Asset Management

Every physical item gets one record, identified by its serial number, that follows it for its entire life. The whole flow is: bring it in → assign it → track it → move it → retire it — with a paper trail at every step.

• Keep a single record per device — serial number, model, brand, specs (processor, RAM, SSD, OS), colour, dimensions, weight, PO/GRN, vendor, cost centre, city, and a photo.
• Add assets one at a time or in bulk — register hardware as it arrives, or upload a batch from a spreadsheet.
• Request an asset — staff raise a request for the kind of device they need; it goes to a reviewer to approve or reject before anything is handed out.
• Hand over and assign — once approved, assign a specific serial-numbered device to a person, with the handover recorded.
• Return an asset — staff raise a return request; returned items are checked for condition and put back into stock.
• Transfer between people and exchange a device — move a unit between employees, or swap a faulty/end-of-life unit for a new one, keeping both serial numbers linked.
• Track stock at a glance — totals broken into available, assigned, and damaged, by category and by user.
• Get expiry alerts — automatic email reminders before warranty, antivirus, and amortisation dates pass (sent ahead, with a final notice on the day).
• See the full history of any device — its complete movement timeline: received, assigned, transferred, returned, exchanged, status changed, relocated.
• Run reports — deleted assets, rectified status changes, transfers, exchanges, and movement logs.
• Control who can do what — per-role and per-user permissions for read/create/edit/delete on each part of the system.
• Print labels — generate barcodes for serial numbers so devices can be scanned physically.

• IT and admin teams who issue laptops and equipment and must know, at any moment, who has what.
• IT asset and inventory managers tracking stock levels, condition, and the paperwork (PO/GRN, warranty, amortisation) behind every device.
• Employees who need to request a device, return one, or see what's assigned to them.
• Reviewers and heads who approve or reject equipment requests before anything is handed out.

If your company hands out laptops and you can't quickly answer “who has this serial number, and is it still under warranty?” — this is for you.

An administrator sets up the master data first — categories and sub-categories of equipment, brands, processors, RAM, SSD, operating systems, cost centres, and cities — then adds users with roles and permissions. In this build, staff records sync automatically from the HoliStart HR platform, so people don't have to be re-entered by hand. Once the masters and users exist, IT registers the actual devices (single entry or bulk upload), and the request → approve → handover → return cycle is ready to use.

• HoliStartstaff and user records sync automatically from HoliStart

Staff sync via an integration with HoliStart (an internal HR platform). Also sends email and real-time in-app notifications; links departments to an internal HR/finance system.