Assigning and managing assets
Asset management is an admin screen: inventory, assignments, assignment contracts and the Support view with equipment requests, returns and incidents.
Asset management is the company’s equipment inventory: you register laptops, phones or monitors, assign them to people, and handle their requests, returns and incidents.
Before you start
It is an admin screen, not a team one. It requires the asset management permission, which by default only the administrator has: neither the default Manager role nor the default HR role includes it. Whoever holds it manages the whole company’s inventory, not just their team’s. If you are a manager without that permission and someone on your team needs equipment or wants to return it, they ask for it themselves from their assets and whoever holds the permission handles it.
It is a plan add-on. If your company doesn’t have Asset management, the screen doesn’t appear. See Billing, plan and modules.
The screen has two views: Inventory, with the equipment, and Support, with what needs action.
Two statuses for the same handover
A piece of equipment has its own status, and its assignment to a person has another.
| Equipment status | What it means |
|---|---|
| Available | Ready to assign |
| Assigned | Has a live assignment to a person |
| Maintenance | Under repair |
| Retired | Out of service; can be reactivated |
| Assignment status | What it means |
|---|---|
| Pending confirmation | Assigned, waiting for the person to confirm they received it |
| Active | The person confirmed receipt |
| Returned | The return was processed and the assignment ended |
Assigning isn't handing over
When you assign, the equipment becomes Assigned and the assignment is Pending confirmation. The handover closes when the person confirms receipt from their assets. You can’t take that step for them.
Assigning equipment
- In Inventory, find an Available asset and select Assign.
- Search for and select the Employee.
- Add Assignment notes if needed.
- Select Assign to confirm.
- If there is an assignment contract, upload it from the asset’s detail, under Assignment contracts, with Upload contract. Tick Requires the employee’s signature if they need to sign it.
From the detail you can also Reassign to someone else, Print QR to label the equipment or check its history. Warranty alerts flag warranties that are about to run out.
Requests, returns and incidents
The Support view gathers everything that needs action in one list, with a type column and the Pending counter:
- Equipment request: someone asks for new equipment. Open it with Review and decide with Approve or Reject.
- Return: someone selected Request return. With Process you record the Equipment condition on return (Good condition, Damaged, Lost or Stolen) and confirm the return.
- Incidents (hardware, software, physical damage, theft or loss): Handle opens Resolve incident, where you move its status between Submitted, Acknowledged, In progress, Resolved and Closed, with a note.
Requesting a return doesn’t make it happen: the equipment stays assigned until someone with the permission processes it. Your company arranges the physical pickup; Orquiva records the result. If the person is leaving the company, the return can also be closed from their offboarding process.
What happens next
When you assign, the person sees the equipment in their assets to confirm receipt. When you process a return, the assignment becomes Returned and the equipment goes back into the inventory.
To take equipment out of circulation, use Retire: it can no longer be assigned and you can bring it back with Reactivate. Delete removes the asset and can’t be undone.
If something goes wrong
I don’t see Asset management. You don’t hold the asset management permission or your company doesn’t have the add-on. Ask an administrator.
I assigned equipment and it’s still Pending confirmation. The person still has to confirm receipt. Remind them to do it from their assets.
The person asked to return it and it’s still assigned. Request return is a request. Process it in Support.
It won’t let me assign equipment. It has to be Available. If it is in Maintenance or Retired, it can’t be assigned.
I retired equipment by mistake. Open it and select Reactivate.
What the other side sees
The same feature, from the other side:
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