How to Set Assignment App

This article is for administrators.

Why is Managing Asset Transfers Important?

Assigning and returning company assets—such as laptops, vehicles, or protective gear—is more than just a routine process. It has legal and compliance implications, ensuring:

• Clear accountability – Employees receiving equipment are responsible for its proper use, maintenance, and return.
• Regulatory compliance – Employers must document asset transfers to establish responsibility.
• Protection from losses and disputes – A structured process reduces risks of lost, damaged, or unaccounted assets.

To avoid confusion and ensure accountability, only authorized employees can assign or retrieve equipment. This means specific actions are available only to users with the right permissions, based on their role in the company.

• Who is authorized to assign an asset?
• Who is authorized to receive an asset?

To prevent confusion and ensure proper tracking, only authorized employees should be able to assign or return company equipment.

For example:

• IT Manager → Assigns and retrieves laptops, phones, and other IT equipment.
• Equipment or Facility Manager  → Issues tools and field equipment to workers.
• Project Manager → Allocates shared equipment to job sites or specific projects.

The Action is Launched using Action Buttons

• Authorized employees launch the application using action buttons
• Buttons are only visible to authorized roles and individuals.

How to Activate and Set Assignment App

You activate app from the particular organizer of the item you want to transfer, assign or issue. So, for example, you create handover forms for computers from the Computer organizer. 

As an Aptien administrator, you can add or change handover forms to any organizers.

1. Select the organizer for which you want to set up the transfer
2. Go to the register settings by clicking on the edit pencil
3. Open the "Action Buttons" tab
4. Select "Add new action button" and select the handover action you want to implement

Assignment to and from for users

• Assign to user - means to assign or release an item to a user, for example, to release a laptop to an employee
• Retrieve from user - means to remove an item from a user (user is returning it back), for example to take back a laptop from an employee 

Assignment to the storages or places

• Checkin - the action button moves the item to the selected storage location, for example, to accept new laptops into IT office
• Checkout  - means to remove an item from storage, for example to discard unused old phones
• Transfer between storages - means to reassign an item between two storages, for example to transfer equipment from building to building

Assigning Assets to Employees

Assigning Specific Equipment to Employees

• This action is used when assigning an individual asset to an employee, such as a laptop, phone, or vehicle—anything with a serial number or unique identifier.
• What it means: You are assigning or issuing a specific item to an employee. For example, giving an employee a laptop.
• Important: This action can only assign the item to one employee at a time.

To assign an asset to an employee:

1. Select Assign to User.
2. The user with the appropriate role will be able to launch the asset assignment process.

Returning Assets (Getting Items Back from Employees)

• This action is used when an employee returns an asset (e.g., at the end of employment or after use).
• What it means: You are removing an item from an employee. For example, retrieving a laptop from an employee.
• Important: This action can only remove an item that was previously assigned through the "Assign to User" button.

To return an asset from an employee:

1. Select Remove from User.
2. The user with the appropriate role will be able to initiate the return process.

Issuing Consumable Work Equipment

• This action is used for issuing multiple units of items, like safety gloves or other equipment.
• What it means: You are assigning a certain quantity of items (e.g., gloves in size M) to one or more employees.
• Important: You can assign one type of item (like gloves) to multiple employees at once.

To assign multiple users:

1. Select Assign to Multiple Users.
2. You can then assign the same item to several employees, and a list of employees with assigned items will be available for tracking.

Assigning Assets to Projects or Departments

Issuing Work Tools to a Department or Project

• This action is used for issuing items like safety equipment or other work tools to a specific department or project.
• What it means: You are assigning a certain quantity of items (e.g., safety gloves) to a project or department.
• Important: You can assign one type of item to multiple projects or departments at once.

To assign an item to multiple departments or projects:

1. Select Assign to Multiple Items.
2. Choose the type of item (e.g., size M gloves) and assign it to the relevant departments or projects.