Before you start
- Applies to
- Web app and supported scanning workflows
- Access
- Viewer / Scanner, Field User or Admin with access to the asset or location
- Connection
- Internet connection required for assignment changes
- Time
- About 2 minutes for a simple handover
You'll need
- The assets already exist in MapTrack
- The destination person or location already exists
- QR tags assigned if you want to scan the assets
Steps
Confirm the destination
Check that the person or location exists and is the correct destination. Create or update that record before starting the handover if its name or site is unclear.
Start the assignment
Start from an asset record, selected assets or Quick Scan. Choose Assign or Assign asset, then select the person or location receiving custody. The Assignments list does not have a general Add assignment control.
Scan or select the assets
Scan assigned QR labels where the workflow offers scanning, or search and select each asset. Read the result before adding it so an old or nearby label is not included by mistake.
Check accessories and due-back details
Confirm any required accessories and add a due-back date when the equipment is expected to return. This makes the handover useful to the next person, not only a timestamp.
Review conflicts before saving
Read every availability message before proceeding. An unusable asset blocks the assignment. A scheduled reservation also blocks it, although an Admin can choose to bypass that reservation conflict. Overdue maintenance and an in-progress task appear as warnings so you can check the operational risk before continuing.
Good to know: When you proceed past a warning, or an Admin bypasses the reservation block, MapTrack records the conflict snapshot in the assignment activity.
Confirm the assignment
Review the destination and asset list, then complete the assignment. Open one of the asset records and check that the current assignment is visible.
Return or reassign when custody changes
Use Return assets when the asset comes back. Use Reassign when custody passes directly to another person or location and that workspace setting is enabled. Do not edit the asset name or location merely to imitate a transfer.
What you should see
The asset shows its current person or location, the assignment history records the custody change and any acknowledged or bypassed conflict is preserved in the assignment activity.
Current limits
- Assignment changes currently need a network connection.
- Reassign can be disabled by a workspace setting. When it is unavailable, return the asset and create the next assignment.
- A QR scan identifies the record. It does not by itself complete a custody change unless you finish the assignment workflow.
- An unusable asset is blocked from assignment. A scheduled reservation is also a hard block unless an Admin deliberately bypasses it.
- Overdue maintenance and in-progress tasks are advisory warnings. Review them before proceeding.
- Role access can vary. Use View permissions before changing access simply to solve one blocked action.
Troubleshooting
| What you see | Likely cause | What to do |
|---|---|---|
| What you seeThe asset is already assigned elsewhere | Likely causeThe previous handover was not returned or the live custodian is different from the expected one. | What to doOpen the current assignment, confirm what happened and use Return or Reassign so the history remains intact. |
| What you seeThe scanned label is not recognised | Likely causeThe tag is unassigned, the camera lacks permission or the public redirect cannot reach the network. | What to doCheck the tag under Settings > Tags, confirm camera access and reconnect before completing the assignment. |
| What you seeThe person does not appear as a destination | Likely causeThe person record has not been created or is not available in the current workspace. | What to doCreate or correct the person record, then return to the assignment. |
| What you seeThe assignment is blocked by an unusable asset or scheduled reservation | Likely causeThe asset is in a state that cannot be assigned, or its assignment overlaps a scheduled reservation. | What to doResolve the unusable asset state or reservation first. An Admin may bypass the reservation conflict when the business decision is deliberate; MapTrack records that bypass in the assignment activity. |
| What you seeMapTrack warns about overdue maintenance or an in-progress task | Likely causeThe asset can still be assigned, but MapTrack found current work that could affect the handover. | What to doOpen the maintenance or task record, confirm the risk with the responsible person, then either stop or proceed. Continuing records the warning snapshot in the assignment activity. |
Common questions
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