Track equipment

Before you start

• Equipment is a module. A System Admin turns it on: open Settings, choose Modules and turn on Equipment.
• HR Admins and System Admins keep the register.

Add and assign equipment

1. Open Equipment and choose the Categories tab. Choose Add category, name it, for example Laptops or Keys, and choose Add category.
2. Choose Add equipment. Enter the Equipment name, its Serial number (optional) and Category, then choose Add equipment.
3. Choose the Register tab and, on the item's row, choose Assign.
4. Choose the person under Assign to, enter Assigned on and the Condition when issued, then choose Confirm assignment.

You can also assign from the person's profile: open their Equipment tab and choose Assign equipment.

Record a return

1. On the item's row, choose Record return.
2. Enter Returned on, the Condition on return and the Return outcome: Returned, Returned damaged or Retained by agreement.
3. Choose Confirm return.

A returned item is available to assign again. A damaged one shows Inspection due: choose Complete inspection to make it available or retire it. One kept by agreement is retired.

When someone leaves

• When you record their leaving date, What happens next says how many items they have to return.
• Their Equipment tab warns about outstanding items before they go.
• Once they've left, the register tags them with the date they left, and Needs you on Home lists leavers who still have equipment until you record the returns.

Fix a mistake

• To fix an item's name, serial number or category, choose ⋯ on its row and Edit details.
• For a returned assignment with the wrong person, dates or outcome, open the person's Equipment tab and choose Correct on it under Returned equipment. The original stays in the history.
• If an item goes missing, choose ⋯ and Mark as lost. When it turns up, choose Mark as found, then Complete inspection.

What happens next

• The item shows as Assigned on Equipment, with its holder, and under Currently assigned on the person's Equipment tab.
• The cards at the top count what's Available, Assigned and Needs attention.
• Only HR Admins and System Admins see it. People can't see their own equipment yet.

If something goes wrong

You don't see Equipment. A System Admin needs to turn it on: open Settings and choose Modules. Only HR Admins and System Admins can open it.

There's no Add equipment button. Add a category first on the Categories tab.

There's no Assign on the item's row. Only an item showing Available can be assigned. If it's still assigned, choose Record return; if it shows Inspection due, choose Complete inspection; if it's lost, choose Mark as found first. A retired item can't be assigned again.