Introduction
The Company Assets feature is an efficient way for your organization to track and manage your company's assets within Empeon Workforce. With this feature, any company equipment that is essential for your daily operation and used by your employees can be registered within the system as a company asset.
From laptops and monitors to mobile devices and company tools, once the item is registered within the system as a company asset, you then have the ability to assign the asset to specific employees. This will enable you to keep a clear record of who is responsible for each asset, which aids in the prevention of loss, theft and misuse of company property. Additionally, the feature allows you to set expiration dates for the assets assigned to employees as well. This is particularly useful for tracking leased equipment or assets with limited lifespans. By setting expiration dates, businesses can proactively manage renewals, replacements, or returns, ensuring smooth operations without interruptions due to expired assets.
Managing your company's valuable assets is now easier than ever with our Company Asset feature.
Registering a Company Asset
1. Navigate to the Company Tab.
2. From the lefthand menu, select HR.
3. Then select the Company Assets Card.
The following screen will show the list of Company Assets that have already be added to the system. To add a new Company Asset to the system, click the blue button that says "+ New Company Asset".
On the following screen you will be prompted to enter the following:
- Company Asset Code - This is the name of the company asset.
- Company Asset Description - This where you can provide more details surrounding the asset such as the make and model or the total inventory you have of the item.
Once you have these fields complete, click "Save".
Please note that when registering a Company Asset, you do not need to log Company Vehicles. Vehicles are assigned to employees within the system separate from the Company Assets.
Assigning your Company Asset
Now that you have the Company Asset registered, the next step is to assign it your employee.
1. Navigate to the People Tab.
2. From the lefthand menu, ensure that you are on Employees.
3. Then select the name of the employee you wish to assign the company asset to.
On the Employee Profile, select the "Assets" tab and then click "Company Assets". This will take you to the Company Assets section of the employee's profile where you can assign company assets and view any assets that are already assigned.
Click the blue 'plus' sign in the top right corner to assign the employee a company asset. If no assets are assigned, you may also initiate the assignment of a new asset by clicking grey button that says "+ Add Company Assets". If there are assets already assigned, this grey button will not show.
You will then be prompted to enter the following fields of information:
- Asset - Select the Company Asset that you are assigning to this employee from this dropdown. All Company Assets that have been set up within the company settings will show within this dropdown.
- Asset ID - Enter any applicable Serial Numbers or Asset Identification numbers specific to the asset that you are assigning. Tracking the serial numbers of your company assets is recommended when you have an inventory of the item.
- Date Issued - Enter the date you are issuing the asset to the employee.
- Expiration Date - If applicable, enter a expiration date for the company asset.
Do not toggle on "Returned". This section should only be completed if the employee has to return their company asset for any reason.
In the top left of this window, there is a tab to attach any applicable documents relating to the company asset. For example, pictures of the condition that the company asset is in prior to assignment. Once you are done with entering each field, click "Save" to finalize assigning the company asset to the employee. The company asset is now recorded on the employee's profile.
After assigning the company asset, you still have the capability to edit the information that was entered and upload any necessary documents. You can also delete the record as well however that will delete any trace that the company asset was ever assigned to the employee.
Returning Company Assets
Assigning company assets to employees and recording this within the system is essential to ensuring the asset's timely return. Whether it's due to the company asset having an expiration date or because the employee is departing from the company, you are able to know what company assets are assigned and when they will need to be returned.
To mark that company asset has been returned, select "Change pencil" on the Company Asset Record.
You will then need to toggle "Returned" to on. Enter the Return Date that the company asset was returned and physically within your possession and then provide any Notes that may be applicable to the return. Click "Save" to finalize the return of the company asset.
The Company Asset record on the employee profile will then be updated to reflect that the asset has been returned.
Though the company asset was returned, the record will still remain on the employee's profile. This will help to maintain a history record of company assets that have been assigned and returned.
Please note that if you choose to delete this record once the asset has been returned, that will delete any trace that the company asset was ever assigned to the employee.