Review and manage assets (staff)

Reception and security manage declared assets from the dashboard's Visitor Log and from the Guardian app: verify items on entry, set each item's status, and confirm what leaves the site on exit. Status is set by the operator rather than locked to a sequence, so you can change it directly as the visit progresses.

Asset statuses

An asset can hold any of these statuses. The dashboard shows the same definitions in the status dropdown:

• Checked In: reception or security has validated and approved the declared asset for entry onto the premises.

• Checked Out: reception or security has confirmed the asset's removal from the premises on exit.

• Declared: the visitor has declared this asset on entry. Awaiting validation by reception or security.

• Left the site: the asset left the site without being declared or validated. Review may be required.

• Still on site: the asset was declared on entry but not checked out. It is assumed to still be on site.

Manage assets from the dashboard

Work through a visitor's assets from the Visitor Log: filter the log by status, then open a visitor to edit items and set each one's status.

1

Open the Visitor Log

Go to Visitors → Logs. Set the date range you want to review.

2

Filter by asset status

Open the Declared Assets column filter and select the statuses you want: Checked In, Checked Out, Declared, Left the site, or Still on site. The row count updates to the filtered results.

3

Open a visitor's assets

Click the visitor's asset chips (or the Add assets cell) to open the asset panel. Each card shows the item's description, identifier, notes, and status.

4

Confirm details and set status

Confirm each item's details, then set its Status from the dropdown. Use Check-In All or Check-Out All to set every item at once.

5

Submit

Click Submit to save the changes. The updated statuses appear back in the Visitor Log.

Check assets in (Guardian app)

When a visitor arrives, reception verifies their declared assets and checks them in.

1. Open the visitor's profile and tap the Assets In tile.

2. Tap an asset to review its photo, description, identifier, and notes; edit any field as needed and tap Save Changes.

3. Set each item to Checked In (the toggle highlights green when set).

4. Tap Complete Check-In to submit. The profile reflects the checked-in count.

Walkthrough: reviewing, editing, and checking in a visitor's assets in the Guardian app.

Note: you can review a visitor's assets at any time, but assets can only be edited while the visitor is still on site.

Check assets out on exit

As a visitor leaves, work through their declared assets and confirm what's leaving with them. The check-out runs on the reception iPad and the Guardian app.

1

Reopen the profile

Reopen the visitor's profile from the Visitor Log and tap the Assets Out tile. Confirm the sign-out when prompted.

2

Mark each declared asset

For each item, tap Checked Out if it's leaving with the visitor, or Still On Site if it isn't shown on exit. The tally updates as you go (for example, "2 Checked Out · 1 On Site").

3

Log anything undeclared

Tap Add Undeclared Asset to record an item that wasn't declared on entry, following the usual photo and detail steps.

4

Complete the check-out

Tap Complete Check-Out to submit. The final statuses appear on the visitor's profile and in the Visitor Log.

Walkthrough: checking a visitor's assets out on the reception iPad.

To correct a record, reopen Assets Out, change an asset's status, and submit again. Use the three-dot menu on an asset to Edit Asset or Remove Asset; a removed item moves to deleted and can be restored.

Items left in Still on site or Left the site are surfaced so security can investigate. To add or capture assets onto a record in the first place, see Declare assets.