Claim item from system

Claim feature (Part of Trail lendings)

The claim feature makes borrowing items quick and easy. An item claim begins when a user takes an item into use and ends when the item is no longer needed.

In Trail the items can be claimed in two different ways:

  • Through a separate terminal – Ideal when responsibility for handovers is centralized to a few people.
  • Directly from the system – Perfect when multiple users can mark when they have taken an item into use themselves.

This guide explains how to claim and return items directly from the system.

👉 Want to use this feature in your own organization? Contact: sales@trail.fi

Topics:

  1. Required user rights
  2. Setting the access for user group (Admins)
  3. Claiming an Item
  4. Returning an item
  5. Lendings module

1. Required user rights

To claim an item from the system, the user must have at least following rights:

  • Lendings – minimum reader rights
  • Items – minimum reader rights
  • Departments – access to the department of the item.
  • Item – reservability setting must be on.
  • User group's setting – Access is granted by user group.

👉 If you don’t see the “Claim” button on the item card, check your permissions or contact your organization’s Trail administrator.

2. Setting the access for user group (Admins)

To be able to claim, user must belong to a user group that is authorized to do so. The right for claiming is given by user group.

  1. Go to Admin - User groups
  2. Open the user group for editing
  3. Select “Allow users to claim items”
    1. Users with reader rights to lendings can claim and return items.
  4. Under “Users”, you can see which users belong to the group. If a specific user is missing from the group, you can add user from user's own profile (page Admin - Users).
  5. Save changes

Now the users in the group can claim items.  

3. Claiming an Item

Once the correct permissions are in place, claiming works as follows:

  1. Go to Items - All Items
  2. Search for the item you want (e.g. using the search bar or list)
  3. Open item's item card
  4. Press the “Claim” button
  5. The item is now marked as claimed by you (the user)

The item status shows it is lent and cannot be claimed by others until it’s returned.

Once the item has been claimed, “Current location” shows who is currently using the item. “Location” indicates where the item was located before it was claimed.


⭐ Tip:

You can also claim and return items directly from the item list:

  1. Go to Items - All Items
  2. Find the needed item
  3. Click the arrow on the left side of the item (Show details)
  4. The basic info opens
  5. Click Claim
  6. The item is now marked as yours.

4. Returning an item

When the item is no longer needed or should be replaced, follow these steps:

  1. Go to Items - All Items
  2. Search for the item
  3. Open item's item card
  4. Press the “Return” button
  5. The item is now returned

5. Lendings module

A user with at least read access to Lendings can check their current claims through the Lendings module:

  1. Go to Lendings→ All Lendings
  2. The list shows all items currently claimed by the user
  3. Past lendings can be found by using the “Filter by state” search

⭐ Note: A user with editor access to lendings can view other users’ claims and return items on their behalf if needed.

⭐ Tips for smooth claiming:

  • Users with reader rights to lendings can claim and return items.
  • The item status tells whether an item is available.
  • The item card shows whether the item can be claimed.
  • Admins can use reporting to track active lendings and return times.
  • If your organization wants to set a return time in advance, Trail’s Reservation feature is the perfect solution!

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