Using the Asset Loan feature, you can loan the assets in your organization to end users and technicians for a defined period. Through an adaptable system, the Asset Loan feature enables you to add multiple assets to a single loan, adjust an ongoing loan by adding new assets, extend or pre-close loans, return specific assets in a loan, and more. You can easily track all the asset loans from a central panel and keep your stakeholders looped in on the asset loan management through pre-configured emails.
Technicians with full Inventory-control can loan assets to requesters and other technicians.
All assets in ServiceDesk Plus Cloud, including IT assets, non-IT assets, virtual hosts, virtual machines, and components can be loaned. The first step to loaning an asset is to mark the asset 'loanable'. Once an asset is marked 'loanable', it will be available for loaning to users.
Go to Assets and click Loanable Assets under Asset Loan in the left pane.
Click Mark Loanable Asset/s.
In the pop-up window, search the required assets by typing in the name or by scanning the barcode.
Click Save displayed on the pop-up window. The assets will be added to the Loanable Asset list.
Alternately, you can go to the asset list view or details page page and click Mark as Loanable under the Actions menu as demonstrated below:
To view all assets tagged as loanable, choose the Loanable Assets filter on the upper-half of the page. By default, the loanable assets in all sites and of all product types will be displayed. You can display the loanable assets of a specific site by using the site filter on the top right corner of the page. You can also narrow down the list based on the product type and the product by choosing the corresponding filters displayed on the upper-half of the page.
To view the complete details of a loanable asset, click the asset.
At any point you want to revert a loanable asset to permanent use, you can remove the asset from the loanable asset list. Select the asset from the list and click Remove Loanable Assets.
Note that you cannot remove loanable assets when they are in loan.
You can create loan for a single or multiple assets. In an asset loan, you can define the loan period, user or department that takes the loan, site where the loan takes place, and more.
Go to Assets >> Asset Loan >> Loan Registry click New Loan.
Search the required assets by typing in the name or by scanning the barcode. The assets you select will be listed on the right panel of the pop-up window.
Provide From and To dates for the loan period.
Choose either the user or the department that requests the asset loan. When you choose a user who is associated with a department, the user's department will be auto-populated in the corresponding field. You can, however, manually clear the department. Note that when you choose a department, only the users in the department will be listed.
Choose the site where the asset loan takes place.
The user chosen under Loaned To User will be auto-populated for Asset Received By. You can, however, change the user under Asset Received By. In most cases, the user who requests the loan will be the one who receives it. But let's say, an asset is loaned to a department and one of the department staff collects the asset. To register the user along with the department in the loan, you can add the department under Loaned To Department and the user under Asset Received By.
Add any extra information in Comments.
Click Save and the loan will be added to the Loan Registry.
Alternately, you can create a loan under Assets >> Asset Loan >> Loanable Assets >> New Loan.
To pre-populate the required assets in the loan form, select the required assets from the displayed list and then click New Loan. To learn in detail about the fields in the loan form, click here.
All the asset loans you create will be logged in Loan Registry under Assets >> Asset Loan. Under Loan Registry, you can also create and close loans, change loan period, and add new assets to current loans.
Go to Assets >> Asset Loan >> Loan Registry.
By default, asset loans in all sites and statuses will be displayed. You can display the asset loans of a specific site by using the site filter on the top right corner of the page. You can also narrow down the list based on the asset loan status such as on loan (ongoing), expired, and closed loans. The status filter is on the upper half of the page.
To view the complete details of an asset loan, click the pop out 
icon displayed for the asset loan. The asset loan details page will open with the following information:
Besides various action menus, the menu bar displays the asset status prominently. Using the action menus, you can modify extend or close the loan, add new assets to the loan, and notify users.
Just above the list of loaned assets, you will have options to return or extend loan for specific assets, and to add new assets.
Navigate to History on the left pane to track all the asset loan-related activities from creation to modification to extension to closure. The history will capture information such as the assets added to the loan, user and department that requested the asset loan, loan receiver, loan's site, loan creator, and more.
On the right panel, you can see at a glance the key information about the asset loan. This includes details such as the loan period, site, comments, and the like. In addition, the asset borrower's details will be displayed on the right panel.
You can add assets to ongoing and expired loans and set a loan period for the new assets.
Go to Assets >> Asset Loan >> Loan Registry.
Click the Settings icon displayed for an asset and choose Add Assets.
On the displayed pop-up window, search assets in the given field by name or by scanning barcode.
The loan's period will be auto-populated in From, To dates. You can optionally configure the loan period for the new assets specifically.
Choose Asset Received By user, if required.
Provide any extra information in comments.
Click Save.
Alternately, you can open a loan by clicking the pop out icon 
and click Add Assets from the menu bar. Fill out the details on the form as explained here.
You can either extend an asset loan or adjust the loan period for specific assets in loan.
Go to Assets >> Asset Loan >> Loan Registry.
Click the Settings icon displayed for the asset loan to be extended and click Extend.
Choose the To date.
Provide any extra information in comments.
Click Save.
You can alternatively open an asset loan by clicking the pop out icon and click Extend from the menu bar.
Go to Assets >> Asset Loan >> Loan Registry.
Open the required asset loan by clicking the pop out icon .
Under Loaned Assets, select the assets whose loan needs to be extended and click Extend displayed above the loaned asset list.
Choose the To date for the loan period.
Provide any extra information in comments.
Click Save.
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Alternately, you can extend the loan of an asset from within the asset details page.
You can return assets in ongoing and expired loans.
Go to Assets >> Asset Loan >> Loan Registry.
Open a loan by clicking the pop-out icon.
Under Loaned Assets, choose the assets to return and click Return displayed above the loaned asset list.
On the displayed pop-up window, the assets and return date will be auto-populated. (You can edit the return date.) Choose the Returned By user if it's not already populated with the 'Loaned To' user.
Provide comments if any and click Return.
After the asset is returned, it will continue to be displayed under the loan, but you will no longer be able to perform any actions on it.
You can alternatively return assets across the loans.
Under to Assets >> Asset Loan >> Loan Registry, click Return Assets.
On the displayed pop-up window, search loaned assets in the given field by name or by scanning barcode.
The return date will be auto-populated, but you can edit it. Choose the Returned By user.
Provide comments if any and click Return.
After the assets are returned, they will continue to be displayed under the respective loans, but you will no longer be able to perform any actions on them.
You can also return assets from within the asset details page:
When all assets in a loan are returned, the loan will be auto-closed. You can, however, manually close a loan that has unreturned assets. This action will return all the unreturned assets.
To close a loan,
Go to Assets >> Asset Loan >> Loan Registry.
Click the settings icon displayed for the asset loan to be closed and click Close.
The return date will be auto-populated, but you can edit it. Choose the Returned By user.
Provide any comments and click Close Loan.
You can alternatively open an asset loan and click Close from the menu bar.
You can pre-configure asset loan notifications and also manually write to end users and technicians.
To pre-configure and automate notifications, go to Setup >> Automation >> Notification Rules >> Asset.
Under Asset Loan Notifications, you can enable email notifications to be sent to users upon asset loan creation, extension, closure, expiry, and asset return. To enable a notification, select the checkbox displayed for the notification.
You can customize the email template by clicking the Edit icon displayed upon hovering over the notification. Provide Subject and Description in the given text boxes. Add relevant information to the Subject and Message by appending variables from the right panel. These variables will be replaced by the actual values when the email is sent.
Save the template after configuring it.
To send asset loan notifications to users manually, go to Assets >> Asset Loan >> Loan Registry.
Open the required asset loan in a new tab.
Click Email Users displayed on the asset loan's menu bar.
Fill out the notification and click Send.
