needed:
- Good
- Needs Replaced
- Damaged
- Add notes for any relevant item condition details.
7. Finish the check-in process 2:19
- Confirm that all items for the player have been checked in.
- Click Finish Check In on the final tab or confirmation screen.
- Verify the player’s profile now shows the items as checked in and the process is complete.
Cautionary Notes
- Do not mark an item as checked in until you have confirmed whether it is physically present.
- If an item is missing, use Report Missing instead of forcing a check-in without documentation.
- Update item condition during check-in whenever damage or replacement needs are observed.
- Double-check the player name before processing to avoid checking in items on the wrong profile.
- Be aware that parent contacts may receive automatic email notifications when items are marked missing or checked in.
Tips for Efficiency
- Use Start Check-In / Out and search by player name to quickly locate the correct profile.
- Select multiple items at once to reduce repetitive clicks.
- Use the QR code option if your workflow supports scanning for faster processing.
- Add notes only when needed to keep the process moving efficiently.
- Review and update item condition during check-in so you do not need to revisit the record later.