Knowledge Base

IT Asset Management

This page manages the company's IT equipment — for example laptops, monitors, or phones — their models and categories, and their assignment to employees.

What can I do here?

  • Create, edit, and delete IT assets
  • Assign assets to employees and unassign them again
  • Put assets into maintenance or retire them
  • Maintain device models (e.g. "MacBook Pro 14" by Apple) and categories
  • Search by name and filter by status
Screenshot of the IT Asset Management pageScreenshot of the IT Asset Management page
View: /hr/it-assets

Step by step

  1. Create a new asset: In the "Assets" tab, click "New Asset", enter at least the name (Asset Tag, Serial Number, Purchase Price, Purchase Date, Warranty Expiry, and Notes are optional), then save.
  2. Assign an asset to someone: For an asset with status "Available", choose "Assign" from the action menu and enter the employee ID of the person receiving the device.
  3. Unassign an asset: For an assigned asset, choose "Unassign" from the action menu to mark it as available again.
  4. Put an asset into maintenance or retire it: Choose "Maintenance" from the action menu if the device is going for repair/servicing, or "Retire" if it is being permanently removed from inventory.
Rebuilt excerpt of the view: /hr/it-assets

Fields explained

Assets:

Field Meaning Notes/Impact
Name Description of the device Required
Asset Tag Internal inventory number of the device Optional
Category Assigned device category Shown in the table if present
Status Current condition of the asset (see Values & status) Determines which actions are available in the menu
Assigned To Person currently using the device Only set when status is "Assigned"
Serial Number Manufacturer's serial number Optional
Purchase Price Acquisition cost of the device Optional
Purchase Date Date of acquisition Optional
Warranty Expiry Date until which the manufacturer warranty applies Optional
Notes Free text for additional information Optional

Models:

Field Meaning Notes/Impact
Model Name Name of the device model Required
Manufacturer Manufacturer of the model Optional
Category Assigned device category Shown in the table if present

Categories:

Field Meaning Notes/Impact
Name Name of the category Required
Icon Optional icon for the category Optional

Values & status

Asset status

Label Meaning What happens then
Available Device is in stock and can be assigned Can be assigned or put into maintenance
Assigned Device is currently in use by a person Can be unassigned or put into maintenance; cannot be assigned to someone else without unassigning first
Maintenance Device is being repaired/serviced Can be retired
Retired Device has been permanently removed from active inventory No further status changes are available via this page's actions
Lost Device is considered lost Appears as a filter option; not set via the actions on this page
Rebuilt excerpt of the view: /hr/it-assets

FAQ

Why can't I assign an already-assigned asset directly to another person?
An asset must first be set back to "Available" via "Unassign" before it can be assigned to someone else. This keeps a clear record of who last had a device.

Can I reactivate a retired asset?
Not through this page: retired assets can neither be assigned nor put into maintenance.

How do I enter the employee ID when assigning?
Clicking "Assign" opens a prompt where you enter the employee ID of the person who should receive the device.

What are models and categories for?
They help structure your device inventory (e.g. "Laptops" as a category, "MacBook Pro 14"" as a model), independently of the individual physical devices in the "Assets" tab.