Staff User Manual

1. Signing in

ReturnLink Pro is included free with every FacilityView360 product. Sign in at app.facilityview360.com and press Open ReturnLink Pro on your launchpad. There's no separate password. The first time anyone from your organization opens it, your facility's portal is created at your-facility.returnlinkpro.com. Sessions are secure and time-limited; sign out from the top navigation when you're done on a shared computer.

2. The dashboard

The dashboard is your daily overview. It shows counts for open reports, items currently in storage, matched items awaiting pickup, and items released recently. Below the counts are the most recent lost reports and found items, so you can pick up where the last shift left off.

3. Lost reports

Lost reports come in from the public portal when a visitor reports something missing. Each report gets a reference code beginning RL-. Open Lost Reports to filter by status, category, or keyword. Click any report to see the reporter's contact details, the item description, and any suggested matches.

Update a report's status as you work it — for example from open to matched — and add staff notes that stay internal to your team.

4. Logging a found item (intake)

When an item is handed in, click + Intake under Found Items. Fill in:

• Category and description — be specific; good descriptions drive better matches.
• Where it was found and the date found.
• Storage location — the shelf or bin code where you're placing it.
• Photos (optional) — visible to staff only, never on the public side.

On save, the item gets a reference code beginning FI- and a disposal date calculated automatically from your facility's retention policy.

5. Printing QR labels

Every found item can be tagged with a 4×6 label carrying its reference code, key details, and a scannable QR code.

1. Open the found item and click Print label (top-right of the item card). A print-ready 4×6 page opens — click print.
2. To print several at once, go to the Found Items list, tick the checkbox on each item you want, and click Print selected. Each item prints on its own label.

The QR code encodes the item's reference (e.g. FI-2FMB5R9M) so any phone or scanner reads it back instantly — handy for locating an item on a crowded shelf.

6. Matching found items to reports

When you open a found item that's in storage, ReturnLinkPro suggests open lost reports that resemble it. Review a suggestion and, if it's a genuine match, confirm it — this links the report and the item and marks both as matched. If you confirm by mistake, you can undo it. Matched items appear on the dashboard as awaiting pickup.

7. Releasing an item to a claimant

When the owner comes to collect, open the found item and use the Release to claimant form:

• Enter the claimant's name and contact.
• Check Photo ID verified once you've confirmed their identity.
• Add any notes, then release the item.

The release is recorded in the audit log with who released it and when, giving you a defensible trail for every handover.

8. Retention & disposal

Each item's Dispose after date is set from your facility's retention policy at intake (for example 30, 60, or 90 days after the found date). Items past their disposal date are flagged on the found list. When you dispose of or donate an item, record the outcome — the action and its timestamp are logged.

9. Exporting records

Use Export CSV on the Found Items list to download a spreadsheet of your items for records, audits, or insurance. Reports can be reviewed and filtered the same way.

10. Admin: settings, users, branding

Administrators have extra controls:

• Settings — facility name and branding, retention period, item categories, and the notification email for new reports and matches.
• Users — people are added in FacilityView360 and appear here the first time they open ReturnLink Pro. Promote staff to admin, or turn someone's access off. There are no seat limits.
• Ship-from address — the address return labels are printed with, plus how you'd like your share of return fees paid.
• Audit log — a complete history of staff actions across the system.

11. Returning an item by mail

When the owner can't come in, they can pay to have the item mailed back. On the found item's page, open Return by mail: pick the package size (or enter the weight and size and let ReturnLink pick), tick the box if it has a lithium battery, and press Create return code. Vapes and e-cigarettes can't be mailed.

• The owner gets a code like RS-ABCD2345 by email (or give it to them by phone). They pay at returnlinkpro.com/ship.
• Once they've paid, you get an email when the label is ready. Print it from the item page, pack the item, hand it to the carrier, and press Mark shipped. The item is released and the owner gets tracking.
• Your facility earns a share of the service fee on every return, shown under Returns and paid monthly.