How do I use the asset register via the HR platform

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.

Availability

HR Plan:   Premium   Platinum
  User Access:   Employee         Manager         Admin      

  We base the default access level on a per user basis and whether they have  view,  edit and  delete access and excluding any changes made via our Custom Security feature.

Getting started

Add an asset category
  1. Click the Compliance menu.
  2. Click the Asset Register submenu.
  3. Click the Arrow button.
  4. Click the Asset Settings button.
    screenshot of the asset register page, highlighting the downward button and asset settings
  5. Click the Add Category button.
    screenshot of the asset register settings page, highlighting the add category button
  6. Enter the category name and click the Save button.
    screenshot of the add category popup, highlighting the save button
Add an asset item
  1. Click the Compliance menu.
  2. Click the Asset Register submenu.
  3. Click the Add Asset button.
    screenshot of the asset register page, highlighting the add asset button
  4. 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.
  5. Click the Assign button.
    screenshot of the new asset popup, highlighting the assign button
  6. Complete the following fields:
    • Assigned to.
    • Date assigned.
    • Send email notification to employee/contractor.
  7. Click the Save button.
    screenshot of the new asset popup, highlighting the save button
Add assets or details in bulk

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.

  1. Click the Compliance menu.
  2. Click the Asset Register submenu.
  3. Click the Arrow button.
  4. Click the Import Assets button.
    screenshot of the asset register page, highlighting the downward button and import assets button
  5. Click or drag the desired file onto the Upload tile.
    screenshot of the import new assets page, highlighting 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.

    screenshot of the import new assets page, showing the import completed status

Daily activities

Re-assign an asset
  1. Click the Compliance menu.
  2. Click the Asset Register submenu.
  3. Click the Actions button.
  4. Click the Re-assign button.
    screenshot of the asset register page, highlighting the actions dropdown and reassign buttons
  5. Select the new employee from the drop-down.
  6. Select the date of assignment.
  7. Complete the Send email notification to employee/contractor field.
  8. Click the Save button.
    screenshot of the reassign asset popup, highlighting the save button
Return an asset
  1. Click the Compliance menu.
  2. Click the Asset Register submenu.
  3. Click the Actions button.
  4. Click the Return button.
    screenshot of the asset register page, highlighting the actions dropdown and return buttons
  5. Select the date of return.
  6. Click the Save button.
    screenshot of the return asset popup, highlighting the save button
Filter assets
  1. Click the Compliance menu.
  2. Click the Asset Register submenu.
  3. Click the Actions button.
  4. Click the Search/Filter button.
  5. Click the Advanced Search button.
  6. Select from the following filters:
    • Assigned to.
    • Categories.
    • Disposal reason.
    • Asset status.
    • Employee/Contractor status.
  7. Click the Search button.
    screenshot of the asset register page, highlighting the search filters and search button
View asset details
  1. Click the Compliance menu.
  2. Click the Asset Register submenu..
  3. Click the Actions button.
  4. Click the View button.
    screenshot of the asset register page, highlighting the actions dropdown and view buttons

    Helpful Hint

    You will now see the asset details displayed on your screen.

    screenshot of the asset details page, showing the details of the asset you selected

Editing data

Edit an asset category
  1. Click the Compliance menu.
  2. Click the Asset Register submenu.
  3. Click the Arrow button.
  4. Click the Asset Settings button.
    screenshot of the asset register page, highlighting the downward button and asset settings button
  5. Click the Actions button.
  6. Click the Edit button.
    screenshot of the asset register settings page, highlighting the actions dropdown and edit buttons
  7. Make the required changes and click the Save button.
    screenshot of the edit category popup, highlighting the save button
Edit asset details
  1. Click the Compliance menu.
  2. Click the Asset Register submenu.
  3. Click the Actions button.
  4. Click the Edit button.
    screenshot of the asset register page, highlighting the actions dropdown and edit buttons
  5. Make the required changes and click the Save button.
    screenshot of the edit asset popup, highlighting the save button
Download asset details
  1. Click the Compliance menu.
  2. Click the Asset Register submenu.
  3. Click the Arrow button.
  4. Click the Export CSV button.
    screenshot of the asset register page, highlighting the downward button and export CSV buttons

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.

  1. Click the Compliance menu.
  2. Click the Asset Register submenu.
  3. Click the Actions button.
  4. Click the Dispose button.
    screenshot of the asset register page, highlighting the actions dropdown and dispose buttons
  5. Complete the following fields:
    • Disposal date.
    • Reason for disposal:
      • Damaged.
      • Lost.
      • Obsolete.
      • Sold.
      • Other.
    • Additional details.
  6. Click the Save button.
    screenshot of the dispose asset popup, highlighting the save button
Delete an asset
  1. Click the Compliance menu.
  2. Click the Asset Register submenu.
  3. Click the Actions button.
  4. Click the Delete button.
    screenshot of the asset register page, highlighting the actions dropdown and delete buttons
  5. Click the Delete button.
    screenshot of the delete asset popup, highlighting the delete button
Delete an asset category
  1. Click the Compliance menu.
  2. Click the Asset Register submenu.
  3. Click the Arrow button.
  4. Click the Asset Settings button.
    screenshot of the asset register page, highlighting the downward button and asset settings button
  5. Click the Action button.
  6. Click the Delete button.
    screenshot of the asset register settings page, highlighting the actions dropdown and delete buttons
  7. Click the Delete button.
    screenshot of the delete confirmation popup, highlighting the delete button

Watch the video tutorial

Explore related content

Was this article helpful?
2 out of 7 found this helpful

Comments

0 comments

Please sign in to leave a comment.