Asset management

The Assets module is your company's register of physical, company-owned equipment — laptops, desktops, phones, SIMs, access cards, monitors, headsets and anything else you hand out to staff. It records what you own, who is currently holding each item, and the full history of every issue and return so nothing goes untracked.

Admins work from the Assets area of the admin app (/admin/assets). Employees see only the items issued to them, on their My Assets portal page (/portal/assets).

Who can do what

Access is controlled by three permissions. A workspace admin can grant these to roles from the Access Control screens.

Permission	Grants
assets.manage	Full control — add, edit and delete assets, manage categories, and issue/return items
assets.view_all	Read-only view of the whole asset register and each item's history
assets.view_own	See only the assets issued to you, on the portal My Assets page

In the default roles, HR roles get assets.manage, managers and accountants get assets.view_all, and every employee gets assets.view_own.

Asset categories

Every asset belongs to a category, which groups items by type. Open Assets → Categories (/admin/assets/categories) to manage them.

Each workspace starts with eight ready-made categories:

Category	Typical use
Laptop	Company-issued laptops and notebooks
Computer	Desktop PCs and workstations at fixed seats
Phone	Mobile phones (sales, support, on-call)
SIM	Corporate SIM cards on the company mobile plan
RFID / Access Card	Building access cards, parking tags, datacenter badges
Monitor	External monitors and displays
Headset	Headsets and audio peripherals
Other	Catch-all for anything that doesn't fit above

To add your own, click New Category and give it a name (required), an optional icon name and a description. Category names must be unique within your workspace.

note

Deleting a category that still has assets attached does not remove it — the system marks it Inactive instead, so the historical assets that point to it stay readable. Inactive categories are hidden by default; tick Show inactive to see them. Only an empty category is fully deleted.

Registering an asset

From Assets → All Assets (/admin/assets), click Add Asset and fill in the form:

Field	Notes
Asset tag	Your internal label, e.g. LAP-014. Required and must be unique in the workspace
Category	Required — pick from your active categories
Name	Required, e.g. "ThinkPad X1 Carbon Gen 11"
Serial number	Optional manufacturer serial
Condition	New, Good, Fair or Poor (defaults to Good)
Purchase date	Optional
Purchase cost	Optional amount
Warranty expiry	Optional
Vendor	Optional supplier name
Notes	Optional free text

New assets start with the status Available. After saving, you land on the asset's detail page (/admin/assets/:id), where you can issue, edit or delete it.

Statuses and conditions

An asset always has one status and one condition.

• Statuses: Available, Issued, Maintenance, Retired, Lost.
• Conditions: New, Good, Fair, Poor.

Status changes automatically as you issue and return items (see below). You can also set Maintenance, Retired, Lost or back to Available manually from the Edit screen — but the Issued status is reserved: an item only becomes Issued by issuing it, and only leaves Issued by returning it. The status dropdown is locked while an item is issued.

The issue / return cycle

This is the heart of the module: handing an item to an employee and later taking it back, with every step recorded.

Issuing an asset

You can issue any asset whose status is Available, either from the Issue link on its row in the register or the Issue button on its detail page.

1. Search for and select the employee who will hold the item. Only active employees can receive assets.
2. Optionally set the issued condition (leave blank to inherit the asset's current condition).
3. Optionally set an expected return date — this drives the overdue reminders described below.
4. Optionally add notes (accessories, charger, sleeve, etc.).
5. Click Issue.

The asset flips to Issued, the employee becomes its current holder, and an asset issued email is sent to them automatically.

Returning an asset

When an item comes back, open its detail page and click Return. Choose an outcome, which decides where the asset lands:

Outcome	What happens to the asset
Returned (intact)	Goes back to the Available pool
Returned (damaged)	Moves to Maintenance for review
Lost / not returned	Marked Lost, assignment closed

You can also record the returned condition (or leave it as "No change") and add notes such as "cracked screen" or "missing charger". Confirming the return closes the current assignment and sends an asset returned email to the employee who was holding it.

Assignment history

Every issue and return is stored as an assignment record, giving you two complementary views.

• Per asset: the detail page (/admin/assets/:id) shows an Assignment History table — each holder, when it was issued and returned, the condition at each end, an outcome badge (Active, Returned, Damaged, Lost) and any notes.
• Per employee: the employee's own history appears on their portal My Assets page, and admins can filter the register by employee to see who holds what.

Because history is preserved, deleting an asset is a soft delete — it disappears from the register but its past assignments remain intact. An asset that is currently Issued cannot be deleted; return it first.

Overdue reminders and the daily digest

Two automated emails keep custody on track (they run on the platform's scheduled jobs).

• Overdue return nudges — each morning the system finds assignments whose expected return date has passed and emails the holder an overdue return reminder that includes how many days it is overdue. A built-in cooldown means an employee is nudged at most once a day, and the reminders stop once the item is returned or if the employee is no longer active.
• Daily HR handover digest — each evening, anyone in the workspace holding assets.manage receives a summary of that day's issue and return activity, highlighting any items returned damaged or lost. The digest is skipped on days with no activity.

tip

Overdue reminders only work when you set an expected return date at issue time. For open-ended handouts (a permanent laptop, say), leave it blank and no reminder is scheduled.

Employee view: My Assets

Employees open My Assets (/portal/assets) in the self-service portal to see everything issued to them. The page has two sections:

• Currently Holding — items they have right now, with the tag, asset name and category, the issue date, the expected return date (if any), the condition it was issued in, and any notes.
• History — items they previously held, showing the dates held, the outcome badge, and notes.

The page needs a linked employee profile; a login with no employee record simply sees an "employee profile linked" prompt instead.

Exporting and printing

The register at /admin/assets supports quick searching (by tag, name or serial), filtering by category and status, and two output options:

• Export CSV — downloads the current filtered list as a spreadsheet.
• Print — opens a clean Asset Register print sheet for a hard copy.

Email notifications at a glance

The module sends four automatic emails, each editable under your workspace email templates:

Trigger	When it fires	To whom
asset_issued	An asset is issued	The receiving employee
asset_returned	An asset is returned	The employee who held it
asset_overdue_return	An expected return date has passed	The holder
asset_handover_summary	End-of-day summary of the day's activity	Users with assets.manage