Equipment¶
Many employees are given various items to use while they work, such as laptops, phones, and printers. Most companies track their equipment, to see who is using what, as well as having a record of important information regarding the equipment, such as serial numbers, warranty information, and maintenance history.
Note
To track employee equipment, the Maintenance app must be installed.
Individual employee equipment¶
Employee equipment is tracked on the employee record. To view all equipment currently assigned to an employee, navigate to the app, and click on the desired employee record.
At the top of the record, an Equipment Count smart button appears, with a number indicating how many, if any, items are currently assigned to that employee.
Click the Equipment Count smart button, and all equipment currently assigned to the employee appears in individual Kanban cards.
Each Kanban card displays the equipment’s name and model on the first line, followed by the serial number (if available), and lastly, the employee’s name. Any current maintenance requests appear at the bottom of the card in a red box.
- menu
- Employees ‣ Employees ‣ (open an employee) ‣ Equipment
- shows
- The equipment assigned to one employee in kanban view, one card per item.
- highlight
- The Equipment smart button and the cards (red frame).
- data
- Employee "Anita Kovács" with a laptop and a mobile phone.
- module
- hr_maintenance
- notes
- English UI, light theme, 1440px width.
Note
A serial number is not required when logging equipment.
All employee equipment¶
To view all equipment for all employees, start on the equipment record of an individual employee.
Note
It does not matter what employee is selected, or whether they have any equipment assigned to them. This step is only used to get to the Equipment list.
In the Kanban view of the employee’s equipment, clear the default Assigned Employee filter in the search bar. This presents all equipment in the database, including those assigned to individual employees and whole departments.
Click into the search bar, and select Employee in the Group By column. The equipment is now organized in a Kanban view, by employee.
In the Kanban view displaying all employee equipment records, equipment can be reassigned by clicking and dragging an equipment card to the desired employee. This changes ownership of the equipment.
- menu
- Maintenance ‣ Equipment
- shows
- All company equipment in kanban view, grouped by category, with the assigned employee on each card.
- highlight
- The assigned employee on the cards (red frame).
- data
- Demo company "YourCompany HU"; laptops, monitors and phones across three employees.
- module
- hr_maintenance
- notes
- English UI, light theme, 1440px width.
Add equipment to an employee record¶
To add equipment to an employee’s record, open the app, click on the desired employee record, then click the Equipment Count smart button at the top.
All equipment currently assigned to the employee appears in individual Kanban cards. To add a new equipment record, click the New button in the upper-left corner, and a blank Equipment form loads.
Fill out the equipment form for the employee’s equipment.
Tip
Instead of filling out a new Equipment form for the same item, a form can be duplicated, then updated.
On the Equipment form, click the (Actions) icon in the upper-left corner, then select Duplicate.
An identical form appears, with all the information filled out, except for the Serial Number.
Enter the Serial Number on the form, and make any other necessary changes, such as the assigned Employee.
- menu
- Maintenance ‣ Equipment ‣ New
- shows
- An equipment form filled in with the name, category, assigned employee, assignment date and the empty serial number field.
- highlight
- The Used By and Serial Number fields (red frame).
- data
- Equipment "Dell Latitude 5450", used by "Anita Kovács"; use a throw-away serial number.
- module
- hr_maintenance
- notes
- English UI, light theme, 1440px width.