Asset Management Guide
Track and manage company assets assigned to employees
Overview
Office 1 Solution’s Asset Management feature allows HR and Admins to maintain an inventory of company assets and assign them to employees.
What You Can Track
- Technology: Laptops, phones, tablets, monitors
- Equipment: Tools, machinery, office equipment
- Vehicles: Company cars, trucks
- Furniture: Desks, chairs
- Other: Any company property
Key Features
✓ Central asset inventory
✓ Assign assets to employees
✓ Track who has what
✓ View assignment history
✓ Basic asset details (serial number, purchase info)
Who Can Do What
| Role | Permissions |
|---|---|
| Employee | View assets assigned to them |
| Manager | View team’s assigned assets |
| HR/Admin | Add inventory, assign assets, view all |
For Employees
Viewing Your Assigned Assets
Access Your Assets: 1. Navigate to Assets (or from dashboard widget) 2. View list of assets assigned to you
Asset Information Displayed: – Asset name (e.g., “MacBook Pro 14″”) – Category (Technology, Equipment, etc.) – Serial number – Assigned date – Location (where it’s assigned) – Status (Active)
Example:
My Assets (3)
├─ MacBook Pro 14" - Serial: ABC123456
│ Assigned: Feb 1, 2026 | Location: Des Moines Office
├─ iPhone 15 Pro - Serial: XYZ789012
│ Assigned: Feb 1, 2026 | Location: Des Moines Office
└─ Office Chair - Asset #: CH-045
Assigned: Feb 1, 2026 | Location: Des Moines Office
Requesting New Assets
To Request an Asset:
Currently handled via email request to HR:
Email Template:
To: [email protected]
Subject: Asset Request - [Your Name]
Hi HR Team,
I would like to request the following asset:
Asset Type: [Laptop / Phone / Monitor / etc.]
Reason: [New hire / Replacement / Additional equipment]
Details: [Any specific requirements]
Thank you,
[Your Name]
HR will: 1. Review your request 2. Check inventory availability 3. Assign asset to you in the system 4. Notify you when ready for pickup
For HR/Admin
Adding Assets to Inventory
Add New Asset:
- Navigate to Assets → Add Asset
- Fill in Asset Details:
Required Fields: – Asset Name: Descriptive name (e.g., “MacBook Pro 14″”) – Category: Select from dropdown – Hardware – Technology – Equipment – Vehicle – Furniture – Other – Type: Subcategory (Laptop, Phone, Monitor, etc.) – Status: Active, Inactive, Retired
Optional Fields: – Serial Number: Manufacturer serial number – Manufacturer: Brand (Apple, Dell, HP, etc.) – Model: Specific model number – Purchase Date: When acquired – Purchase Cost: Original price – Warranty Expiry: Warranty end date – Location: Physical location (Office, Warehouse) – Notes: Any additional details
- Click “Save Asset”
Asset appears in inventory, ready to assign
Assigning Assets to Employees
Assign Asset:
- Navigate to Assets → Find the asset
- Click asset to view details
- Click “Assign to Employee”
- Assignment Form:
- Select Employee: Search by name or email
- Assigned To: [Employee Name] auto-fills
- Location: Where employee will use it (defaults to employee’s location)
- Assignment Date: Defaults to today
- Notes: Optional assignment notes
- Click “Assign”
Result: – Asset status updates to “Assigned” – Shows employee name on asset record – Employee can now see asset in their view – Assignment recorded in history
Viewing Asset Inventory
Asset List View:
Navigate to Assets → All Assets
Filter Options: – Status: All, Assigned, Available, Inactive – Category: Hardware, Technology, Equipment, etc. – Location: Office locations – Assigned To: Specific employee or Unassigned
Columns Displayed: – Asset Name – Category/Type – Serial Number – Assigned To (Employee name or “Unassigned”) – Location – Status – Actions (View, Edit, Assign)
Search: – Search by asset name, serial number, or employee name
Managing Asset Assignments
View Assignment History:
Click any asset → View History
Shows: – All past and current assignments – Date assigned – Date returned (if applicable) – Employee name – Notes
Example:
MacBook Pro 14" - ABC123456
Assignment History:
├─ Current: John Smith (Feb 1, 2026 - Present)
├─ Previous: Sarah Johnson (Jun 15, 2025 - Jan 31, 2026)
└─ Previous: Mike Chen (Jan 10, 2025 - Jun 14, 2025)
Unassigning an Asset:
When employee returns asset or leaves company:
- Click asset
- Click “Unassign”
- Confirm unassignment
- Optional: Add note (e.g., “Employee departed”)
- Asset returns to “Available” status
Editing Asset Details:
- Click asset
- Click “Edit”
- Update any fields
- Click “Save Changes”
Deleting an Asset:
- Click asset
- Click “Delete” (only if never assigned or retired)
- Confirm deletion
Note: Cannot delete assets with assignment history. Mark as “Retired” instead.
Common Workflows
Workflow 1: New Employee Onboarding
Day 1 – HR receives onboarding list:
- Check Inventory
- Navigate to Assets → Filter: “Available”
- Verify laptop, phone, etc. available
- If Assets Available:
- Assign laptop to new employee
- Assign phone to new employee
- Assign other equipment as needed
- If Assets Not Available:
- Add new assets to inventory first
- Then assign to employee
- Employee’s First Day:
- Employee logs in
- Views assigned assets
- Picks up physical items from IT/HR
Workflow 2: Employee Equipment Request
Employee emails HR:
"Hi, I need a second monitor for my workstation."
HR Response:
- Check Inventory:
- Navigate to Assets
- Filter: Category = Technology, Type = Monitor
- Filter: Status = Available
- If Monitor Available:
- Assign to employee
- Reply: “Monitor assigned, available for pickup in IT room”
- If No Monitor Available:
- Add new monitor to inventory
- Purchase if needed
- Assign once received
- Reply: “Monitor ordered, will notify when ready”
Workflow 3: Employee Departure
Employee’s Last Day:
- Collect All Assets:
- Navigate to Assets
- Filter: Assigned To = [Departing Employee]
- Note all assigned items
- Physical Collection:
- Collect laptop, phone, badge, keys, etc.
- Verify condition
- Check serial numbers match
- Unassign in System:
- Click each asset
- Click “Unassign”
- Add note: “Employee departure – [Date]”
- Assets return to “Available” status
- Inspect Assets:
- Check for damage
- Update status if needed (Inactive, needs repair)
- Ready to reassign or retire
Reports
Asset Inventory Report
Generate Report:
Navigate to Assets → Reports → Inventory Report
Shows: – Total assets by category – Assigned vs. available – Asset value (if cost tracked) – By location
Export: – Excel (.xlsx) – CSV – PDF
Assignment Report
By Employee: – Which assets assigned to each employee – Total value per employee – Assignment dates
By Asset: – Assignment history for each asset – Current assignee – Previous assignees
Best Practices
For HR/Admins:
✓ Record Serial Numbers: Critical for warranty claims and tracking
✓ Assign on Day 1: Assign assets to new hires before start date
✓ Keep Inventory Updated: Add new purchases immediately
✓ Regular Audits: Quarterly review of all assignments
✓ Track Departures: Collect assets on last day, update system same day
✓ Note Condition: Add notes about asset condition when unassigning
For Employees:
✓ Report Issues Immediately: If asset damaged or malfunctioning
✓ Return on Departure: Return all assets on last working day
✓ Keep Assets Secure: Don’t leave company property unsecured
✓ Request Only What You Need: Don’t hoard equipment
FAQ
Q: Can I see what assets other employees have?
A: No. Employees only see their own assigned assets. Managers see their team. HR/Admins see all.
Q: How do I request a new asset?
A: Email your HR team with details about what you need and why.
Q: What if my laptop is damaged?
A: Contact HR/IT immediately. They’ll assess and assign a replacement if needed.
Q: Do I need to return assets when I leave?
A: Yes. All company assets must be returned on your last working day.
Q: Can I take company assets home?
A: Depends on company policy. Check with your manager or HR.
Q: What happens if I lose an asset?
A: Report to HR immediately. Company policy determines next steps (replacement, cost recovery, etc.).
Support
For Questions: – 📧 Email: [email protected] – 💬 Contact your HR team – 📞 IT Help Desk: [Your Number]
Document Version: 1.0
Last Updated: February 2026