Track items issued to staff

The assets register lists the things you hand to staff: uniforms, keys, phones, cards, vehicles and tools. You see who has what, and what is still out when someone leaves.

Before you start

• You need See HR files to read the register and Manage HR (files, documents, leave) to change it.

Add an item

1. Open HR → Assets.
2. Pick the Type, type the Item name, its Tag / serial and its Value, and any Notes.
3. Select Add.

Issue it and take it back

1. In the item's row, pick the person in Issue to…, type the Condition and select Issue.
2. When the item comes back, type its Condition and select Returned.
3. If the person lost it, select Lost. It stays recorded as still with that person.

Good to know

• Value of what is still out at the top of the page adds up everything currently issued, including lost items.
• Each person's file lists the items that are with them.
• When someone leaves, the items still with them and their value are suggested on the final settlement as a line you can keep, change or remove. Nothing is taken from pay unless you keep it. See Settle a leaver's final pay.
• Finishing an offboarding checklist also names what is still with the person. See Run onboarding and offboarding checklists.
• After a return, the item is free to issue again. The activity log keeps who had it.
• Use Edit to correct an item's details, and Delete to take it off the register.
• Removing a leaver's personal data replaces their name on any item with "Former employee" and a number.
• This register is for items lent to staff. Your organisation's own equipment and its depreciation belong in the Fixed assets app.