HR Admin
Track company assets held by employees
Register laptops, phones, vehicles and access cards, hand them over to employees, take them back with their condition, and follow maintenance until an item is retired.
3 min readLast updated
In this article
The employee assets register records who holds which company item, since when, and in what condition it came back. Use it for laptops, phones, monitors, vehicles, furniture, access cards and SIM cards. It is a custody record for HR: it does not post anything to the accounts or to the fixed-asset register.
The asset lifecycle
Status | Meaning | Actions offered |
|---|---|---|
Available | In stock, nobody holds it | Assign, Send for maintenance, Retire |
Assigned | Handed over to an employee | Return, Send for maintenance, Retire |
In maintenance | Out for repair or service | Complete maintenance, Retire |
Retired | Out of service for good | None |
The row menu offers only the actions that fit the current status, so you cannot, for example, assign an item that someone already holds.
Register an asset
Open People › HR Admin › Employee Assets.
Select Add asset.
Enter a unique Asset number and the item's Name.
Choose the Category, for example laptop, mobile phone, vehicle or access card.
Fill Brand, Model and Serial number where they apply.
Enter the Purchase cost and Purchase date, and choose the Condition: excellent, good, fair or poor.
Optionally enter the Location and Notes.
To hand the item over immediately, choose the Employee. Otherwise leave it empty.
Select Save. With an employee, the asset is saved as Assigned with today's handover date. Without one, it is Available.
Hand over and take back
To hand over an available item, open Actions on its row, select Assign, choose the Employee and add Notes if needed. The handover date and the user who recorded it are stamped on the asset.
To take an item back, select Return, record the Condition it came back in, and add Notes. The asset becomes Available and no longer shows a holder.
Maintenance and retirement
Select Send for maintenance and describe the reason. The asset moves to In maintenance.
When it comes back, select Complete maintenance, record the Condition, and optionally set Next maintenance, which must be a future date. The asset returns to Assigned if an employee still holds it, or to Available otherwise.
When an item is lost, broken beyond repair or sold, select Retire and give the reason. The holder is cleared and the asset leaves service permanently.
Search and filter
Use the search box to find an item by number, name or serial number.
Filter by Category or by Employee to list everything one person holds, for example before an employee leaves.
Common questions
Can I delete an asset? Yes, with Delete asset, and it cannot be undone. Prefer Retire for items that were really used, so their history stays on record.
Does this update the fixed-asset accounts? No. Company fixed assets and their depreciation are managed in accounting. This register tracks custody only.