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
- Click the Compliance menu.
- Click the Asset Register submenu.
- Click the Arrow button.
- Click the Asset Settings button.
- Click the Add Category button.
- Enter the category name and click the Save button.
- Click the Compliance menu.
- Click the Asset Register submenu.
- Click the Add Asset button.
- 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.
- Click the Assign button.
- Complete the following fields:
- Assigned to.
- Date assigned.
- Send email notification to employee/contractor.
- Click the Save button.
Important
The CSV uploading feature allows you to add or update asset details; however, you cannot assign or re-assign employees via the CSV uploading feature.
- Click the Compliance menu.
- Click the Asset Register submenu.
- Click the Arrow button.
- Click the Import Assets button.
- Click or drag the desired file onto the Upload tile.
Helpful Hint
After the importing process finishes, a summary appears on the Import Asset Details screen outlining what data successfully uploaded and what errors occurred.
Daily activities
- Click the Compliance menu.
- Click the Asset Register submenu.
- Click the Actions button.
- Click the Re-assign button.
- Select the new employee from the drop-down.
- Select the date of assignment.
- Complete the Send email notification to employee/contractor field.
- Click the Save button.
- Click the Compliance menu.
- Click the Asset Register submenu.
- Click the Actions button.
- Click the Return button.
- Select the date of return.
- Click the Save button.
- Click the Compliance menu.
- Click the Asset Register submenu.
- Click the Actions button.
- Click the Search/Filter button.
- Click the Advanced Search button.
- Select from the following filters:
- Assigned to.
- Categories.
- Disposal reason.
- Asset status.
- Employee/Contractor status.
- Click the Search button.
- Click the Compliance menu.
- Click the Asset Register submenu..
- Click the Actions button.
- Click the View button.
Helpful Hint
You will now see the asset details displayed on your screen.
Editing data
- Click the Compliance menu.
- Click the Asset Register submenu.
- Click the Arrow button.
- Click the Asset Settings button.
- Click the Actions button.
- Click the Edit button.
- Make the required changes and click the Save button.
- Click the Compliance menu.
- Click the Asset Register submenu.
- Click the Actions button.
- Click the Edit button.
- Make the required changes and click the Save button.
- Click the Compliance menu.
- Click the Asset Register submenu.
- Click the Arrow button.
- Click the Export CSV button.
Removing data
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.
- Click the Compliance menu.
- Click the Asset Register submenu.
- Click the Actions button.
- Click the Dispose button.
- Complete the following fields:
- Disposal date.
- Reason for disposal:
- Damaged.
- Lost.
- Obsolete.
- Sold.
- Other.
- Additional details.
- Click the Save button.
- Click the Compliance menu.
- Click the Asset Register submenu.
- Click the Actions button.
- Click the Delete button.
- Click the Delete button.
- Click the Compliance menu.
- Click the Asset Register submenu.
- Click the Arrow button.
- Click the Asset Settings button.
- Click the Action button.
- Click the Delete button.
- Click the Delete button.
Watch the video tutorial
Explore related content
- Viewing an employee's assigned asset | HR Employee File This feature allows you to view the details of when an employee received an assigned asset and when they returned the item.
- Asset Disposal Reporting | HR Web Platform 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.
Comments
Asset register needs way more features to act like a true asset register.
Hi Phillip Coronakes thanks for your feedback. Would you be able to explain what features you would like to see added to the Asset Register?
How can I add a Warranty From and To date field?
Hi Joseph Bennett, whilst this is not current functionality, this is definitely something that is on our radar for the future and I have let the team know it is something your organisation would love to see introduced.
In the meantime, we recommend adding the warranty dates within the asset's additional details.
Thank you Russell Noble.
Please also consider other fields like:
Joseph Bennett, no worries at all, I'll include these fields along with the initial request to the team!
Is there an ability for our workers to check in and check out assets?
Hi Luke Burnett,
Thanks for reaching out.
Yes you can check in and out assets, it's referred to as re-assigning and returning assets in the above article.
Can you access the asset register through the API?
Hi Kevin Sweet, thank you for your comment.
Currently, the API does not support accessing the asset register.
Are there plans to add it and if so where does it sit in the roadmap?
Hi Kevin Sweet, unfortunately we don't have any visibility on current plans to modify the API.
Nevertheless, I have let the team know it is something your organisation would love to see introduced.
Hi EH Team, I have a question regarding asset registry and exporting the info to a CSV file. When migrating our data from an old system, we were trying to capture the history of the devices pre Employmenthero. We did that by writing this out in the "Additional Details" text field. Unfortunately we realised too late that this type of info is getting missed when exporting to CSV. Does the option exist to include that as a column? Thanks
Is the import asset function disabled whilst in setup mode?
I downloaded your template CSV, populated it in Excel, saved it as CSV and am receiving an error that "Asset Code [*]" is both not an importable header column and a missing required column.
Hi Michael FLINT, thank you for your comment.
Since your query appears to be technical in nature, I have raised a ticket with our support team who will be getting back to you on this ASAP.
Is there any current way, or any plan in the near future/roadmap, to allow for assets to be assigned to multiple concurrent people? We have a hotdesk setup when people alternate between remote working and the office, and share a workstation. How can we reflect this for their monitors and other shared assets?
Hi Christopher Luthe, thank you for your comment.
At the moment, there is no way to assign one asset to multiple people. However, this is definitely something that is on our radar for the future and I have let the team know it is something your organisation would love to see introduced.
I downloaded your template CSV, populated it in Excel, saved it as CSV and am receiving an error that the fields are not importable, which is strange when it comes from the template.
Hi Julia Tolj, thank you for your comment.
I have raised a ticket to our support team regarding your query. A member of the team will be in touch shortly.
Hi, are there any plans on implementing an expiry date for assets? We would like to be able to assign assets to employees for a fixed period, with notifications to be sent to the employee when assets are due to be returned. If this feature were to be made available, that'd be great! Furthermore, I also agree with some of the other comments here: having additional fields for serial numbers and warranty date periods would be great, rather than inputting within the Additional Details filed. And lastly, an automated Asset Code option would also be beneficial for us.
Hi Chi Tai Le Nguyen - appreciate the feedback!
I can definitely see how this may be impactful/of values to your organisation's ways of working. Although this is not current functionality, please be assured, I have noted this as feedback and shared with our product development team for future consideration.
Article is closed for comments.