Asset register
Every asset, who has it, and what condition it came back in
Register laptops, phones, tools, vehicles and protective equipment once, issue them to people, locations or contractors against a checklist, and track returns, repairs, value and disposal on the same record employees see online.
Why it matters
The register HR actually keeps up to date
Issued and returned with proof
An assignment records who received the asset, when, in what condition and against which checklist, and the same again on return. The argument about the cracked screen ends.
Condition and checklist at issue and at return
On the employee’s record
Assets sit on the person’s file next to their leave, training and compliance, and employees see what is issued to them in the web application.
Assigned assets on the Employee File
A register, not a spreadsheet
Category, type, tag, serial number, barcode, cost, warranty, value and status on every asset, with attachments and a change log, searchable and exportable like every other HR Manage list.
Status, value and history on every asset
What it does
What the asset register does
The asset record
Every asset has a category and a type, a tag, serial number and barcode, make and model, and up to three location levels. Attachments such as the invoice, the photo or the manual sit on the record, and every change is logged.
- Category, type, tag, serial number, barcode, make and model
- Three location levels and the owning external company
- Attachments and notes on the asset
- Full change log
Issue and return
An asset is assigned to an employee, a contractor, a location, an organisational unit or an external company. The assignment captures the date, the condition and comments, and a checklist from the asset type is completed at issue and again at return.
- Assign to people, places, org units or companies
- Condition and comments at issue and at return
- Checklists per asset type, completed on both legs
- Assignment history kept on the asset
Batch assignment
Issue the same kind of asset to a whole intake at once: a filtered list of new employees each gets a laptop, a phone or a set of protective equipment, with one checklist template applied to all.
- Assign to a filtered batch of people
- One checklist template for the batch
- Each person still gets an individual assignment record
- Return individually when the person leaves
Value and lifecycle
Purchase date and cost, useful life, warranty expiry and a depreciation method give each asset a current value and a valuation date. Expiry dates cover licences and certificates that belong to an asset.
- Purchase cost, useful life and depreciation method
- Current value and valuation date
- Warranty and expiry dates
- Disposal value and date when the asset goes
Status from storage to disposal
An asset is active, in storage, under repair, assigned, retired, disposed of by sale, donation or otherwise, or lost or stolen, each with a reason, so the register says where everything is and why.
- Active, in storage, under repair, assigned
- Retired or disposed, with the disposal value
- Lost or stolen, with the reason
- Status reasons kept with the record
Asset types and checklists
Asset types carry the default checklist for issue and return, so a laptop asks about the charger and the bag and a vehicle asks about the mileage and the damage. Types and categories are yours to define.
- Categories and types you define
- A checklist template per type
- Checklists reused across assignments
- Lookups for condition, depreciation and status reasons
Spotlight
An assignment with its checklist
Issuing an asset is one screen: who gets it, when, in what condition, and the checklist for that asset type ticked off with the person present. The return is the same screen again, so the two conditions sit side by side.
Works with
Part of one HR system
People management
Assets are assigned to the same employee, contractor and company records and show on the Employee File.
Self-service web app
Employees and managers see assigned assets online.
Workflows & forms
Issue at onboarding and recover at termination as steps in the process.
Reporting & BI
Asset lists, values and assignments in the report designers and Excel exports.
HR Manage is a great system that has brought a simple and convenient way of managing our people within the various HR disciplines and legislative requirements and has a variety of reports that can be pulled at a click of a button.
Can an asset be issued to something other than a person?
Yes. Assignments go to employees, contractors, locations, organisational units or external companies, so a shared tool can sit with a department and a vehicle with a site.
What happens when an employee leaves?
Their assigned assets are on their record, so the return is captured at termination, with the condition and the checklist, and the asset goes back to storage or on to the next person.
Does the register track value?
Yes. Purchase cost, useful life and a depreciation method give a current value and a valuation date, and the disposal value is recorded when the asset goes.
Can employees see their own assets?
Yes. Assigned assets show on the Employee File in the web application for the employee, and for the manager across the team.
Book a demonstration
Know where every asset is, and in what condition
Bring your asset spreadsheet and we will show you the same list in HR Manage, issued and returned with a checklist.
- A demonstration takes about 45 minutes, online or on site
- We answer the pricing and implementation questions on the call
- Prefer e-mail or phone? All contact details →
Book a demo or ask a question
We get back to you within one working day.