Setup Sheets

 A Setup Sheet is an event-related list containing the final selection of Equipment and supplies and their fixed quantity needed for conducting a scenario. You can look up the precise supply- and equipment-need of events in the Setup Sheets tab.

With the help of an event-specific Setup Sheet, check out exactly what you need for a scenario and print the Check-out list to reference when you pick up the supplies at the physical storage location.
The Setup sheet's header contains the exact date and place of the event to help the person in charge of moving the equipment keep track of the physical items:

Creating a Setup Sheet

A Setup Sheet can be created by finalizing an existing Equipment and Supply List while editing an event in the Calendar module.
If you have added Asset tags to your Equipment and Supply list, you can decide on the specific asset when setting up the Setup Sheet for an event. 

Open the drop-down to list every asset labeled with the given Asset tag and select one. 

The system warns you about this conflict if the necessary amount of any item is unavailable in your Inventory.

Checking Out Setup Sheet Items

Setup Sheets can be found by the title and the date of the event they were added to. By default, only the current day's Setup sheets are listed upon opening the Setup Sheets tab.  

1. To view more Setup Sheets at a time, change the Timeframe with the date picker: pick the start date in the first field, then the end date in the second. 

   The date selection only becomes active if a day is selected.

   You can change back to the current day's Setup sheets with the Today option.
   
   

   The date in the second field is not inclusive, it displays event setup sheets up to the selected date.

   You can also filter by the rooms where the events will take place, or you can use the Quick search bar. 
   
   

   
   
   

2. Select the Setup Sheet you want to check out to activate the Open button. 

3. Once you open a Setup Sheet, you have to select a Transaction assignee by using the Assignee drop-down, just as you would do during a basic Check-out transaction. 
   
   

   If you cannot find an assignee in the list, start typing their name in the quick search bar (a maximum of 50 names can load in the drop-down list).

   The Inventory module is designed to handle barcode and QR-code reading to facilitate Transaction assignee registration and item detection during Transactions. 
   The Transaction assignee can be selected by scanning their ID card.
   
   

   Learn more about the Recommended Barcode and QR Code Scanners for LearningSpace Inventory.

    

4. Verify the quantity of each item.
   
   

   1. Check the Available quantity column if you have every item ready for Check-out at the selected storage location: this column shows how many of that particular item is available in your Inventory.

   2. Add the Required amount of each item to the Transaction, with the help of the Edit option.
      
      

      • For any item (except an Asset), the location will not be displayed until the item quantity has been selected from the checkout location using the Edit link. The location displayed is the location where the items will be checked out.

      • For Assets the storage location is displayed (because there is only one asset and therefore only one storage location). You do not need to use the Edit link to select the quantity: an Asset can be checked out simply by making sure to select it (by checking the box on the left).

5. Once the Added to Transaction amount equals the Required amount, the orange warning frame disappears, and you can proceed with checking out each item.
   
   

6. Select the items to be checked out and click on Finish transaction. 

7. The system checks out the exact number of items you have set up. The items will be moved from the Check-Out column to the In-Use column.

   

   The Checked-out Setup sheet will be available in the Transaction History. The title of the event will be tied to the Transaction.

   

   In the case of overlapping events, an asset's potential booking conflict lasts from the start date of the first overlapping event until the end date of the last overlapping event. To resolve the issue, remove the asset from one of the events and select a different item.

   

Checking In Setup Sheet Items

Checked out Setup sheet items can be checked back into the Inventory after an event, directly from the Setup sheet window. In this case, the items will move from the In-Use column to the Returned one.

Printing Setup Sheets

Setup Sheets can be printed by clicking on the Printer icon in the upper right corner:

In the printed version of a Setup sheet, the items are grouped and listed by their status: Check-out, In-Use, Returned.

• In the first row of each item, the Required, Checked-out and Returned amount is displayed.
• In the second row, the Available amount is displayed and also the quantities are listed by Locations the items belong to.

Setup Sheet merge

To facilitate the work of Inventory managers, Setup sheets of multiple Cases can be merged within Calendar events, with the Merge Setup sheets option.
This enables them to Check out multiple Setup sheets at once.

You can merge:

• Setup sheets of multiple rooms/cases within the same event (both in the Calendar and in the Inventory module)
• Setup sheets of different events (only within the Inventory module)
• already merged Setup sheets (only within the Inventory module)
  
  

A warning message is displayed before finalizing the merge:

A Setup sheet merge can be performed via the Calendar module as well. In this case, only the Setup sheets of the selected event can be merged.

Until the Check-out, all additionally added items will be included in the merged Setup sheet. After the Check-out, further items can be added to the Setup sheet within the Inventory but not via the Calendar.

See also: Document upload to merged Setup sheets.

Setup Sheet Statuses

Status symbols implemented for Setup sheets:

• Not Checked-Out 
•  Partially Checked-Out 
• Fully Checked-Out 
•  Partially Checked-in 
•  Fully Checked-in 

The status symbols are displayed on the Setup sheets tab, according to the Check-in or Check-out status of a Setup sheet.

Item Status

Items of a Setup sheet can be checked out and checked in (returned) one by one or all at once - depending on their availability in the Inventory.
Based on its Item status, an item can be displayed under the

• Check-out tab → this tab indicates which items were requested when the Setup sheet(s) for the event(s) were generated ("to be checked out").
• In-Use tab →  items already checked out can be checked back in from this tab.
• Returned tab → this tab indicates which items have been checked back in to the Setup Sheet.

If the Added to Transaction quantity of an item is lower than the required quantity, the item is displayed in an orange frame and cannot be checked out until the necessary amount 

• has been checked in, (in case of Assets and Non-Consumables)
• has been selected based on the expiration date (in case of Consumables with expiration), after clicking Edit,
• has been selected based on location (in case the required full amount is not available at only one location), after clicking Edit.

Document upload

The Documents feature available at Events in the Calendar module, and at Setup Sheets in the Inventory module allows you to upload complementary documents,
e.g. guides about preparing for the training or exam environment.

Then, the Transaction Assignee in charge of the equipment can print the instructions when checking out the items for the event.