How to create equipment in the system and assign it to employees

In HR-ON Staff you can manage all the company's equipment. In this guide we will review the following:

• How to create equipment and assign it to an employee
• How to find and edit equipment not assigned to an employee 
• How to import equipment with an excel file or .csv file

How to create equipment and assign it to an employee

1. To create equipment, go to the Settings tab, then click on Equipment.
2. You will now get an overview of the equipment in your organisation. You will also see the option to Add equipment.
3. After clicking on Add equipment, a pop-up window will appear, where you can fill in various information about the equipment you would like to add. Among other things, you need to enter the name and type of equipment, plus a description and serial number (if applicable). You can also upload documents related to the equipment, for example, a receipt or service agreement.
   

   If the equipment you’re adding does not match any of the equipment types, you can create a new type in the Document Types tab > Add Equipment Type.

   You can also create custom equipment fields. You can create these fields yourself in the Custom equipment fields tab  >  Create field.
   
4. You can choose if you want to assign the equipment to an employee when you create it. Alternatively, you can do this at a later date by clicking on the three dots next to the equipment and selecting Edit Equipment. It is also possible to manage equipment directly on the employee's profile.
   

How to find and edit equipment

1. If you need a quick overview of what equipment you have created in the system, you can go to Settings > Equipment. Here you can filter the equipment, to only show, for example, certain types of equipment, or equipment associated to a certain employee, etc.
   
   
   • To filter, click on the funnel in one of the column headers.
     As you can see in the image below, the filter is set to show only computers. You can also use the search function at the top right to search for specific equipment.
     
     
     
2. To edit the information on any piece of equipment, simply click on the three small dots in the far right column. Here you can also choose to Clone equipment, which makes a copy of that piece of equipment.
   You can also View history for the equipment. Here it will appear who the equipment has previously been assigned to.

How to import equipment from an excel file or .csv file

1. Go to the Settings tab > Equipment > Import Equipment.
   
2. When you click on Import Equipment, a guide will appear to help you. This requires you to download a template, which must be filled in with information about the equipment and then uploaded again.

Want to know more about HR-ON Staff features? Also read the guide to How to assign user rights.