Company asset management with HR-Assistant cloud software Skip to content

Company asset management

Managing and tracking company assets means saving money

Without an automated system to manage and control company assets, each assignment of assets to employees is laborious and carries risks. Having a list of assignable company assets with a simple process can lead to significant savings in time and money. Administrative and management costs are greatly reduced, as is the risk of mistakes in manual asset tracking and approval or return processes. In addition, without effective management there is a danger of losing track of company assets and not being able to correctly compile the asset book or depreciable assets register.

For both tangible assets and intangible assets such as company welfare or benefits, it is necessary to have an inventory and a flexible and configurable allocation tracking system. In addition, a good asset management system must allow the tracking and notification of expiry dates. This is the only way to ensure that safety and quality requirements are met.

HR-Assistant’s asset management module was created with these needs in mind, as they are common among small, unstructured companies as well as large companies with ERP systems. In the absence of ERP systems, the software can also track the availability of assets as they are allocated or returned, enabling simple inventory management.

Keep an organised inventory of assets

With HR-Assistant’s welfare and asset management module you can organise assets into categories and define the level of control required for each category. Within categories you can keep individual assets or groups of assets organised.

Using the search engine by category, name and code it is easy to find the business asset and check for example its expiry date and availability. Similarly, if you have created an asset allocation you can find it by searching by asset, by employee or even by the employee’s location.

Control the allocation process

Depending on the level of control chosen for each asset category, you can define whether employees can create asset allocations and return material freely. In addition, it is possible to choose whether to initiate the authorisation process involving their managers, or whether they can only receive assignments from their superiors. While maintaining considerable flexibility in use, the software guides users to use the processes correctly to ensure traceability and ease of management.

It is also possible to specify the number of assets to be allocated from time to time. The system will immediately check availability according to the total number of assets available and previous allocations. In the event of unavailability, an allocation can still be created and notified but the status will be “unavailable” until some of the already allocated assets are returned.

A solution for all needs

It is possible to specify a code for each individual item to manage telephones, mobile phones and SIM cards, company cars, credit cards, tablets, printers, rentals etc. For other types of goods, such as vouchers and restaurant tickets, coupons or small items, multiple management and allocation is preferred. In this case, the software automatically tracks the availability of the warehouse. In addition, thanks to the integration with the HR-Assistant scheduler, it is quick and easy to monitor the expiry of personal protective equipment (PPE) or other assets that require special attention.

Easy to use from all devices

Company assets and allocations are immediately viewable by staff wherever they are, even from smartphones and tablets.

Integration with the schedule

The Welfare and Corporate Assets module is integrated with the HR-Assistant scheduler, with one click you can monitor expiry dates and ensure that safety equipment or benefits are replaced before they expire.

Control of allocations

Asset allocations follow the same access control logic as HR-Assistant but offer some extra functionality. For example, it is possible to block requests from employees and to request the complete allocation process with email notifications and approval.

Automatic warehouse management

The availability of goods is automatically checked during allocations and updated following returns. If there is a lack of material, allocations are marked as unavailable.

Quick search for assets and allocations

With the search by category, code, employee and location you can find the desired assets easily and effortlessly. The category structure helps to keep the inventory organised.

Flexible and adaptable

The module is designed to help in the management of assets of various kinds and in different contexts. For example, it can be used to manage telephones, mobile phones and SIM cards, company cars, credit cards, tablets, printers, rentals, vouchers and restaurant tickets, coupons, IPR etc.