Handing out and taking back company assets

Learn how, as an HR admin, you keep track of company property a colleague has on loan, such as a laptop, phone, access card or key, and how you record that something has been returned.

Where do you find it?

Go to People → [name] → Assets.

How do you hand out an asset?

1. Go to People → [name] → Assets.
2. Click Add asset.
3. Enter the Name, for example "MacBook Pro 16 inch".
4. Enter the Serial number if you like. That way you'll know exactly which device it was.
5. Check the Assigned date. It defaults to today.
6. Add Notes if you like, for example "including charger and sleeve".
7. Click Add.

How do you take an asset back?

1. Go to People → [name] → Assets.
2. Click the three dots next to the asset.
3. Choose Mark as returned and confirm.

The asset moves to Returned assets, with today's date as the Return date.

Editing or deleting

The three dots also give you:

• Edit: to change the name, serial number, assigned date or notes.
• Delete: to remove an asset permanently.

Overview of all assets

Want to know what's out there in total? Go to Reports → Company Assets. There you see how many assets there are in total, how many are assigned and how many have been returned. You can search by name, serial number or employee, and filter on Assigned or Returned.

When a colleague leaves

When you record a colleague's leaving, everything they still have goes on the leaving checklist by itself. Once you mark something as returned, that item on the checklist is done too. See Working through the leaving checklist.

Who sees what?

• HR admin and account owner: can add, edit, take back and delete assets.
• Manager: can view, but not change, the assets of their direct reports.
• The colleague: sees their own assets under You → Employment.
• Company Assets report: only HR admins and the account owner.

Updated on: 21/10/2026