How to Check Out Tools and Parts

What is this?

The check-out form records who is taking an item, where it is going, and how many. You can check out to four different destinations: a person on your team, a third-party contractor, a project, or another asset. Every field is searchable.

How to check out an item

Step 1: Click New Check Out

On the Tools page, click + New Check Out in the top right corner.

Step 2: Pick the item type

Toggle between Asset and Part at the top. Then search for the item by name or number. For parts, set the Quantity.

Step 3: Choose who gets it

The "Check Out To" section has four tabs. Pick the one that matches your situation:

Person

Check out to someone on your team. Search by name. Optionally assign a project.

3rd Party

Check out to a contractor or vendor who is not in your Clue system. Enter their name, phone, and email manually.

Project

Check out directly to a project (no specific person). Search by project name or code. The dropdown shows matching results as you type.

Asset

Check out a part or tool to another piece of equipment. Useful for tools that stay with a specific truck or machine. You can optionally assign a person and project too.

Step 4: Set dates and notes

The Checkout Date defaults to now. Set an Expected Return Date if you have one. Add notes for any special instructions.

Step 5: Submit

Click Submit. The item appears in the table with status CHECKED OUT.

The full details

• Four check-out destinations: Person, 3rd Party, Project, Asset
• All search fields are live. Start typing and results appear instantly.
• Quantity is required for parts. Defaults to 1. Change it for batch checkouts.
• Expected return is optional but recommended for follow-up.
• 3rd Party entries are freeform. No need to create a user account first. Just enter name, phone, and email.
• Asset check-outs link a tool to a specific machine. Useful for dedicated tool kits that travel with equipment.

Tips

• Use Person for your crew, 3rd Party for contractors. The difference matters for accountability. Your people are searchable; contractors are entered manually.
• Use Project when nobody specific is responsible. If 10 hard hats go to a jobsite and anyone might use them, check out to the project.
• Use Asset for dedicated tool kits. If truck LT-30 always carries a specific torque wrench set, check it out to the asset. It stays linked even when the truck changes drivers.
• Always set expected return dates for rentals and loaners. You will be able to filter for overdue items later.