--- title: "Pickup and return checklists" description: "Confirm every unit as it leaves the warehouse and as it comes back, by product, by unit, or with a barcode scanner, before the booking changes status. Record partial returns: units still with the client, returned damaged, or lost." canonical_url: "https://requiply.com/docs/en/guides/bookings/checklists" --- # Pickup and return checklists > Confirm every unit as it leaves the warehouse and as it comes back, by product, by unit, or with a barcode scanner, before the booking changes status. Record partial returns: units still with the client, returned damaged, or lost. **A pickup checklist is the list staff work through as equipment leaves the warehouse, and a return checklist is the one they work through as it comes back.** Each unit on the booking is ticked off, by hand or by scanning, before the booking is allowed to move on. A checklist turns a status change into a physical check. When a booking moves into a status flagged as a **pickup** or a **return**, Requiply opens a per-unit checklist first: staff tick off each unit as it is handed over or received, and only then does the booking change status. Progress is saved as you go, so a checklist can be left half-finished and picked up later, and every confirmation is recorded on the booking's timeline. Checklists are an **opt-in organization feature**. Until an admin turns them on, statuses change directly the way they always have. Two parts have their own pages: [Assigning and replacing at pickup](https://requiply.com/docs/en/guides/bookings/checklists/pickup) and [Returns and partial returns](https://requiply.com/docs/en/guides/bookings/checklists/returns). ## Turning checklists on Two settings work together: 1. **The feature** — an admin turns on **Enable pickup & return checklists** under [Settings → Organization → Features](https://requiply.com/docs/en/guides/settings/organization/features). Available on every plan. 2. **The statuses** — each booking status carries a **Checklist** field: *No checklist*, *Pickup checklist*, or *Return checklist*. See [Booking statuses](https://requiply.com/docs/en/guides/settings/bookings/statuses#checklist). Out of the box the default statuses that represent the physical handover are already flagged. They are ordinary statuses of your organization, so you can rename them or change their **Checklist** field:
Status Checklist
Ready for pickup Pickup checklist
In progress Pickup checklist
Completed Return checklist
Request, New, Confirmed, Cancelled No checklist
So for most organizations, switching the feature on is enough — moving a booking to *In progress* opens the pickup checklist and moving it to *Completed* opens the return one. Organizations that assemble orders ahead of time can route bookings through **Ready for pickup** first: its checklist is where the units are gathered (and, with [deferred assignment](https://requiply.com/docs/en/guides/bookings/checklists/pickup#assigning-units-at-pickup), bound to the booking), and the second checklist into *In progress* becomes a quick per-unit verification at the door. ## Opening a checklist Checklists open from the ordinary **status arrow** next to a booking's status tag: on [Manage bookings](https://requiply.com/docs/en/guides/bookings/manage), on the booking detail page, and on the [Dashboard](https://requiply.com/docs/en/guides/reports/dashboard)'s pickup and return lists. Pick a status that carries a checklist and, instead of changing the status on the spot, Requiply opens the checklist page for that booking at `https://app.requiply.com/reservation/{id}/checklist`.
![A return checklist for booking #40 for James Whitfield in dark mode, with Confirms status and a green Completed tag on the right. Box 1 marks the progress line 4 of 16 units checked with 25% and a progress bar. Box 2 marks the code field Enter a unit code / SKU with a Confirm button and the hint or scan with a barcode / QR scanner. Box 3 marks the Units to return heading with a Mark all button. Below are product lines: Baseus HDMI to HDMI cable (10 m) with a ticked checkbox, the SKU range BASE-HDTO-003 … 006, a green 4/4 tag and its four ticked units listed inline; and XLR (5m) with an empty checkbox, the SKUs XLR-5M-017 … 028, a grey 0/12 tag and a Show 12 units link. On the right, the Booking preview lists both products with their counts and progress bars and 4 of 16 units checked, 25%](https://requiply.com/docs/assets/booking/checklists/checklist-page.png)
**1** Progress against every unit on the booking. **2** The code field, for typed codes and barcode scanners. **3** One line per product, with **Mark all** to tick everything at once.
The page header shows: - **Pickup checklist** or **Return checklist** as the title. - **Booking #{id} · {client}** underneath. - **Confirms status** with the status tag the checklist leads to. - A **progress bar**: *{n} of {m} units checked* with a percentage. It reaches 100% only when every unit is checked. If the booking can no longer move to that status, for example because a colleague changed it meanwhile, a warning says *The booking cannot move to this status from its current one.* and **Confirm** stays disabled. ## Working through the units The list is grouped **by product**, under the heading **Units to hand out** on a pickup checklist or **Units to return** on a return checklist. Each product line shows: - a checkbox that ticks or unticks **every unit of that product** at once (**Check all units: {product}**). It shows a dash while only some units are ticked, - the product image and name, - the SKUs of its units, shortened into ranges such as *XLR-5M-001…012*, - a counter tag such as **4/12**, which turns green once every unit of the product is checked. Under the product line come its units: - **Up to 6 units:** listed right under the product, one row per unit with a checkbox, the SKU, and a **comments** button. - **More than 6 units:** a **Show {count} units** button opens a dialog with the product name as its title, the *{n} of {m} units checked* count, a **Find SKU** search, and **Mark all** / **Unmark all** for that product. The search shows *No SKUs match* when nothing fits.
![The units dialog for XLR (5m) over the return checklist of booking #40 in dark mode. Box 1 marks the line 5 of 12 units checked, the Find SKU search field and the Mark all button. Box 2 marks the unit grid: XLR-5M-017 to XLR-5M-021 ticked, XLR-5M-022 to XLR-5M-028 unticked. Behind the dialog the checklist reads 9 of 16 units checked](https://requiply.com/docs/assets/booking/checklists/units-dialog.png)
A product with more than six units opens its units in a dialog. **1** Count, SKU search, and **Mark all** for this product. **2** One row per unit.
Ways to check units: - **Tick a unit's checkbox** to confirm it. The change is saved immediately, there is no separate save step. **Untick** it to put the unit back to pending if you ticked the wrong row. - **Tick the product checkbox** to confirm all units of that product, for example a box of 12 identical cables. - **Mark all** in the section heading ticks every unit on the checklist. It is shown while something is unticked and nothing is left to assign. - **Enter or scan a code.** The field above the list takes a unit code, barcode, or SKU: type it and press **Enter** or **Confirm**. With [QR codes & barcodes](https://requiply.com/docs/en/guides/settings/organization/features#enable-qr-codes-barcodes) on, the hint *or scan with a barcode / QR scanner* appears under it and a handheld scanner fills and submits it for you. The matching unit is ticked as *Scanned*, the list scrolls to it, and the row flashes. For a product with more than 6 units, its dialog opens on the unit. The field works on pickup and return checklists alike.
Message after a code Meaning
No unit matches this code. The code belongs to no unit of your organization.
This unit is already checked. Nothing to do.
This unit is not part of this booking. On a return: the unit did not go out on this booking. On a pickup: it is not reserved and cannot be assigned or swapped in .
Unit {sku} is {status} and cannot be handed over. Pickup only: the unit is on maintenance, lost, or archived.
The **comments** button on each unit row opens that unit's [comments drawer](https://requiply.com/docs/en/guides/conversations/comments), so damage, missing accessories, or a photo can be recorded against the unit itself while it is in your hands. The **Booking preview** panel on the right shows the pickup and return time, the client, and one line per product with its *checked/total* count and a small progress bar. A product turns green with a check mark once all its units are confirmed. Click a product in the preview to scroll the checklist to it. Each confirmation stores who checked the unit, when, and whether it was confirmed by hand or by a scan. ## Confirming On a **pickup** checklist, **Confirm** is disabled until **every** unit is checked. On a **return** checklist you can confirm with units left unticked: Requiply then asks what happened to each of them, see [Partial returns](https://requiply.com/docs/en/guides/bookings/checklists/returns#partial-returns-units-that-did-not-come-back). When every unit is ticked and you confirm: - The booking moves into the checklist's target status. - A system entry is written to the booking's timeline, in your organization's language: *Pickup checklist confirmed: 2/2 units*. - You are returned to the booking, with a toast naming the new status. - After a **pickup** checklist, the booking counts as handed out: its items can no longer be changed on [Edit booking items](https://requiply.com/docs/en/guides/bookings/changing/items#when-items-can-no-longer-be-changed), and the client can no longer [cancel it from the portal](https://requiply.com/docs/en/guides/online-booking/customer-accounts#cancelling-online). **Cancel** goes back to the booking without changing the status. Anything you already ticked is kept.
![The comments drawer on booking #23 listing system entries for each status change, ending with In Progress to Completed and Return checklist confirmed: 2/2 units](https://requiply.com/docs/assets/booking/checklists/timeline-entry.png)
Every confirmation is recorded on the booking timeline next to the status change it caused — here the return checklist and the move to *Completed* land together, both attributed to the user who confirmed them.
Confirming runs the same rules as an ordinary status change: the transition must be allowed by your [status configuration](https://requiply.com/docs/en/guides/settings/bookings/statuses), and availability is re-checked. If the status change is rejected, for example because someone else moved the booking meanwhile, the checklist stays open so nothing is lost. If a colleague already confirmed the same checklist on another device, Requiply says *This checklist was already confirmed. Open the booking to see its current state.* ## Checklists in the mobile app The mobile app shows the same checklist. The list has one line per product with its photo, name, SKU ranges, and a *checked/total* badge, plus **Mark all** and, on a pickup with units still to assign, **Assign all**. Tap a product to open its units on a separate screen and tick them there. **Scan** opens the camera to check units by barcode or QR code, and **Enter code** takes a typed code. Confirm a return checklist with unticked units, and the **Unreturned units** screen asks for an outcome per unit: **With client**, **Damaged**, or **Lost**. Each unit has a menu for the outcome and an optional comment, and damaged and lost units take **Camera** or **Gallery** photos. **Select all** and the selection marks let you set one outcome or one comment for several units, with a running tally such as *With client: 1. Damaged: 1. Lost: 0.* When a unit is still out, the app shows *Return saved* and a **Set return date** button that opens the date editor in return mode. ## Pausing and resuming
![The top of a booking detail page showing the In Progress status tag, its progression arrow, and a Continue return checklist button, above the booking's Dates and details cards](https://requiply.com/docs/assets/booking/checklists/resume-button.png)
An unconfirmed checklist surfaces as a button beside the booking's status tag. Booking #23 here is mid-return: it still reads *In Progress*, and **Continue return checklist** picks the list back up where it was left.
A checklist that has been opened but not confirmed stays open. On the booking's detail page, a **Continue pickup checklist** / **Continue return checklist** button appears next to the status tag and takes you straight back to where you left off, with every unit you already ticked still checked. A booking has at most one open checklist per kind, so re-opening the pickup checklist always resumes the same one rather than starting over. The button only appears while the booking can still move to the checklist's status. If the booking was moved another way meanwhile, for example cancelled, or moved past that status with the arrow, the half-finished checklist is no longer offered. ## When the feature is off With **Enable pickup & return checklists** switched off, the status flags are ignored entirely: the status arrow changes the booking's status directly, exactly as before. Nothing is lost by turning the feature off — checklists already confirmed stay on the timeline. ## Who can use checklists Anyone with the **Allow booking management** [permission](https://requiply.com/docs/en/guides/settings/organization/accounts/permission-groups#the-permissions-a-group-can-grant), the same permission that lets a user change a booking's status. Checklists are not admin-only, though configuring which statuses open them is, since that lives in [Booking statuses](https://requiply.com/docs/en/guides/settings/bookings/statuses). ## Common scenarios ### Handing equipment to a client Open the booking (or find it in the Dashboard's **Pickups** list), click the status arrow, and pick **In progress**. Work down the checklist as you load the van: scan each label, or tick a product line when every unit of it is in the van. If a case is scratched, open its comments and note it before ticking. Confirm when the last unit is on board, and the booking flips to *In progress*. ### A large order with hundreds of units An event order has 200 identical chairs and 40 cables. Each product is one line, so the list stays short. Scan a few labels to spot-check, then tick the product checkbox for the chairs once the pallet is loaded. To check single units of a big product, click **Show 200 units** and use **Find SKU**. With **Assign units at pickup**, click **Assign all** first if you do not scan every unit. ### A pickup interrupted halfway Tick what you have loaded and leave the page. The booking still shows its old status, and **Continue pickup checklist** on the booking brings the half-finished list back when you return. ### Adding a checklist to your own status If your workflow uses a custom status such as *Handed over* instead of *In progress*, open it under [Booking statuses](https://requiply.com/docs/en/guides/settings/bookings/statuses), set **Checklist** to *Pickup checklist*, and save. Moving a booking into it now opens the checklist. ## Tips and cautions **Tip:** Use the per-unit comments while the equipment is in front of you. A photo attached to the unit at return is worth more than a note written from memory afterwards. For a unit that came back broken, the **Returned damaged** outcome does this for you and also opens a maintenance task. **Heads up:** On a **pickup** checklist every unit must be ticked before **Confirm** becomes available. If a unit genuinely cannot be handed over, take it off the booking first, or move the booking to a status without a checklist. Return checklists can be confirmed with unticked units, see [Partial returns](https://requiply.com/docs/en/guides/bookings/checklists/returns#partial-returns-units-that-did-not-come-back). **Heads up:** Flagging a status as a pickup or return checklist only takes effect while the organization feature is on. A status flagged as *Pickup checklist* in an organization with the feature off changes directly, with no checklist. **Heads up:** The return checklist follows what was confirmed at pickup, not what is currently on the booking's item list. If a unit was replaced during pickup, the return expects the replacement. ## Sitemap See the full [sitemap](https://requiply.com/docs/sitemap.md) for all pages.