Skip to main content
Assets are the physical items you need to distribute to volunteers at your event: two-way radios, safety vests, access keys, tablets, and any other equipment. The asset system lets you build a per-event inventory, track which volunteer has each item, and confirm returns when shifts end. Navigate to the asset inventory from the event sidebar: Event → Assets.

​
Asset statuses

Every asset has a status field that reflects its current state.

Available

The asset is in inventory and ready to be assigned. Only assets in this status appear on the Kiosk equipment selection screen.

Assigned

The asset is currently checked out to a volunteer. It was assigned during a Kiosk check-in and has not been returned yet.

Maintenance

The asset is temporarily out of service. It will not appear for assignment until its status is updated.

Lost

The asset has been marked lost. It is excluded from available inventory and flagged for follow-up.

​
Adding assets to inventory

1

Open the Assets page

Go to your event and select Assets from the sidebar. Click Add Asset in the top-right corner.
2

Fill in the asset details

A form expands at the top of the page with four fields:
FieldDescriptionExample
Display NameA human-readable label for the assetMotorola CP200
Equipment CategoryThe type of asset. Choose from Radio, Vest, Key, Tablet, or Other.Radio
Internal IdentifierAn optional serial number, label, or code used to tell identical assets apart.RAD-001
Operational StatusThe initial status. Defaults to available.available
3

Save the record

Click Confirm Registration. The asset appears immediately in the inventory table, sorted by category then name.

​
Editing and deleting assets

Hover over any row in the inventory table to reveal the Edit and Delete action buttons on the right.
  • Edit opens the form pre-filled with the asset’s current values. Change any field and click Sync Updates.
  • Delete shows a confirmation prompt. Deletion is permanent and cascades to any associated asset_assignment records.
Deleting an asset removes all historical assignment records for that item. If you need to retire an asset without losing history, set its status to lost or maintenance instead.

​
Asset assignment during check-in

Assets are assigned to volunteers through the Kiosk check-in flow. When a volunteer checks in, the Kiosk displays a grid of all assets with status = available. The volunteer taps to select the items they are taking. On confirmation:
  1. A row is added to the asset_assignments table with checked_out_at = current time.
  2. The asset’s status changes to assigned and its volunteer_id is set to the volunteer.
  3. The activity log records an asset_out event.
The asset immediately disappears from the available pool on the Kiosk, preventing double-assignment.

​
Tracking returns during check-out

When a volunteer checks out via Kiosk, the Verify Return screen lists every asset currently assigned to them. Confirming check-out marks all listed assets as returned:
  1. checked_in_at is set on each asset_assignment row.
  2. The asset status resets to available and volunteer_id is cleared.
  3. The activity log records an asset_in event.
For volunteers switching between back-to-back shifts, the Kiosk’s smart transition prompt lets them carry their equipment over rather than return and re-issue it.

​
Viewing the inventory

The inventory table shows all assets for the event with their name, category, identifier, and current status. Use the search field to filter by any of those fields. To see which assets are currently out in the field, filter or sort by status. Assets with assigned status are checked out; the volunteer holding them is recorded in asset_assignments but is not displayed in this table view.
Before an event ends, check the inventory table for assets still in assigned status. Cross-reference the open asset_assignments rows to identify which volunteers have not yet returned their equipment.

​
Data model

The asset system uses two tables. 
-- One row per physical item in the event's inventory
assets (
  id          uuid primary key,
  event_id    uuid references events,
  name        text,             -- e.g. "Motorola CP200"
  type        text,             -- "Radio" | "Vest" | "Key" | "Tablet" | "Other"
  identifier  text,             -- e.g. "RAD-001"
  status      text              -- "available" | "assigned" | "maintenance" | "lost"
)

-- One row per check-out/check-in transaction
asset_assignments (
  id             uuid primary key,
  asset_id       uuid references assets,
  volunteer_id   uuid references volunteers,
  checked_out_at timestamptz,   -- when the asset was issued
  checked_in_at  timestamptz,   -- null while still checked out
  notes          text
)
A null checked_in_at means the asset is still in the volunteer’s possession. When checked_in_at is set, the transaction is closed and the asset is returned to available.

Build docs developers (and LLMs) love

Get started for freeTalk to us