1:1

1:1 allows you to manage the "paperwork" associated with the loaning of Assets. However the system is flexible and you can tailor your 1:1 system for other uses requiring terms and conditions, signatures and receipts.

1:1 Manager

This page allows you to manage your contacts, access Assets to work within 1:1, and carry out a 1:1 transaction. 1:1 Manager is split into 5 sections:

• Search for an Asset allows you to access Assets to work within 1:1
• Search for a Contact allows you to search for an existing contact and view transaction details — edit contact details in 1:1 Contact Information (Contacts are those people you can carry out a 1:1 transaction with only, Users are those people who have access to your IRIS Assetssystem. The two are mutually exclusive.)

  Select View all Contactsto list all your 1:1 contacts. You can then access their records and export the table to CSV.

• Add new Contact allows you to add an individual contact
• 1:1 Contact Upload/Update allows you to import new contacts

1:1 Settings

Set and change the 1:1 components here to reflect your needs and the transactions you want to conduct.

• Contact Details Template — Set details you can want to record for contacts
  • Fields Name, Email, Contact Number, Student Name, and Address are required and cannot be deleted
• Searchable Contact Data — Set details you want to record for contacts and then search for (in addition to Name and Email)
• Transaction Types —Set the types of transactions you want to conduct
  • Fields Checked Out, Checked In, Temporary Check In, and Payment are required and cannot be deleted)
• Terms and Conditions templates — Lists the terms and conditions to use in a transaction

  You can create, edit, and delete templates as required

1:1 Reporting

1:1 Reporting allows you to track transactions in two ways:

Search for Assets

Allows you to search for assets with transactions conducted within a specified date range.

To run this report, from Report Type, select the relevant Transaction Type/Key Date. Set the date range, then select Go. This generates a table with Asset, Contact, and Transaction information which can be exported (Export to CSV).

To see more details for a listed transaction, highlight the relevant transaction and select View:

• Full Asset Details — Select the ID number (in blue)to view full asset details and editing options
• Full Contact Information — Select a contact detail (in blue)to view and edit a contact's details and view their full transition history
• Add a Transaction — Select Add Transaction to add key dates and new transactions, such as, check in an asset returned from loan

View Assets Calendar

This allows you to review transaction dates through a calendar.

To run this report, in Report Type, enter the Transaction Type/Key Date to report on and select Go. This generates a page with the current years calendar (the year can be changed using the buttons above the calendar). Red numbers next to dates is the number of transactions for the specified transaction type. Select the red number to see a table of all these transactions as Asset, Contact and Transaction Information which can be exported (Export to CSV).

To see more details for a listed transaction, highlight the relevant transaction and select View:

• Full Asset Details — Select the ID number (in blue)to view full asset details and editing options
• Full Contact Information — Select a contact detail (in blue)to view and edit a contact's details and view their full transition history
• Add a Transaction — Select Add Transaction to add key dates and new transactions, such as, check in an asset returned from loan

Adding a Transaction

This is a quick guide to adding a transaction through the IRIS Assets App. For more information, contact our Support Team, detailed at the end of this article.

Before you start, check the following:

• The asset is registered on your IRIS Assets system
• The person you are conducting the transaction with has been added as a contact
• You have the relevant transaction types and terms and conditions in place

To add a transaction, do the following:

1. Go to 1:1 Manager. Enter the relevant assets details in Search for an Asset and select Go. Locate the asset and select View.
2. The 1:1 Asset Information page is displayed. Use Search for a Contact to find the relevant contact for this transaction. Find the contact in the list and select Assign Asset.
3. The 1:1 Transactions page is displayed. Check the following:
   • Contact Information — Are they correct?
   • Asset Information — Is it correct?
   • 1:1 Key Dates — If required, enter any Expected Return or Next Action dates and select Update
   • Transaction Information — Is it up to date?
   • Add Transaction section
     • Date — Change if the current date is not required
     • Time — Change if the current time is not required
     • Current Asset Status — Change if you track loans through the Reports function
     • Type — Set the relevant Transaction Type
     • Value — Enter any value you need to associate with the transaction, else leave blank
     • Description — Enter any details relevant to the individual transaction for future reference
     • Terms and Conditions Template — Set the relevant template

     Select Add Transaction.

4. The 1:1 Transaction page is displayed. Check the following for the contact:
   • Contact Information — Check the contact agrees they are correct
   • Asset Information — Check the contact agrees they are correct
   • Complete Transaction — Check the contact agrees the details are correct and understands the terms and conditions
   • Contact Signature — Get the contact to sign with their finger in the box

   Select Complete Transaction or Complete Transaction & Email Receipt to finish the transaction.

If you need further help using the system, log a support ticket (a Service Cloud account is required) to contact our Support Team.