Create and Conduct a Room Audit

A room audit allows site and district users to scan all tagged assets in a room and quickly identify missing, verified, found, and misplaced items. During a room audit, users can also initialize assets that are not yet in Asset Management. If the product has not been defined in the Catalog, administrators can create it during the audit.

Create a Room Audit

1. Navigation:
2. Site View
3. Rooms

1. Click Rooms, located in the top navigation bar.
2. Filter the “Rooms” grid to locate the room you want to audit.
3. Click the room’s row to expand it and display the “Details,” “Inventory,” “Staff,” and “Audits” tabs.
4. Click the Audits tab.
5. Click Add Record. The “Room Audit” window opens.

6. Review the products listed in the “Room Audit” window.
   • If a product should not be included in the audit, click Exclude in that product’s row.
7. To begin the audit now, continue to “Conduct a Room Audit.”
8. To conduct the audit later, click the X to close the “Room Audit” window.

Conduct a Room Audit

Room audits in “New” or “In Progress” status can be updated with scanned tags. At the start of the audit, all tags expected in the room are marked “Missing.” As expected tags are scanned, their audit state changes to “Verified.” Tags scanned into the room that are not expected there are marked “Misplaced.” If the expected room also has an active audit, that same tag appears there as “Found.”

The “Found” state remains until a district-initiated audit is approved or a site-created room audit is marked “Scan Complete.”

1. Click Rooms, located in the top navigation bar.
2. Filter the “Rooms” grid to locate the room.
3. Click the room’s row to expand it and display the “Details,” “Inventory,” “Staff,” and “Audits” tabs.
4. Click the Audits tab.

5. Search for the room audit you want to open.
6. Click Edit in that row. The “Room Audit” window opens.
7. Enter or scan each tag located in the room into the Enter Tag field.
   • Scan all tags physically present in the room, even if the product is not listed in the “Room Audit” window. Asset Management determines whether each tag is “Missing,” “Misplaced,” “Found,” or “Verified.”
8. Click Save to keep your progress and leave the “Room Audit” window.
9. Click Complete Scan to finish the audit and prevent additional tag entries. This changes the audit status from “In Progress” to “Scan Complete.”

Create a New Product During a Room Audit

If you need to initialize inventory during a room audit and the product has not yet been defined in the Catalog, a district administrator can create the product from the “Initialize Room Inventory” window.

1. Click Rooms, located in the top navigation bar.
2. Filter the “Rooms” grid to locate the room.
3. Click Initialize Room Inventory. The “Initialize Room Inventory” window opens.
4. Click Add New Product. The window refreshes and displays the “Create New Product” fields.

5. Enter the product details. The “Product Number” is generated automatically. Red fields are required.
6. Click Save. You are returned to the “Initialize Room Inventory” window.
7. Complete the asset details in the required fields.
8. Select the Funding Source.
9. Select the Status.
10. Enter or scan the tag number in the Tag field.
11. Click Save to verify that the tag does not already exist in the database.
12. Enter or scan the serial number in the Serial field, if required.
13. Click Save.
14. Click Done to close the window.

Initialize Room Inventory During a Room Audit

If a tagged asset is found during a room audit but does not exist in Asset Management, users with permission can add it directly from the “Room Audit” window by using Initialize Room Inventory.

1. Click Initialize Room Inventory. The “Initialize Room Inventory” window opens.

2. Enter or scan the Product Number. If the product does not exist in the Catalog, follow the steps in “Create a New Product During a Room Audit.”
3. Select the Funding Source.
4. Select the Status.
5. Enter or scan the tag number in the Tag field.
6. Click Save to verify that the tag does not already exist in the database.
7. Enter or scan the serial number in the Serial field, if required.
8. Click Save.
9. Click Done to close the window.