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Use and manage the asset register

Updated

Available for the following plans: Plus, Unlimited HR, Engage, Elite, Unlimited HR+Payroll,
Available for the following HR plans: Premium, Platinum
Available for the following user access level: Admin    

The Asset Register feature allows you to create a list of assets owned by your organisation. With the ability to specify the code, the category it falls under, the purchase amount, and the name of the item owner. You can also use this feature to edit the asset details, update the category information, re-assign an item, and dispose of a piece of equipment if needed.

You can use Employment Hero's Onboarding Checklist functionality to assign and re-allocate your company's assets when an employee joins or leaves your organisation. You can use the Asset Report to make sure you keep track of your inventory, and the assets that need returning to your organisation.

Getting started

Add an asset category
  1. Log in to Employment Hero. 
  2. Click the Compliance menu option.
  3. Click the Asset Register submenu.
  4. Click the Arrow button.
  5. Click the Asset Settings button.
  6. Click the Add Category button.
  7. Enter the category name and click the Save button. 
Add an asset item


 

  1. Log in to Employment Hero. 
  2. Click the Compliance menu option.
  3. Click the Asset Register submenu.
  4. Click the Add Asset button.

  5. Complete the following fields:

    • Asset code.

    Helpful Hint

    The asset code is the unique identifier or serial number of the asset.

    • Name.
    • Categories.
    • Purchase date.
    • Purchase amount.
    • Additional details.
    • File uploads.
    • Custom fields.
  6. Click the Assign button. 
  7. Complete the following fields:
    • Assigned to.
    • Date assigned.
    • Send email notification to employee/contractor.
  8. Click the Save button. 
Add assets or details in bulk

Important

The CSV uploading feature allows you to add or update asset details. You can also reassign assets or bulk update.

  1. Log in to Employment Hero. 
  2. Click the Compliance menu option.
  3. Click the Asset Register submenu.
  4. Click the Arrow button.
  5. Click the Import Assets button.
  6. Click Download to download the template
  7. Edit the template with required data.

  8. Click or drag the edited file onto the Upload tile.

    Helpful Hint

    After the importing process finishes, a summary appears on the Import Asset Details screen outlining what data was successfully uploaded and what errors occurred.

     

Add custom fields for the asset

You can use custom fields in your account to track the specific details that matter to your unique business. You can now add your own categories, such as "Warranty ID," "Storage Location," or "Purchase Date" - exactly where you need them. This keeps all of your hardware information organised in one single source of truth. Plus, because these fields are included in your reports and tracked for security, you will always have a clear, professional record of your equipment.

  1. Log in to Employment Hero. 
  2. Click the Compliance menu option.
  3. Click the Asset Register option
  4. Click on the Asset Settings button.
  5. Click on the Custom Fields tab.
  6. Click on + Add custom field.
  7. In the Add custom field pop-up, add the following:
    • Name of the custom field
    • Field type - text, date or number.
  8. Click on Save.

Daily activities

Re-assign an asset
  1. Log in to Employment Hero. 
  2. Click the Compliance menu option.
  3. Click the Asset Register submenu.
  4. Click the Actions button.
  5. Click the Re-assign button.
  6. Select the new employee from the drop-down.
  7. Select the date of assignment.
  8. Complete the Send email notification to employee/contractor field.
  9. Click the Save button.
Return an asset
  1. Log in to Employment Hero. 
  2. Click the Compliance menu option.
  3. Click the Asset Register submenu.
  4. Click the Actions button.
  5. Click the Return button.
  6. Select the date of return.
  7. Click the Save button.
Filter assets
  1. Log in to Employment Hero. 
  2. Click the Compliance menu option.
  3. Click the Asset Register submenu.
  4. Click the Actions button.
  5. Click the Search/Filter button.
  6. Click the Advanced Search button.
  7. Select from the following filters:
    • Assigned to.
    • Categories.
    • Disposal reason.
    • Asset status.
    • Employee/Contractor status.
  8. Click the Search button.
View assets assigned to an employee


 

  1. Log in to Employment Hero. 
  2. Click the People menu option.
  3. Click the People list submenu.
  4. Select the employee whose assigned assets you want to view.
  5. Select the Asset Management tile.
  6. Here you can see the assets that are currently assigned to this employee.
  7. If you want to view the previously-assigned assets, click on Show all assets.

Editing data

Edit an asset category
  1. Log in to Employment Hero. 
  2. Click the Compliance menu option.
  3. Click the Asset Register submenu.
  4. Click the Arrow button.
  5. Click the Asset Settings button. 
  6. Click the Actions button.
  7. Click the Edit button. 
  8. Make the required changes and click the Save button. 
Edit asset details
  1. Log in to Employment Hero. 
  2. Click the Compliance menu option.
  3. Click the Asset Register submenu.
  4. Click the Actions button.
  5. Click the Edit button.
  6. Make the required changes and click the Save button.
Download asset details
  1. Log in to Employment Hero. 
  2. Click the Compliance menu option.
  3. Click the Asset Register submenu.
  4. Click the Arrow button.
  5. Click the Export CSV button. 

Removing data

Dispose of an asset

Important

Once you have disposed of an asset, it will appear as 'Unavailable'. You will not be able to reassign that asset anymore. If you decide to use the asset again, you can delete the existing asset and add it again as a new asset.

If you have lost the asset and have marked it as disposed, you will not be able to reactivate and re-assign the asset again. You will need to create a new asset for the located item.

  1. Log in to Employment Hero. 
  2. Click the Compliance menu option.
  3. Click the Asset Register submenu.
  4. Click the Actions button.
  5. Click the Dispose button.
  6. Complete the following fields:
    • Disposal date.
    • Reason for disposal:
      • Damaged.
      • Lost.
      • Obsolete.
      • Sold.
      • Other.
    • Additional details.
  7. Click the Save button.
Delete an asset
  1. Log in to Employment Hero. 
  2. Click the Compliance menu option.
  3. Click the Asset Register submenu.
  4. Click the Actions button.
  5. Click the Delete button.
  6. Click the Delete button.
Delete an asset category
  1. Log in to Employment Hero. 
  2. Click the Compliance menu option.
  3. Click the Asset Register submenu.
  4. Click the Arrow button.
  5. Click the Asset Settings button. 
  6. Click the Action button.
  7. Click the Delete button. 
  8. Click the Delete button. 

Don't have access to this feature? Contact our friendly sales team here if you’d like to upgrade your account to gain access to Asset Register with Employment Hero today.

Explore related content

  • View an employee's assigned asset This feature allows you to view the details of when an employee received an assigned asset and when they returned the item.
  • Create an asset disposal report This feature allows you to create a report on the assets disposed of within your organisation, the reason for this action, and any comments left.
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