Everything in Log+Key revolves around three actions: Take, Return and Transfer. Each one changes an object’s status and is recorded in the history with the time and a name – so you always know who has which key. The actions work the same everywhere: on a smartphone, at the terminal and on a computer. This page shows all three ways.
The three actions at a glance
| Action | When | Afterwards |
|---|---|---|
| Take | The object is available and you take it with you. | In use, in your name |
| Return | You have the object and bring it back. | Available |
| Transfer | Another person has the object and you get it directly from them. | In use, in your name |
Log+Key decides which action fits: an object’s detail page shows exactly the right button – Take for an available object, Return for one you have yourself, Transfer when someone else has it. The terminal sorts every scanned object into the right list automatically.
Before you start
- Access: on a smartphone or computer you sign in to the web app; at the terminal you sign in with your name and PIN or with a login tag. Both are covered in Signing in to the web app.
- Personal PIN: in the web app you confirm every action with your four-digit PIN. You set or change it under Profile → Change PIN – it is the same PIN you use to sign in at the terminal.
- NFC tag: to scan an object, it needs a linked tag – see Link an object to an NFC tag. Without a tag, find the object with the search under Objects.
- Permissions: taking and returning need the permission Take/Return Objects, transferring needs Object Transfers. Both are set in all three standard roles – so everyone has them.
On a smartphone
Hold your smartphone to the object’s tag. The phone opens the object’s detail page in the browser – you don’t need an app, just a sign-in to the web app. Without a tag, tap the object under Objects.
Taking
- Scan the tag. The detail page shows the status Available and the Take button.
- Tap Take. The Take object dialog shows the object with the change Available → In use.
- Optional: add a Comment and choose under Set return deadline when the object should be back – None, Today, Tomorrow, In one week or Specific return date. If your admin has set up a default return deadline, the date is already filled in.
- Tap Confirm with PIN and enter your PIN.
The object is now In use, and Taken by shows your name.
Screencast on a smartphone: on the detail page of an available object, “Take” is tapped, the return deadline “Today” chosen and confirmed – the object is then “In use”
Returning
- Scan the tag again. Because you have the object, the button now reads Return.
- Tap Return. The Return object dialog shows the change In use → Available; here too you can add a comment, for instance a note about a defect.
- Tap Confirm with PIN and enter your PIN.
The object is Available again, ready for the next person.
Screencast on a smartphone: on the detail page of a taken object, “Return” is tapped and confirmed – the object is then “Available” again
Transferring
- Scan the tag. If another person currently has the object, the detail page names them under Taken by, and the button reads Transfer.
- Tap Transfer. The Transfer object dialog shows the object with the note Object transfer; optionally add a comment, such as “Shift change”.
- Tap Confirm with PIN and enter your PIN.
Taken by now shows your name. The handover is booked without the object having to go back to the cabinet first. More on this in Taking over an object from a colleague.
Screencast on a smartphone: an object someone else has is taken over with “Transfer” and a comment
At the terminal
At the terminal everything runs through the scan: sign in, hold objects to the NFC reader, confirm. Sign in by tapping your name and entering your PIN, or hold your login tag to the reader. After signing in you see your current loans; the bar at the bottom reads Scan an object to start.
On the Take/Return screen every scanned object lands in the right list automatically. So you can take several objects and return others in one go – Confirm books everything at once. Remove an object you scanned by mistake with the × on its card; Cancel discards the whole list.
Taking
- Hold the object’s tag to the reader. The object appears under Objects will be taken.
- Optional: expand Options and pick a Return deadline. This needs the permission Return Deadline in Terminal – Admins and Owners by default.
- Tap Confirm. The confirmation dialog shows Available → In use; you can still add a comment here.
- Tap Confirm in the dialog.
The terminal returns to the overview, and the object is listed among your loans.
Screencast at the terminal: an object is scanned, the return deadline “Tomorrow” chosen under “Options” and the take-out confirmed
Returning
- Hold the tag to the reader. Because the object is taken out in your name, it appears under Objects will be returned.
- Tap Confirm – the dialog shows In use → Available – and confirm in the dialog with Confirm.
Screencast at the terminal: the same object is scanned again, lands under “Objects will be returned” and the return is confirmed
Transferring
- Hold the tag to the reader. If another person has the object, it appears under Objects will be transferred from another person – with the note Transfer from …, telling you from whom.
- The terminal asks for a decision. Tap Take objects: the loan moves to your name, and the object moves under Objects will be taken.
- Tap Confirm, then Confirm again in the dialog.
Confirm stays disabled until you have made the decision. The other option, Return objects, returns the object on the other person’s behalf – it is available again afterwards. Every screen in detail: Using the terminal day to day.
Screencast at the terminal: an object someone else has is scanned, taken over with “Take objects” and confirmed
On a computer
On a computer you open objects from the list: under Objects you find your inventory with its status and the Taken by column. Search for the object and click its row – the detail page shows the same button as on a smartphone, and the dialogs are the same.
Taking
- Under Objects, open an object with the status Available.
- Click Take and add a Comment and a Return deadline if needed.
- Click Confirm with PIN and enter your PIN.
Screencast on a computer: an object is searched for in the object list, opened and taken with a comment and a return deadline – it is then “In use”
Returning
- Open the object. The list shows your own loans with the filter Taken by me.
- Click Return and add a comment if needed.
- Click Confirm with PIN and enter your PIN.
Screencast on a computer: a taken object is opened, returned with “Return” and is then “Available” again
Transferring
- Open the object. The Taken by column already shows in the list who has it right now.
- Click Transfer and add a comment if needed.
- Click Confirm with PIN and enter your PIN.
Screencast on a computer: an object a colleague has is opened and booked to your own name with “Transfer”
What Log+Key records
- Object list: it shows the new status and, under Taken by, who has the object right now.
- History: every action becomes an entry with date and time, Performed by, object, location, comment and Device – Browser or the terminal’s name. A take-out appears as Available → In use, a return as In use → Available. A transfer in the web app is called Object transfer; at the terminal it appears as a take-out marked Automatic transfer. Either way, the previous holder is listed under Affected user. More in History.
- Return deadline: once it has passed, the object shows as Overdue. Who gets an email then is covered in Setting a return date.
- Notification on transfers: on request, Log+Key emails the previous holder. An admin switches this on under Settings → Notification settings.
Good to know
- Signature and receipt: when taking and returning you can additionally confirm the action with a signature (Confirm action with signature) or send a receipt (Send email receipt) – depending on your role’s permissions. See Printing and sending receipts and Adding a signature afterwards.
- Booking for someone else: if an object should go to a person who doesn’t take it themselves – external partners, for example – admins use Assigning objects. That article also explains how to take an object back on someone else’s behalf.
Further guides
- Who has which object right now?
- Taking over an object from a colleague
- Using the terminal day to day
- Setting a return date
- Objects – the object list and the detail page