Staff-Run Audits

Staff-run audits empower District and School Administrators, Site Admins, and School Staff to manage inventory more efficiently by allowing staff to verify the assets assigned to them or their classrooms. This feature supports accountability and accuracy during homeroom audits or staff inventory audits, both of which can be initiated directly from the Asset Management system.

Through a simple email workflow, administrators can send staff secure links that open the “Room Inventory" dashboard or the “Staff Inventory" dashboard, where staff scan or enter tag numbers and mark their audit complete (no sign-in required).

Setup

Prerequisites

For a homeroom audit, each staff member must:

• have a valid email address, and
• be associated with an active homeroom in Asset Management.

For a staff inventory audit, each participating staff member only needs a valid email address.

Enable Staff-Run Audits (“Initiate Site Audit”)

From the “Initiate Site Audit” screen, administrators can determine the scope and method of their audit:

1. Choose one or both scope options:
   • Rooms – Lets staff audit items assigned to their homeroom
   • Staff – Lets staff audit items issued directly to them
2. Select one or both email options:
   • E-Mail Staff to Audit Homerooms – Sends an email with a link to the “Room Inventory" dashboard
   • E-Mail Staff to Audit Inventory – Sends an email with a link to the “Staff Inventory" dashboard

What Staff Receive and See

Staff will receive separate emails for inventory issued to them, as well as rooms to which they are associated.

• For homeroom-assigned assets, they receive a link to the “Room Inventory" dashboard
  
• For personally issued assets, they receive a link to the “Staff Inventory" dashboard
  

Within these dashboards, staff can scan or manually enter tag numbers to confirm the items assigned to them or their room. Specific tag numbers are not shown until entered or scanned.

Both the "Room Inventory" and "Staff Inventory" dashboards are also accessible from the “Campus Audit” view.

Staff will receive an email with a secure link that allows them to access an inventory audit dashboard. Staff do not need any application permissions to use their audit page, and they cannot navigate to other areas of Asset Management through the email link. This keeps the process secure and focused on the inventory audit task.

Reminders and Resending Emails

Administrators can send daily reminder notifications to encourage staff to complete their audits.

To resend notifications:

• The audit must include at least one homeroom with a status of "New" or "In Progress," otherwise the resend option is hidden.
• From “District Audit Details,” choose Resend E-Mail Notifications to Staff.

Resends are managed on a site-by-site basis.