CUSTOMER GUIDE / FIRST EDITION

Track products out on loan

Keep track of products temporarily sent to someone—for photography, marketing, influencers, partners or other loan-out uses.

Before you start

For a trial, use practice items supplied by your test host. An administrator enables Product Loans in Settings and saves changes. Worker permissions separately control preparation/packing, marking sent and receiving returns. Loans are separate from sales orders.

Create a loan

Workflow illustration, not an app screenshot.

1. In the administrator Product Loans workspace, choose Create loan.
2. Record the recipient, purpose, items and Return by date. Identify listed products or unlisted pieces clearly.
3. Choose whether the administrator lists the items or a worker selects them during preparation.
4. Choose Create loan to save the draft.
5. For administrator-listed work, review the manifest and choose Send to packing. For worker-selected work, choose Send to preparation.

Prepare and approve selected items

1. An authorized worker opens More → Product Loans and the assigned preparation task.
2. Record selected items, quantities and identifying photos required by that task, then submit preparation for review.
3. The administrator opens Review preparation and checks every item and identifying photo.
4. Choose Approve for packing when correct, or request preparation changes if the selection needs correction.

Preparation is complete when the approved item list is ready for packing. Do not send unapproved worker selections directly out.

Pack and record dispatch

1. Open the approved worker loan task and choose Start packing.
2. Check the listed items and quantities, capture the required package evidence or an explicit recorded exception, and record the shipping-label reference.
3. Choose Finish packing once the required records are saved.
4. A worker with dispatch permission chooses Mark sent after the parcel is physically handed off.

Packing completion means ready to send. Mark sent is staff-recorded dispatch; it does not independently prove carrier acceptance. The loan label is a reference, not a sales-order tracking match or address check.

See what is still out

Review the recipient, due date and outstanding quantities in the loan workspace. For overdue work, contact the recipient through your normal business process; update agreed dates with Save dates where appropriate. ToteCue does not automatically contact recipients.

Record what comes back

1. A worker with receiving permission opens the loan’s return task.
2. Record only physically returned units, their condition and the evidence requested by the form.
3. Save the return findings. Partial returns leave the remaining quantity outstanding.
4. Send damaged, missing or unresolved units for administrator review and an explicit decision; do not mark absent units as returned.

You are done when

The loan’s recorded status matches the actual handoff, and returned quantities/condition are saved. A fully resolved loan has no outstanding units or unresolved decisions. A partial return remains open for the remainder.

If the task is missing

Ask the administrator to check feature enablement, worker permissions and whether preparation has been approved. Loan records do not automatically issue refunds, buy postage or correct Shopify inventory; follow the displayed stock-handling process.

Related tasks

Use customer returns for sales-order returns, or contact support for an unclear loan status.