Assets admin

Assets Applies to: HR Managers & Admins

The asset register tracks what the company owns, who holds it and what happened to it before. Each asset has its own status; who holds it lives in an assignment history, one row per issue, closed on return and never deleted. The register enforces one rule above all: an asset has at most one holder at a time.

Who can do this: Viewing needs assets.view.any (Admin, whole organization) or assets.view.assigned_companies (HR Manager, assigned companies only). Adding, editing, issuing, returning and removing need assets.manage as well. Company-scoped HR cannot see assets that have no company.

Where to find it

Assets in the sidebar (`/assets`). An individual employee's kit is also on People → Employees, open the employee, Assets tab, which has Issue an asset and Return buttons and a Previously held history.

The asset register with search, status and category filters, and Record return, Edit and Remove actions per row
The asset register with search, status and category filters, and Record return, Edit and Remove actions per row

Adding an asset

  1. Click Add asset.
  2. Name (required, up to 160 characters), Category (Laptop, Desktop, Monitor, Phone, Tablet, Accessory, Furniture, Vehicle, SIM, Other).
  3. Serial number (up to 120 characters, unique within your organization; removed assets release theirs), Asset tag (up to 64), Purchase date.
  4. Condition: Not recorded, New, Good, Fair, Poor or Damaged.
  5. Status: Available, In repair, Retired or Lost. Issued cannot be set here; it is reached only by issuing.
  6. Notes (up to 5000 characters). Click Save.

The asset is attached to your own company. Edit opens the same form; while an asset is issued, the status field is locked with the note Status is managed by issuing and returning.

The Add asset dialog
The Add asset dialog

Issuing an asset

  1. On an Available row click Issue (or Issue an asset on the employee's Assets tab).
  2. Issue to: type two or more characters to search by name or email and pick the employee. Click Change to pick someone else.
  3. Issue date defaults to today; back-dating is allowed.
  4. Condition at handover; defaults to the asset's recorded condition.
  5. Notes such as "Charger and sleeve included". Click Issue.
The Issue asset dialog with employee search, issue date, condition and notes
The Issue asset dialog with employee search, issue date, condition and notes

Recording a return

  1. On an Issued row click Record return. The dialog names the asset and holder.
  2. Return date (defaults to today) and Condition on return.
  3. Set asset status to: Available (back in stock), In repair, Retired or Lost.
  4. Notes describing damage or missing parts; they are appended to the issue notes prefixed with "Return:". Click Record return.
The Record return dialog
The Record return dialog

Removing an asset

Remove soft-deletes the row; it leaves the register but its allocation history is kept and the serial number becomes reusable. An asset that is currently issued cannot be removed; record the return first.

Statuses

StatusMeaningWhat happens next
AvailableIn stock, can be issuedIssue
IssuedHeld by an employee (open assignment)Record return; status cannot be changed while issued
In repairOut of circulation for repairEdit status back to Available when fixed
RetiredWritten offKeep for history or Remove
LostRecorded as lostKeep for history or Remove

Filter by All statuses, All categories and the Search name, serial or tag box (search also matches the holder's name). Columns: Asset (name and serial or tag), Category, Status, Held by with Issued {date}, Condition.

What happens next

  • Issuing opens an assignment row with the issuer, date and condition, sets the asset to Issued and updates its condition. The employee sees the card on My assets at once; no email is sent.
  • Returning closes the open assignment with the returner, date and condition, and sets the asset's status and condition as chosen.
  • Audit log entries: asset.created, asset.updated, asset.deleted, asset.assigned (with employee and assignment id) and asset.returned.
  • The employee's Assets tab shows Currently held and Previously held (handed back or re-issued to someone else) with the asset's status now.

Rules and limits

  • One holder per asset: two HR users issuing the same item at the same moment get one assignment and one clean error, never two holders.
  • Only Available assets can be issued. Issued, In repair, Retired and Lost each give a specific refusal message.
  • Serial numbers are unique per organization among non-removed assets.
  • Company-scoped HR can only manage assets of, and issue to employees of, their assigned companies.
  • Employees see their own open assignment only; the history of earlier holders is HR-only.
  • The Assets module must be enabled on your plan; Admins can check Settings → Billing.

Troubleshooting

Issue is missing on a row. Only Available rows show it. Edit the status to Available first (after a return if it is Issued).

Cannot remove: "Take this asset back from its holder". Record the return, then remove.

The employee is outside the companies you manage. You are company-scoped HR and the employee belongs to another company; an Admin must issue it.

Serial number already in use. Another live asset has it. Search the register; if the old row is a duplicate, remove it to free the serial.

Status dropdown is disabled in Edit. The asset is issued. Status moves only through Record return while someone holds it.

Related

← My assets Recruitment overview →