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Equipment: Add, manage, and move items in a category

In this article

Items are the physical, bookable things that belong to each category. So, if you have a category called "Laptops", you would need to add an item for each individual laptop that's available for checkout. 


To manage your equipment, go to Admin > Spaces & Equipment and click on the items link in your location's Equipment column.

Example of navigating to a location's equipment


Adding items to a category

  1. Under the Equipment & Categories tab, click on the Add New Item button.
    1. Alternatively, you can click on a category's Cog () button and select Add New Item from the dropdown. This will set the new item's category accordingly.

Screenshot highlighting the Add New Item button

  1. In the Add New Item dialog box, enter a name for your item (e.g. "Macbook") in the Item Name field.
  2. Verify that the correct Category for this item is selected. Once an item has been created, you cannot change its category later.
  3. Click the Save & Continue button. This will take you to the Edit Item page so you can configure the details for your new item. See the next sections for information about each option.

the add new item dialog 

Copying an existing item

If you offer a fleet of the same item, such as 20 Macbooks or 10 iPads, you can more quickly add these duplicates to your category by copying the main item record. When you do this, all you'll have to do is select the item to copy and enter its unique information, such as the barcode number. This can save you a ton of time when adding your collection to LibCal!

  1. Under the Equipment & Categories tab, click on a category's Cog () button and select Add Copy of Item from the dropdown.

Screenshot of the Add Copy of Item option

  1. In the Add Copy of Item dialog box, select the item you want to copy from the Link Item to Main Record dropdown.

options in the add copy of item dialog

  1. If desired, you can customize the name of the new item.
  2. If you'd like to record the item's purchase date, you can enter it into the Date Acquired field (optional).
  3. If the item has a barcode number, you can enter it into the Item Barcode field (optional, but recommended).
  4. If your institution assigns numbers for tracking equipment, you can enter it into the Asset Number field (optional).
  5. If the item has a serial number, you can enter it into the Serial Number field (optional).
  6. Click the Create Copy button.

Configuring item settings

General tab

  1. Name: this is the name of the item as it appears throughout LibCal.
  2. Location: this lists the item's location. 
  3. Category: this lists the item's assigned category.
    • If this is a main item record, you can move the item (and its linked child records) to a different category. Simply select the new category from the dropdown menu.
  4. Set as Main item record: if your category contains identical items (for example, you have 5 iPads), you can designate one as the main record and link the other 4 to it. This can help you avoid adding the same instructions, descriptions, images, etc. for each of those items. Instead, all you need to do is add that info to the main item record.
    • If you select Yes, this item will display in the public catalog's search results. A user will be able to click on this item to view the item's details, as well as its availability. The availability of every linked item will also be displayed.
    • If you select No, you will be prompted to link this item to a main item record. This item will not display separately in the catalog. Rather, only its availability will display when viewing its main item record.
  5. Link item to Main Record: if this item is not a main item record, select the main record you wish to link it to.
  6. Date Acquired: this allows you to record the date the item was acquired. This will not display in the public catalog.
  7. Item Barcode: if your item has a barcode number, you can record it here. This will allow staff to use the barcode to more quickly identify items and check them in and out. These will also display in the public catalog.
  8. Asset Number: if you have an internal asset number, control number, or another type of inventory number, you can record it here. This will not display in the public catalog.
  9. Serial Number: if you want to record an items serial number, enter it here. This will not display in the public catalog.
  10. Value: this allows you to record the value of the item when it was acquired. This will not display in the public catalog.
  11. Replacement Cost: this allows you to record the replacement cost for the item, which may include extra fees in addition to the actual value of the item. This will not display in the public catalog. 

Example of general item settings

Details tab

The options on this tab will only be enabled if an item is a Main Item Record. Otherwise, items that are linked to a Main Item Record will inherit their details.

The following options can be customized:

  1. Fine Template: If you'd like specific items in your category to use a different fine template (e.g. perhaps your Macbooks get treated differently than your netbooks), you can select the fine template to use here.
  2. Booking Form: if you have a custom booking form you'd like to use for this item, you can select it here. The questions from the selected form will be combined with those of your location and category's booking forms.
  3. LibAuth Group Rule: if you have enabled LibAuth in your location's settings and your authentication method supports group permissions (such as CAS or SAML), you can select a group permission to apply to this item. For example, this could be used to restrict bookings for this item to faculty and staff.
  4. Image URL: you can upload an image of the item to display in the public catalog. Click on the Show Image Manager button to upload or select an image from your Image Manager library.
  5. ‚ÄčModel: this allows you to note the model number of this item. This is displayed in the public catalog.
  6. Description: this allows you to display a description of the item in the public catalog.
  7. Terms & Conditions: if this item has its own terms & conditions which are different from your location or category's, you can add them here. When you add terms & conditions to a category, they will be displayed in addition to your location and category's terms & conditions.
  8. Item Instructions: this gives you a space to provide instructions for using the item (such as powering it on, etc.).
  9. User Manual URL: this allows you to link to an online copy of the user manual, if available. Just enter the full URL.
  10. User Manual Upload: alternatively, you can upload a copy of the user manual that users can download. This can be helpful if you've scanned a manual to a PDF file.
  11. Check Out Procedure Note: this will display to staff when an item is being checked out. This is a great way to remind staff of any special procedures they need to follow before checking out the item.
  12. Check In Procedure Note: this will display to staff when an item is being checked in. Need to remind staff to erase those SD cards when a camera is returned? This is a great way to do it! 

Details settings

Status tab

  1. Status: this allows you to set whether or not an item is available to be booked.
    • Active: this item is included in the catalog and can be booked.
    • Inactive: this item is not listed in the catalog and cannot be booked. This can help you keep track of items you are not currently circulating.
    • Lost/Broken: this item is not listed in the catalog and cannot be booked. This can help you keep track of items that have either not been returned, or can no longer be loaned due to damage.
  2. Damage Notes: this can help you keep track of any damages to the item.
  3. Service History Notes: this can help you keep track of when this item was serviced or repaired. 

Example of item status settings


Managing items

  1. Click on the Edit () icon to edit an item's settings.
  2. Click on the Preview () icon to view that item's details in the equipment catalog.
    • NOTE: you can only preview main item records.
  3. Click on the Delete () icon to delete an item. You will be prompted to confirm.
    • NOTE: this will delete all bookings and stats related to this item. Please be careful!
    • If deleting a main item record with linked children, the child records must be moved or deleted first.

Example of options for managing items


Move an item to a new category

Equipment items that are not linked to a Main Item record can be moved to other categories (linked items cannot be moved separately from their main item). If you are moving a main item record that has linked items, all linked items will be moved as well.

To move an item to a new category:

  1. Go to Admin > Spaces & Equipment.

Selecting Equipment & Spaces from the Admin menu

  1. Under the Locations tab, find the location containing the category you want to move and click on its link in the Equipment column.

Clicking on a location's link in the Equipment column

  1. Under the Equipment & Categories tab, click on the edit () icon for the item you want to move
    • Note: you can only move main item records.

clicking an item's edit icon

  1. Under the General tab, select a new category for this item from the Category dropdown.
  2. Click the Save Settings button.

Once an item is moved, it will inherit the new category and location's settings, email templates, and hours. If this is a main item record, all of its linked items will move with it to the new category.

Selecting a new category in the Move Item window