Digital Asset Management – Automate Check-out and Return
End the paperwork and shrinkage. Manage devices, tools, and equipment digitally – with complete documentation and 24/7 self-service for your team.
Who has the measuring device? Where is the projector? Was the safety equipment returned? Analog distribution lists and key cabinets cost time, cause shrinkage, and provide no reliable data. The TIKI SHARE Asset Management System digitizes the entire process – from check-out to return. Automated, documented, available around the clock.
1. The Problem with Analog Device Management
In many companies, tool and device management still runs on paper lists, Excel spreadsheets, or individual employees' memory. The result: devices disappear, responsibilities are unclear, expensive replacements are needed – even though the device still exists somewhere.
It becomes particularly critical with equipment that regularly changes hands between people or departments: measuring instruments, specialized tools, IT equipment, or PPE. Without a digital material distribution system, all traceability is lost. Search times increase, duplicate orders pile up, and inventory becomes guesswork.
2. How Digital Check-out & Return Works
Step 1: Authentication
The employee identifies themselves via RFID card, smartphone app, or PIN at the cabinet or vending machine. The system checks authorization in real time.
Step 2: Check-out
The assigned compartment opens. The asset management software automatically logs who took which device and when – completely and tamper-proof.
Step 3: Return
The employee returns the device. The system automatically books it as available again. In case of damage, a condition report can be submitted directly via the app.
3. Which Assets Can Be Managed?
The system is suitable for anything that has value and is shared. From equipment distribution to PPE vending machines to key management for pool vehicles.
IT Equipment
Laptops, tablets, projectors, headsets
Tools & Machines
Specialized tools, measuring instruments, cordless devices
Personal Protective Equipment (PPE)
Helmets, gloves, safety goggles, hearing protection
Vehicle Keys
Keys for pool vehicles, company cars, forklifts
Learn more about the concept in our glossary entry on Asset Management.
4. The Process for Your Users
For your team, one thing changes above all: it becomes easier. No waiting for the warehouse manager, no filling out forms, no searching for the right key. Employees identify themselves at the cabinet with their existing employee ID or smartphone, take the needed equipment, and go. Returns work just as smoothly.
24/7 access enables shift and weekend work without needing to schedule additional staff for distribution. And if a device comes back defective? The app enables an immediate condition report – the device is automatically locked until repaired.
5. Your Benefits at a Glance
100% Transparency
Complete log: Who took what, when, and returned it?
Reduced Shrinkage
Every check-out is documented. Accountability is always clear – shrinkage measurably decreases.
24/7 Availability
No staff required for distribution. Employees access needed equipment around the clock.
Condition Reporting
Users report defects upon return directly via the app. Broken devices are automatically locked.
API Integration
Integration with existing ERP systems via REST API. Inventory data flows directly into your warehouse management.
6. Frequently Asked Questions
Ready for Digital Asset Management?
Show us your use case – we'll show you how TIKI SHARE automates check-out and return in your operation. No commitment, personal consultation.