Log damage

Record damage or a condition change on a carrier so your team can track its history and decide when to repair or retire it. Damage is captured through the condition you record on the carrier and, most commonly, at check-in when a carrier comes back. Recording damage at check-in is open to any assigned user; editing a carrier’s condition or setting it Out for Repair is a Library Owner or Org Admin action.

There’s no separate “damage log” screen — damage is recorded where it naturally happens: at check-in, on the carrier record, and in the carrier’s notes. Together these build the condition timeline on the carrier’s detail page.

Logging damage never changes the carrier’s status by itself — after check-in the carrier returns to Available unless you set it Out for Repair.

Steps

1. Log damage at check-in (most common)

When a carrier is returned damaged, record it during check-in:

Update the condition field if the carrier’s condition changed.
Add a note in the damage field describing what’s wrong.

Adding a damage note automatically flags the returning caregiver’s record. A Library Owner or Org Admin can amend that flag later with a reason. A reminder asks you to keep sensitive personal information out of the damage note.

2. Update the carrier’s condition

If you notice damage outside a loan, open the carrier and edit its condition (New, Like New, Good, Fair, or Poor) to reflect its current state.

3. Set Out for Repair if it needs fixing

If the damage takes the carrier out of service, set it Out for Repair with a required repair note. It stays unavailable until you mark it Available again.

4. Add a note for context

For anything that isn’t a condition change or a repair — general observations, follow-up, or history — add a note from the carrier’s Notes tab. Notes are timestamped and shown newest first.

What counts as damage?

Not every mark is “damage.” Pick where it goes by who needs to know:

Condition change — ordinary wear and tear: fading, pilling, a small stain. Lower the carrier’s condition to match. This is the carrier ageing, not damage.
Damage note — something the next caregiver or a repairer must know before the carrier goes out again: a tear, a broken buckle, a missing piece.
Carrier note — everything else: observations, follow-ups, or history worth keeping.

Only the damage note flags the returning caregiver. A condition change or a carrier note records the carrier’s history without flagging anyone.

The condition timeline

The carrier’s detail page shows a condition timeline — a chronological record of the condition captured when the carrier was created and at every check-out and check-in. It’s the quickest way to see how a carrier has held up over time and to make retirement decisions.

Check-ins that included a damage note are marked in the loan history, so you can trace a specific return.