iAttendance · Guide
Asset management
Track company assets, hand them to staff, approve transfers and report on the whole estate.
Asset Manager ✅ Before you start
- The list of assets you want to track: laptops, phones, equipment, vehicles…
- Photos of them if you want to recognise items at a glance.
🧭 Step by step
➕ Create an asset
Asset Manager › Create/Update Asset
Open "Create/Update Asset". The grid is titled "Assets List. Total: N." so you always see how many assets you are tracking.
Press ➕ to open the "Add Asset" dialog. Fill in "Name", pick an "Asset Serial Type" (defaults to "Short Random") — "Asset Serial" is generated for you — then set "Group" and "Owner".
The save button changes with the mode: "Add New Asset" when creating and "Update Asset" when editing, so you always know where you are.
📷 Attach a photo
Asset Manager › Create/Update Asset
Upload a photo so items are easy to identify, especially when you own many of the same model.
🔍 Search and scan
Asset Manager › Create/Update Asset
Filter the grid by name or details. The search also supports scanning a QR code, which is handy during a stock check in the store room.
🤝 Hand an asset to someone
Asset Manager › Create/Update Asset
Assign the asset to a member of staff to record who is holding it, so you always know where equipment is.
✅ Approve transfers
Asset Manager › Asset Transfer Approval
When an asset moves between people, the request appears in "Asset Transfer Approval" for a manager to confirm.
That approval step gives every handover a clear trail, which avoids arguments about who had what.
📊 Report on assets
Asset Manager › Asset Report
Open "Asset Report" for an overview of asset status and distribution across the company.
🤝 What employees do with their own assets
User portal › Assets
Staff manage the things assigned to them from their own portal: sign in with the "User" button, then click "Assets". The page opens on "Your Assets. Total: N" — everything currently owned by that person, with its serial, company, transfer type and status, the audit photo and the transferred or borrowed date.
Below that sit four request lists that make the handover traceable in both directions: "You are requesting to transfer asset to other.", "Other is requesting to transfer asset to you.", "You are requesting to borrow asset from other." and "Other is requesting to borrow asset from you."
To hand something over, the current holder starts a transfer to a colleague and it lands in that colleague incoming list. The receiver presses "Accept" and confirms "Approve this request?" — only then does ownership actually move. Rejecting instead sends it back and the asset stays where it was.
- Accepting a transfer does the whole handover at once: the asset changes owner, its status becomes "In Use", it moves into the receiver group, and the transfer date is stamped.
- Borrowing works the same way but in reverse — the borrower asks, and the current owner is the one who accepts.
- The reload icon on any of the grids refreshes all five lists together, so a single click is enough after somebody acts on a request.
- Nothing moves until the receiver accepts. A transfer that is sitting in the list has not changed ownership, however long it has been there.
- Staff cannot delete assets. Deleting stays with an administrator in the company portal, even for an asset the employee currently holds.
- A transfer to yourself is rejected — the receiver has to be somebody else.
❓ Frequently asked questions
1 How do I know who is holding an asset?
Each asset is assigned to a person at handover, and that shows directly in the asset list.
2 Do transfers need approval?
Yes. Transfer requests land in "Asset Transfer Approval" for a manager to confirm, creating a clear handover trail.
3 Can I scan a QR code to find an asset?
Yes, search supports QR scanning — convenient when checking stock in person.
4 Who can delete assets?
Accounts with the right permission. Use access permissions to control who can do what.
5 🤝 Can employees move an asset between themselves without me?
Yes, and that is the point of the staff Assets page. The current holder raises a transfer to a colleague, the colleague accepts it, and ownership moves — no administrator has to be in the middle of a routine handover.
It stays traceable because both sides see it: the sender in "You are requesting to transfer asset to other." and the receiver in "Other is requesting to transfer asset to you.". Nothing changes hands until the receiver presses Accept and confirms.
If you would rather approve handovers centrally, use the transfer approval page in the company portal instead of relying on the staff-to-staff route.
6 ⏳ A transfer has been sitting in the list for days. Has the asset moved?
No. A pending transfer is only a request — ownership does not change until the receiver accepts, no matter how long the row has been there.
The usual cause is simply that the receiver has not looked. Ask them to open the user portal, click "Assets", and check the "Other is requesting to transfer asset to you." list.
If it is no longer wanted, the sender can cancel their own request, which leaves the asset exactly where it was.
7 🔄 What is the difference between transferring and borrowing?
Transferring hands the asset over for good: after the receiver accepts, they become the owner and it moves into their group.
Borrowing is temporary and starts from the other end — the person who wants the item raises the request, and the current owner is the one who accepts it.
Both appear as their own pair of lists on the staff Assets page, so it is always clear which direction a given request is going.
8 🗑️ Why can an employee not delete an asset they hold?
Deleting is deliberately restricted to administrators in the company portal, even when the employee is the current owner. An asset register is only worth having if items cannot quietly disappear from it.
What staff can do is transfer it, hand it back, or raise a request about it — all of which leave a record.
If something genuinely has to go, an administrator removes it from the company portal.
9 👤 Somebody left the company while still holding assets. What now?
Transfer the items to whoever takes them over before you disable the account. The staff route needs the receiver to accept, so the cleanest path for a departure is the company portal, where an administrator can move an asset directly.
Check the leaver in the asset report first so nothing is missed — it lists everything still recorded against them.
Anything genuinely returned to stock can be moved to a store or spare-equipment holder so the register stays honest about where things are.