Asset register management - HR Web Platform

Overview

Whether your workforce is remote or works in the office, your organisation will have assets assigned to employees so they can undertake their role. Knowing who owned what, when and for how long, and a history of an asset's ownership improves transparency and accountability; reduces loss, and helps calculate depreciation where necessary.

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.

HR Best Practice

For larger organisations, you may wish to designate an asset manager to take responsibility for the asset register within Employment Hero. This will help with the maintenance and accountability of assets within your business.

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

Availability

HR Plan:

Free

Standard

Premium

Platinum

Getting started

Adding an asset category

1. Click the Asset Register menu.
2. Click the Arrow button.
3. Click the Asset Settings button.
   
4. Click the Add Category button.
   
5. Enter the category name and click the Save button.
   

Adding an asset item

1. Click the Asset Register menu.
2. Click the Add Asset button.
   
3. Complete the following fields:
   • Asset code.

   Helpful Hint

   This is the unique identifier or serial number of the asset.

   • Name.
   • Categories.
   • Purchase date.
   • Purchase amount.
   • Additional details.
4. Click the Assign button.
   
5. Complete the following fields:
   • Assigned to.
   • Date assigned.
   • Send email notification to employee/contractor.
6. Click the Save button.
   

Downloading asset details

1. Click the Asset Register menu.
2. Click the Arrow button.
3. Click the Export CSV button.
   

Maintain

Filtering assets

1. Click the Asset Register menu.
2. Click the Actions button.
3. Click the Search/Filter button.
4. Click the Advanced Search button.
5. Select from the following filters:
   • Assigned to.
   • Categories.
   • Disposal reason.
   • Asset status.
   • Employee/Contractor status.
6. Click the Search button.
   

Viewing asset details

1. Click the Asset Register menu.
2. Click the Actions button.
3. Click the View button.
   
   
   

   Helpful Hint

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

   

Uploading asset details

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 Asset Register menu.
2. Click the Arrow button.
3. Click the Import Assets button.
   
4. 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.

   

Editing an asset category

1. Click the Asset Register menu.
2. Click the Arrow button.
3. Click the Asset Settings button.
   
4. Click the Actions button.
5. Click the Edit button.
   
6. Make the required changes and click the Save button.
   

Editing asset details

1. Click the Asset Register menu.
2. Click the Actions button.
3. Click the Edit button.
   
4. Make the required changes and click the Save button.
   

Re-assigning an asset

1. Click the Asset Register menu.
2. Click the Actions button.
3. Click the Re-assign button.
   
4. Select the new employee from the drop-down.
5. Select the date of assignment.
6. Complete the Send email notification to employee/contractor field.
7. Click the Save button.
   

Returning an asset

1. Click the Asset Register menu.
2. Click the Actions button.
3. Click the Return button.
   
4. Select the date of return.
5. Click the Save button.
   

Disposing of an asset

1. Click the Asset Register menu.
2. Click the Actions button.
3. Click the Dispose button.
   
4. Complete the following fields:
   • Disposal date.
   • Reason for disposal:
     • Damaged.
     • Lost.
     • Obsolete.
     • Sold.
     • Other.
   • Additional details.
5. Click the Save button.
   

Deleting an asset category

1. Click the Asset Register menu.
2. Click the Arrow button.
3. Click the Asset Settings button.
   
4. Click the Action button.
5. Click the Delete button.
   
6. Click the Delete button.
   

Deleting an asset

1. Click the Asset Register menu.
2. Click the Actions button.
3. Click the Delete button.
   
4. Click the Delete button.