How to manage employee equipment and assets

This article is for administators.

Asset or equipment assignment to employees  

All employees need to be equipped with work tools, various work devices, facilities or other work equipment for which they are responsible and need to perform the work during their employment. In Aptien, you can assign each piece of equipment to employees using assignment features or handover forms. This handles both permanent assignments and short-term assignments of assets. You can use this for:

• Employee onboarding, where you equip them with work-related assets such as a computer, phone, sim card, office keys, access card, etc.
• When an employee terminates and leaves (offboarding), you need to know what they have to return
• During the course of employment, you continuously assign or take away various work equipment and tools

How to set up the assignment and removal of employee equipment

You do the handing over and taking away using actions. Because not everyone can do the handing over and taking back of assets, you need to set up who can do the handing over and taking back of assigned assets. Whoever has the authority to transfer or take back assets will then see an extra button in the system. The setting is done for each asset separately.

Assign equipment to staff 

The Assign to User action is used to transfer assets:

1. Go to Administration (you must be logged in as Administrator)
2. Select an asset organizer from the menu (for example, Computers)
3. Open the "Manage action buttons"
4. Select "Add a new action button" and press "Relate to user"
5. Set the name of the button, for example "Assign to Employee"
6. Set the confirmation button text
7. Select whether you want to confirm the action by signing it on the screen or just pressing the button
8. Save

Receiving equipment from an employee

At the end of the work process, when the employee returns the assigned equipment, you as a company need to confirm the take-back. The system will provide you with a clear overview of the assets currently issued on the asset page and use an action to confirm the asset take back.

1. Go to Administration (you must be logged in as Administrator)
2. Select an asset organizer in the menu (for example Computers)
3. Open the "Manage action buttons"
4. Select "Add a new action button" and press "Remove from user"
5. Set the name of the button, for example "Remove from Employee"
6. Set the confirmation button text
7. Select whether you want to confirm the action by signing it on the screen or just pressing the button
8. Save