How do Checkout Confirmation Emails & Digital Signature Checkouts work?

When assets, accessories, consumables, or licenses are assigned to an employee or a location in BlueTally, an automated email confirmation can be sent to notify the employee or location to whom the item is checked out. This email can also include a link to a digital signature page, allowing the recipient to sign electronically and confirm receipt of the item.

This feature helps ensure clear documentation and accountability for all assigned items.

To enable checkout confirmation emails, please go to Settings -> Company Details and set Send Checkout Confirmation Emails to Yes. If you want the checkout confirmation email to include a link to a digital signature page, set Include Digital Signature Link in Checkout Confirmation Emails to Yes as well.

Once you enable checkout confirmation emails, you'll see a notice on the checkout page that gives you a heads up that the checkout will send a confirmation email to the employee or location to whom the item is assigned.

If you'd like to add a note to the email that will be sent out, you can enter that in the Confirmation Email Notes field. You can also skip the checkout confirmation email being sent for this specific checkout if you want to.

You can also preview the email that will be sent out. If you have an EULA entered under Settings -> EULA or in the category of the item, it will also be included in the checkout confirmation email and on the digital signature page.

If you enabled the digital signature feature, the checkout confirmation email will include a link to a page where employees/locations can digitally sign and confirm they've received the item, serving as a receipt for the checkout.

Once the employee/location has entered their full name and confirmed receiving the item, you can see all the relevant details in the Checkout Log for the item. This includes the timestamp, IP address, and full name they entered when signing.

If you want to skip checkout confirmation emails for items that belong to specific categories, you can do that on the category page. This overrides your company's checkout confirmation email setting for this specific category.

You may notice that when previewing the checkout confirmation email, it contains the BlueTally logo at the very top of the message. We understand that since many of your employees may not have regular access to your BlueTally instance (or even be aware that you manage your inventory with BlueTally at all), it could be confusing for them to see an email with our logo, and they may accidentally assume it's phishing or spam. Thankfully, you can replace this logo with your own!

First, visit your account settings and navigate to the Company Details section. Scroll down to the bottom, where you will see a field for Company Logo.

Then click the "Choose file" to upload an image of your company logo. Once the name of the image file to the right of the "Choose file" button, you can click the blue Save button to update your Company Logo.

To confirm this change was successful, you can scroll back to the Company Logo section of your Company Details again to see a thumbnail version of your image where the blank image icon used to be. In this example, we've used an alternative version of our own logo to demonstrate.

Now, when you go to complete an Assets Checkout with the Checkout Confirmation Email enabled, you can preview the email during your next Asset Checkout to see how your email looks with the new logo.

You can also enable checkout confirmation emails for automatic checkouts made through our MDM integrations for Intune, Jamf, and Kandji.

When this feature is enabled, end users will receive a checkout confirmation email automatically once a device is assigned to them in your MDM and the change is reflected in BlueTally. If the digital signature feature is also enabled, the email will include a link for them to confirm receipt of the item.

To prevent unnecessary emails during setup or integration updates, there is a 24-hour safety buffer in place. This means confirmation emails will only be sent for automatic MDM checkouts that occur at least 24 hours after the integration was last updated - including when it’s enabled, disabled, or reconfigured.

You can enable this setting by going to Settings and toggling the option for each MDM integration individually.

Why aren’t checkout confirmation emails sent immediately after enabling the MDM integration?

To prevent accidental spamming of users, checkout confirmation emails are only sent for MDM checkouts that occur at least 24 hours after the MDM integration was last updated.

This includes:

• Enabling or disabling the integration

• Changing integration settings

• Reauthorizing or reconnecting the integration

When first enabling an MDM integration or modifying its settings, a large number of historical checkouts might be pulled in. The 24-hour buffer ensures that emails are only sent for new checkouts going forward, not for past assignments or sync noise.

Will checkout confirmations be sent for checkouts made via the API?

Yes, however, you can choose to skip checkout confirmation emails for API checkouts using a dedicated parameter. Please refer to our API documentation to learn more.

Does the user need to sign into BlueTally or have a BlueTally account to complete the digital signature?

No, the user does not need to sign into BlueTally to complete the digital signature. They do not need to have a BlueTally account either. All they need to do is click on the Confirm receiving item button in the checkout confirmation email, and they'll be taken to the digital signature page.