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Asset Management

The HR+ Asset workspace centralises every company asset so you can see what is available, who is using it, and when it needs attention. Assets sync with your employee directory, making allocations and returns auditable from a single place.

Workspace overview​

  • Dashboard – High-level cards showing total assets, pending requests, assets in use and category charts.
  • Asset View – Manage categories and the assets that belong to each category.
  • Asset Batches – Track bulk purchases or lots for easier reporting and inventory control.
  • Request & Allocation – Review employee requests, assign assets, capture return details and images.
  • Asset History – Searchable log of every allocation, request and return for audit purposes.

1. Organise categories and batches​

Create categories​

  1. Open Assets › Asset View.
  2. Use Create Category to add a name and description for each asset group (e.g. Laptops, Monitors, Access Cards).
  3. Categories belong to your workspace, so you can keep names consistent without duplicates.

Create batches (optional)​

  1. Go to Assets › Asset Batches.
  2. Record the Batch Number (for example, a purchase order) and optional notes such as vendor or warranty comments.
  3. Batches help you link multiple assets to a single procurement event and appear in the dashboard charts.

2. Register assets​

  1. From Asset View, open a category and select Add Asset.
  2. Fill in the asset details:
    • Asset Name and Tracking ID (both required).
    • Purchase Date and Cost for finance visibility.
    • Category, optional Batch, and current Status (Available, In Use, Not-Available).
    • Owner if the item is already with an employee.
    • Expiry Date (for warranties or leases). Setting this unlocks the Notify Before (days) field for automatic reminders.
  3. Save the record. Attach warranty documents or photos later via Add Report on the asset detail page; each report supports multiple file uploads.

HR+ encrypts asset identifiers per company so tracking IDs remain unique even when different teams follow the same naming convention.

3. Handle requests and allocations​

Employee requests​

  • Employees create requests from the same workspace. Each request records the category, reason and optional notes. Requests start in the Requested state.

Approve and assign​

  1. Review new items under Assets › Request & Allocation.
  2. Click a request to approve or reject it.
  3. During approval you can either link an existing asset or create one on the fly, assign it to the requesting employee, and capture handover notes or photos.
  4. Approved requests move to Approved and the linked asset automatically switches to In Use with an allocation record.

Manage returns​

  1. Open an active allocation and choose Return Asset when the employee brings it back.
  2. Record the Return Date, actual condition (Healthy, Minor damage, Major damage) and supporting photos. The system keeps both assignment and return images for reference.
  3. Mark Return Request so the allocation shows in the queue when an employee has asked to hand something back.

Every allocation and request triggers in-app notifications to the requester and the asset reviewers so nothing sits unnoticed.

4. Monitor the fleet​

  • The Dashboard surfaces total counts, outstanding approvals and usage trends by category.
  • Asset History combines all allocations, returns, status changes and request actions with filters for employee, category, date and status. Export results from this table when you need an audit trail.
  • Use the dashboard charts to identify categories running low or assets that are idle and ready for reassignment.

Expiry reminders and documents​

A background scheduler checks asset and document expiry dates every few hours:

  • When an asset is due to expire within the configured Notify Before window, HR+ emails the employees who manage that asset.
  • Uploaded documents (licences, service agreements, certifications) follow the same reminder logic, ensuring compliance deadlines are not missed.

Tips for smooth operations​

  • Keep tracking IDs short but unique; the search bar in every view supports instant lookup.
  • Use batches for bulk orders so warranty renewals or recalls can be handled together.
  • Encourage employees to attach photos during handover and return—those files live on the allocation record and appear in the history view.
  • Archive or delete unused categories only after reassigning their assets to avoid orphaned records.

With these tools, HR+ delivers a full asset lifecycle—from procurement to reclamation—tied directly to the people who use the equipment every day.