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 use as a reference when you go pick up the supplies at the physical storage location.
The Setup sheet contains the exact date and place of the event in its header to help the person in charge of moving the equipment to 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 now, when you are setting up the Setup Sheet for an event.
Asset Tags
Make sure to select a specific asset on the Equipment and Supply List before clicking Add to Setup Sheet. Otherwise, the system will warn you that your Setup sheet is not finished, and the asset tag will be highlighted in red.
How to Recognize Asset Tags?
To tell an Asset tag and a specified asset apart, check if the Asset label on the Equipment and Supply List has a drop-down and a short note inside a grey bubble written in italics. If yes, you have an asset tag on your Equipment and Supply List: 
Open the drop-down to list every asset labelled with the given Asset tag and select one.
Important - About Asset Availability
By selecting an asset for an event, or adjusting and finalizing the number of items included on your Setup Sheet, you do not reserve them for the event. Make sure that the asset you are about to check out on your Setup Sheet is returned.
If the necessary amount of any item is not available in your Inventory, the system warns you about this conflict.
Hover over the highlighted item to get more information on its status and quantity.
Use the Forecasting report to check how many times your asset has been booked for upcoming events.
The Documents feature available at events and Setup Sheets allows you to upload complementary documents, e.g. guides about preparing the training or exam environment.
Each document you upload at the event will be passed down to the Setup Sheet located in the Inventory module.
Then, the Transaction Assignee in charge of the equipment can print the instructions when checking out the items for the event.
You can also upload additional files to a Setup Sheet.
Learn more about How to Create a Setup Sheet and view our related Training video.
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.
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.
Select the Setup Sheet you want to check out to activate the Open button.
Once you open a Setup Sheet, you have to select a Transaction assignee just as you would do during a basic Check-out transaction.
The Transaction assignee can be selected by scanning their ID card or manually by using the Assignee drop-down.
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.
Learn more about the Recommended Barcode and QR Code Scanners for CAE LearningSpace Inventory.
Verify the quantity of each item.
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.
To resolve the issue, remove the asset from one of the events and select a different item.
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.
After verifying the quantity, you can start checking out the supplies one item at a time. In the Check-Out Status column, you can see how many items are selected for check-out per the total amount required of each item.
Once an item is prepared for check-out, it will be marked with a blue tick.
Printing of the checked-out Setup Sheet is only possible before finalizing the Check-out with the Finish transaction option.
Then the quantities are even in the Check-Out Status column, click on Finish transaction.
The system checks out the exact number of items you have set up. The Setup sheet closes automatically.
The Checked-out Setup sheet will be available in the Transaction History. The title of the event will be tied to the Transaction.
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