--- title: "Assigning and replacing at pickup" description: "Bind physical units to a booking during the pickup checklist, let Assign all pick free units, swap in another unit of the same product, and handle units that are on maintenance or lost." canonical_url: "https://requiply.com/docs/en/guides/bookings/checklists/pickup" --- # Assigning and replacing at pickup > Bind physical units to a booking during the pickup checklist, let Assign all pick free units, swap in another unit of the same product, and handle units that are on maintenance or lost. On a [pickup checklist](https://requiply.com/docs/en/guides/bookings/checklists), staff can bind the units that actually go out, replace a reserved unit with another one of the same product, and see when a booking is short because a unit is out of service. ## Assigning units at pickup Without checklists, a booking is assigned its concrete units the moment it is created. Larger warehouses usually want the opposite: the booking reserves *quantities* ("3× Sony FX6"), and whichever physical units staff grab are bound at pickup. That is the **Unit assignment** option of the checklists feature, and **turning checklists on selects it by default**. Organizations that would rather keep assigning at creation switch the option to *Assign units at booking*; see [Features](https://requiply.com/docs/en/guides/settings/organization/features#enable-pickup-return-checklists). With **Assign units at pickup** in effect, a booking shows its products and quantities but no SKUs until the pickup checklist runs. The booking's item list, its emails, and its documents all count the reserved quantity, and SKU tags appear on the rows only as units get bound. The checklist then opens with a **Units to assign** section on top: one row per product still short of units, with its image, *{count} more to assign*, and an orange *assigned/required* tag such as **1/2**. It fills up as you go: - **Enter or scan the code of a unit** of a reserved product in the code field. It is bound to the booking and checked in one step: *Unit {sku} assigned to the booking.* - **Assign all** in the **Units to assign** heading lets Requiply pick free units for everything still open, the no-scanner shortcut: *{count} units auto-assigned.* The picked units are bound and checked in one step, and their SKUs appear under **Units to hand out**. - The **×** button (**Unassign unit**) on a unit bound during this pickup unbinds it again if you picked the wrong one. Such a unit cannot be unticked with its checkbox, because the tick and the binding were the same action: unbinding it is the way to undo.
![A pickup checklist for booking #43 for Amelia Thornton in dark mode, confirming the Ready for Pickup status and reading 2 of 3 units checked, 66%. Box 1 marks the Units to assign section with the Assign all button and one row: XLR (5m), 1 more to assign, and an orange 1/2 tag. Below, the Units to hand out section lists Rode NT1-A with RODE-NT11-001 ticked and a 1/1 tag, and XLR (5m) with a 1/1 tag; box 2 marks its unit row XLR-5M-013, ticked, with an Unassign unit cross and a comments button. The Booking preview on the right shows both products at 1/1](https://requiply.com/docs/assets/booking/checklists/units-to-assign.png)
**1** One XLR cable is still open: scan one, or click **Assign all**. **2** Units bound during this pickup carry the **Unassign unit** cross.
The progress counter at the top measures against the **reserved** quantity, so it reads *2 of 3* here while the Booking preview beside it counts only the units that are already bound. The two agree once nothing is left to assign. **Mark all** in the **Units to hand out** heading appears only after that. **Confirm** stays disabled until every reserved quantity has a bound, checked unit. Availability is unaffected by when units are bound, because bookings hold their quantities either way, and every binding is recorded on the timeline. If the booking passes through two pickup checklists (for example *Ready for pickup*, then *In progress*), the units bound at the first one simply appear as the expected list of the second. **Bookings that predate the switch keep their units.** When deferred assignment was introduced, every existing booking kept the units it had already been allocated. Switching an organization to *Assign units at pickup* changes how **new** bookings are created — it does not unbind anything, so older bookings open their pickup checklist with the unit list already filled in and no **Units to assign** section. **Units pinned at creation are already assigned.** When the organization allows [assigning units on creation](https://requiply.com/docs/en/guides/bookings/add-booking/scanning-and-pinning#assigning-units-on-creation), staff can scan specific units into a booking on **Add booking**. Those units are bound the moment the booking is created, even with *Assign units at pickup* in effect. The pickup checklist lists them as ordinary unit rows, and **Units to assign** only asks for the remaining quantity. Codes and scans in the checklist work exactly as described above. If a booking reaches a pickup-flagged status without its units assigned — for example through a workflow, or with checklists switched off — Requiply auto-assigns free units at the status change and notes them on the timeline, so returns and damage tracking always have concrete units to work with. The status change is refused only when a product has fewer free units than the booking reserves. ### When Assign all cannot fill the checklist **Assign all** tells you why it could not assign everything:
Message Why What to do
Not enough available units. Out of service: CAM-004 (On Maintenance), CAM-005 (Lost). The product has units on maintenance or lost, and without them there are too few for this booking. Take a unit off maintenance or mark a lost one as found on Manage inventory , or scan a different product.
Not enough free units of these products for the booking dates. Every free unit is held by other bookings for these dates. Free a unit on another booking, or change this booking's items or dates.
The mobile app shows the same reasons, for example *Not enough available units of Sony FX6: CAM-004 is on maintenance.* ## Replacing a unit during pickup When staff grab a different unit of the same product than the one the booking reserved, the checklist can swap it: the booking's line moves to the unit actually handed over, the checklist row is marked checked, and the timeline records *"Unit replaced during pickup: SKU-A → SKU-B"*. A replacement is accepted only when the new unit: - belongs to the **same item group** as the one being replaced, - is **Available** (not archived or on maintenance), - is **not already** part of this booking, and - is **not booked** by another booking over the same dates. Replacement is available on **pickup** checklists only — a return confirms what actually went out. On the checklist page, a replacement starts from the **code field**: enter or scan a unit that is not on the list but belongs to a reserved product whose quantity is already fully assigned, and the **Replace a reserved unit** dialog asks *Unit {sku} is not reserved for this booking but belongs to the same product. Replace one of the pending units with it?* Pick the **Unit to replace** and click **Replace**: *Unit replaced with {sku}.* If another booking holds the scanned unit for these dates, Requiply says *This unit is booked by another reservation for these dates.* ## Unit shortages and units out of service Bookings reserve quantities, and units are often bound only at pickup. So when a unit goes on maintenance or is lost, a booking can come up short without having that exact unit assigned. Requiply checks this per product, the same way availability is counted: - **On the booking page**, until the goods are picked up, a warning **Some items can't be handed over** lists each product that is short: *{product}: assigned unit CAM-004 is not available.* or *{product}: needs 3, available 2. Out of service: CAM-004 (On Maintenance).* The mobile booking screen shows the same warning. - **When putting a unit on maintenance** from [Manage inventory](https://requiply.com/docs/en/guides/inventory/manage#putting-a-unit-on-maintenance), the confirmation lists the current and upcoming bookings that will be short without it. - **In the Unreturned units dialog** of a return, choosing **Returned damaged** or **Lost** for a unit shows *Without these units, 1 booking will be short.* with the bookings affected, before you confirm. A booking that is short can still be handed over for what is available. Fix it by returning a unit to service, swapping in another product with [Edit items](https://requiply.com/docs/en/guides/bookings/changing/items), or moving the dates. ## Sitemap See the full [sitemap](https://requiply.com/docs/sitemap.md) for all pages.