Rooms: Overview

The Rooms screen displays the physical location within a site to which an item is assigned.  The Rooms grid allows you to search for active rooms (default) and inactive rooms (if "Show Inactive" is selected).  There are multiple functions which allow a site to perform tasks pertaining to the creation of rooms, the altering of existing room details, and the reporting of inventory within each room.

Rooms Functionality

Rooms allows a site to perform multiple tasks pertaining to the creation of rooms and the inventory within each room.

• Add Record - add a room to this site

• Show Inactive - when checked, allows a site to search for and view any room marked as inactive

• Search Fields - located at the top of the Rooms grid, allows a site to search for a specific Room using the Room Number, Description, Room Type, and/or Other search fields

• Edit - is located on each room's row and is the process by which a site may add/edit/alter the respective room's details

• Actions - functions allowing the site user to affect the room's inventory

• • Initialize - is located on each room's row and is the process by which a site assigns an item to the respective room (this is used when the item is pre-existing, do not use this for new items)

  • Room History - displays the inventory history of the respective room, including: Product Number, Product Name, Tag, Status, Scan Date, Source, Destination, Notes, and Custom Field Information

  • Room Inventory Report - is located on each room's row and contains the inventory assigned to the respective room including: Product Number, Product Number Barcode, Product Name, Product Details, Tags, Tag Count, and  respective Accessories

Room Reports

The Rooms page provides five reports to be view/printed.

Rooms Report Drop Down Menu area (results are dependent on how the Rooms' grid is filtered):

1. • Barcode IDs - provides, in PDF (A file format which provides an electronic image of text or text and graphics which looks like a printed document and can be viewed, printed, and electronically transmitted. To view and/or print a PDF document, the user must have a PDF reader installed on the computer they are using - for example, Adobe® Reader®.) format, a listing of the rooms on a site and their respective barcodes

   • Room Inventory Report - provides, in PDF (A file format which provides an electronic image of text or text and graphics which looks like a printed document and can be viewed, printed, and electronically transmitted. To view and/or print a PDF document, the user must have a PDF reader installed on the computer they are using - for example, Adobe® Reader®.) format, a detailed account of the inventory assigned to each of the respective room(s) including: Product Number, Product Number Barcode, Product Name, Product Details, Tags, Tag Count, and  respective Accessories

   • Room Inventory Worksheet - provides, in PDF (A file format which provides an electronic image of text or text and graphics which looks like a printed document and can be viewed, printed, and electronically transmitted. To view and/or print a PDF document, the user must have a PDF reader installed on the computer they are using - for example, Adobe® Reader®.) format, a listing of the items within each room and their respective details including Tag, Product Name, Model, Product Type, Serial, Price and any information in the Other field

   • Room Audit Detail Report - provides, in CSV (The comma-separated values (CSV) file format is used to store tabular data in which numbers and text are stored in plain-text form that can be easily written and read in a text editor. Traditionally, lines in the text file represent rows in a table, and commas separate the columns.) format, a listing of the tags and their last audit state from room audits (based on the filters applied to the Rooms grid and by the report filters)

   • Room Listing- provides, in XLS format, a listing of the rooms on a site including a room's Room Number, Room Description, Room Type, and any information stored in the Other field

   • Room Components Listing – provides, in CSV format, a listing or all parent and component tags for each room located on the site or for the rooms for which the rooms grid has been filtered.

Rooms Grid area:

1. • Room Inventory Report - is located on each room's row and contains the inventory assigned to the respective room including: Product Number, Product Number Barcode, Product Name, Product Details, Tags, Tag Count, and  respective Accessories

   • Room Audit Summary Report - is located on each audit's row and contains the respective room audit's details, including: Room Name, Room Number, Room Type, Site Name, Date Printed, Audit Status, Last Modified Date, Last Modified By, Created Date, Created By, Finalized Date, Finalized By, Audit Inventory counts, Tag Number, Expected Location. Audit Location, and Action Taken

Room Details

The Details tab displays each room's detailed information as entered by the site.

• Room Number - an alpha and/or numeric room number which corresponds with the site's floor plan (up to 13 alpha/numeric characters)

• Description - the name of the room (such as: Principal's Office, Library, Chemistry Lab, etc...)

• Room Type - general categories used to label different types of rooms within a site (such as:  Classroom, Computer Lab, Storage, etc...)

• Other - an optional field which the site can use to track miscellaneous information regarding this room

• Notes - display any site created notes

Room Inventory

The Inventory tab displays each room's inventory counts for the site by product.

• Product Number - an auto generated field; however, the district has the option to enter their own product number

• Product Name - name of the product

• Total Inventory - quantity of the product as issued to the site by the district

• In Use - quantity of the product tagged and currently in the status of "In Use" in this room

• Available - quantity of the product tagged and currently in the status of "Available" in this room

• Room to Room Transfer – able to transfer a tag from one room to another

Room Staff

The Staff tab displays the staff assigned to the room, for homeroom association.

• Staff ID Search Field - located at the top of the Staff tab, allows a site to search for a specific staff member for homeroom association

• Reassign All Staff -  allows a user to search or enter in a room number to reassign all associated staff members to another room

• Show Inactive - when checked, allows a site to view staff members marked as inactive for the room

• Staff ID - an alpha and/or numeric identification number  

• First - first name of staff member  

• Middle - middle name of staff member  

• Last - last name of staff member  

• Grade - grade level to which the staff member is associated

• Staff Type - general categories used to label different types of staff members within a site (such as:  Teacher, Technical Staff, Administrative Personnel, etc...)

• Actions - functions allowing the site user to affect the staff’s room association

• Remove Staff - removes the association of the staff member to the room. 

• Reassign Staff -  allows a user to search or enter in a room number to reassign the staff member to another room

Room Audits

The Audits tab displays each audit created for the respective room.

• Add Record - add an audit to this room

• Edit - is located on each audit's row and is the process by which a site may edit/add tags to the respective audit

• Created Date - displays the date the audit was created

• Status - state of the audit (New, In Progress, Finalized, and Closed)

• Modified Date - displays the last date the audit was modified

• Inventory - displays the inventory count of the tags located in the room

• Verified - displays the inventory count of the tags which were verified in the room

• Found – displays the inventory count of the tags that were expected to be located in this room but were located in another room

• Missing - displays the inventory count of the tags which were not verified to be located in the room

• Misplaced - displays the inventory count of the tags which were located in this room yet expected to be located in another room

• Actions - functions allowing the site user to affect the room's audit

• • Audit Details - allows functionality for Finalized audits to take action on Missing and/or Misplaced tags while displaying the room audit's details, including: Audit Status, Last Modified Date, Last Modified By, Created Date, Created By, Finalized Date, Finalized By, Audit Inventory counts, detailed product information, Tag Number, and Tag details (Site Administrators can ONLY take action on Finalized site created audits)

  • Room Audit Summary Report - is located on each audit's row and contains the respective room audit's details, including: Room Name, Room Number, Room Type, Site Name, Date Printed, Audit Status, Last Modified Date, Last Modified By, Created Date, Created By, Finalized Date, Finalized By, Audit Inventory counts, Tag Number, Expected Location, Audit Location, and Action Taken

  • Delete - allows the respective audit to be deleted (audits in the status of Closed are exempt from this function)