How Portland State Achieves 100% Accountability with Asset Tracking
Portland State used to waste hours chasing down missing gear and juggling paper logs. Now, with Cheqroom, everything’s digital, check-outs are simple, tracking is clear, and nothing goes missing.
The Challenge:
Losing the Paper Battle
Portland State University (PSU) was relying on a paper-based system to manage their extensive inventory of production gear. This analog process meant that Staff had no reliable way to restrict advanced equipment based on a student's course level (Beginner, Intermediate, Advanced) and when equipment was returned broken or damaged, the university had no concrete digital trail to identify the last user, turning repair costs into unavoidable operational expenses without the ability to educate students on proper care.
The Solution
A Digital, Streamlined Inventory Ecosystem
PSU adopted Cheqroom to instantly transform their equipment room from a paperwork bottleneck into a streamlined, digital system accessible via desktop and mobile devices.
3 Highlights from PSU’s Improved Equipment Management Workflow with Cheqroom:
Digital Transition
The entire check-out process was moved from paper logs to the Cheqroom platform, eliminating the risk of lost records and manual data entry errors.
Level-Based Access Control
PSU implemented Cheqroom's custody features to set levels (Beginner, Intermediate, Advanced). Now, when a student signs in, they only see equipment relevant and available to their skill level, massively simplifying their reservation experience and protecting sensitive gear.
Mobile Access
Both students and staff gained the ability to manage check-outs, view availability, and flag issues directly from the Cheqroom mobile app, connecting the equipment room to the entire campus.
We now have accountability and now we can go to the student and say, 'Hey, please take care of the equipment because we know you’re the last person to check it out.'
The Impact:
100% Damage Control
If equipment comes back damaged, PSU knows exactly who checked it out last, allowing them to address issues immediately and educate students
100% Access Control
The ability to categorize equipment and restrict access based on user level has simplified the process for both staff and students, minimizing errors and protecting high-value assets
By implementing Cheqroom, PSU achieved significant operational improvements, resulting in clearer oversight, better equipment management, and a new culture of accountability among students. Additionally, the digital tracking capabilities empower PSU to generate reports and identify trends, providing crucial insights into which gear is being mistreated or requires more immediate attention in the classroom.
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