Using Arbitration (access control), you can define how staff users interact with the items visible to them; ensuring that administrator (Admin) intervention is required for item check-ins/checkouts.
For example, Alice as an Admin, can check out assets to Emily (Staff user), or reserve them for John (Staff user). But Emily and John (both Staff users) can only take actions for themselves i.e. Emily can only reserve items for herself and not for John.
Arbitration – Setting up Access Control
Choose your arbitration and access control level from Settings –> Company Settings –> Policy –> Arbitration.
- With Arbitration enabled, staff users can only reserve an asset or request a check-in. All such requests will have to be confirmed by an administrator.
- With Arbitration disabled, staff users can check-in and check out assets themselves without involving an administrator.
Let’s quickly see the different modes of Arbitration.
1. All checkouts and check-ins require Admin approval
- Checkout: Staff users cannot check out any asset by themselves – they have to reserve them first. When the reservation date arrives, an Admin will check out the assets to them.
- Check-in: Staff users cannot check in assets themselves – they would need to request check-ins. An Admin will then approve these check-in requests.
Note: Admins can always stay on top of checkout reservations from the Dashboard (calendar) and check-in requests by utilizing the ‘Check-in Pending’ filter on the Item Listing page.
2. Pre-approved checkouts: Admin(s) can pre-approve future reservations
Different from the previous workflow, EZOfficeInventory also offers ‘Pre-approved Checkouts’ where an Admin can pre-approve the reservation(s). When the reservation date arrives, Staff users can check out the reserved item(s) themselves. This is achieved by extending the Arbitration to Reservations, allowing Staff users to ‘request’ a Reservation. Such Reservations appear under the Reservations tab for administrators to review and take actions on. Enable ‘Arbitration on Reservations’ from Company Settings (see image below).
3. Staff users can only check-in/out specific assets by themselves but need admin approval for the remaining assets
Asset-level arbitration provides enhanced access control to allow for scenarios where only specific assets/packages need to have arbitration enabled or disabled. This can come in handy when you’d want an admin to step in when something important or expensive is being checked out. To try this out, enable ‘Asset Level Arbitration’ from Settings –> Add Ons.
To change asset level arbitration for a particular item, click the ‘Edit’ button on the Asset Detail Page (see image below)Then on the ‘Asset Edit Page’, choose one of the following from the ‘Arbitration’ field drop down (see image below):
- Same as company setting: No change in Asset-level Arbitration. The company-level setting for general arbitration (enabled/disabled) will be applied to the asset.
- Enable: This will restrict Staff users to undertake actions on specific assets/packages only (overriding the company-level setting). For example, you might want Staff users to be able to self-checkout older model iPads.
- Disable: You will be able to authorize access to staff users to take actions on specific assets/packages when general arbitration is enabled (overriding the Company level setting). For example, you don’t want to limit Staff user access to the latest iPads.
4. Some Staff users require Admin approval while others don’t
In multi-team organizations, an administrator’s intervention might be required for check-in/out to certain users (or class of users) whereas for others, it’s not. For example, you might want company interns to require Admin approval for check-ins/out but not the full-time employees.
Here is how you can set up this workflow (see image below):
a) Have the company level arbitration disabledNote: The company arbitration will be ‘disabled’ but the user-listing arbitration needs to be enabled.
b) Have the following Visibility Settings enabled/checked from Company Settings –> Policy. Visibility settings determine what staff users get to see.c) Now from More –> User Listings –> Default User listing –> Add or Remove Users, remove all the users who don’t need to be arbitrated. As per the example above, everyone who isn’t an intern will be removed.
Note: ‘Access Control’ needs to be enabled from Settings –> Company Settings –> Access Control for User Listings to show up in the More dropdown.
d) Now, everyone added in the Default User Listing will require admin approval to check out items. Those who aren’t in the Default User Listing can check-in/out items by themselves.
5. Staff users can only check out assets by scanning them
In this workflow, the users can only see (and take actions on) items that have been checked out to them. However, they can pull up limited details of other items by scanning the QR Codes. In this limited view, users will see an option to check out items. In essence, you have forced Staff users to scan an item before checking it out. Here are the steps to enable these settings:
a) Set arbitration to ‘Disabled’. b) Ensure Visibility is set to ‘Currently checked out to Staff Users’.c) Configure the limited view from Company Settings –> Policy –> Public QR Code scanning settings.