Workplace
Every company discovers its asset register on somebody's last day.
And discovers that it is a spreadsheet last updated by a person who has themselves left, listing a laptop model that was replaced twice.
The only question that matters
Who is holding this, right now.
An asset is registered against a category, issued to a person, and returned — so custody is a current fact rather than something reconstructed from purchase records and hope.
The reason to maintain it is the exit. A clearance checklist that says "return company property" is useless; one that names the laptop and the access card is actionable.
- Laptop · 14inEmployee A · Mar 2024With them
- Access cardEmployee A · Mar 2024Due back
- MonitorIn stock · returned JunReturned
- PhoneEmployee B · Jan 2026With them
- It knows what the thing is, not just that it exists —
Brand, model, serial, purchase date, what it cost and when the warranty runs out — so "is this still under warranty" is a lookup rather than a hunt through an email folder for an invoice.
- Every handover records the condition —
Issued with a note and an expected return date; returned with a condition, a date and who took it back. The register knows what state things came back in, which is the argument that otherwise happens from memory.
- Categories, so it can be counted —
Rather than a flat list where nobody can answer how many laptops are unassigned.
- Returning it decides where it goes —
Handing something back records the condition, and the condition routes the asset — good goes to stock, damaged retires it, lost marks it lost. Nobody has to decide the state separately.
- Two people cannot hold one thing —
Refused at the database, not by convention — and an asset still issued to somebody cannot be retired.
- It feeds clearance —
What somebody holds appears where the exit is being worked, rather than as a separate list somebody has to think to check.
Straight answers
Including where it stops.
›Does it track value and warranty?
Purchase cost, purchase date, warranty expiry, serial, brand and model are all on the record. What it does not do is depreciation — no method, no schedule, no book value. It is a custody register that knows what things cost, not a fixed-asset ledger.
›Can employees see what they have been issued?
Yes, in the portal — read-only. Returning something or reporting it damaged goes through whoever manages assets.
›Does it connect to the exit process?
Yes — what somebody holds is visible where clearance happens, which is the whole reason to keep it.
›Can we track assets not issued to anybody?
Yes. Unassigned stock is a state rather than an absence, which is what makes counting possible — and an asset still issued to somebody cannot be retired out from under them.
›Can an employee report something damaged or return it?
Not today. They can see what they hold; the return is recorded by whoever takes it back. Which is defensible for a laptop and awkward for a distributed team, so raise it if that is you.
›Is there a service or maintenance history?
No. This is custody and condition, not a maintenance log — no vendor, no service records, no insurance, and no invoice or photo attached to an asset.
›Can we bulk-import our existing register?
Not from a screen today. Worth planning for if you are arriving with several hundred devices already issued.
Book a demo
Issue something, then start an exit.
The test is whether the clearance list names it without anybody remembering to add it.