Employee asset tracking
Employee asset tracking that is still right six months later
Every laptop, phone, monitor and access card in AssetVow is either with a person or on a shelf. When people join, change offices or resign, the register changes with them, so “who has it?” is one search away.
- One current holder for every asset
- Every office in one register
- Updates from Zoho People or Microsoft 365
Person
Priya Sharma
Sales · Bengaluru office · EMP-1043
- Dell Latitude 5440LAP-0142 · since 12 JanIn use
- iPhone 14PHN-0388 · since 12 JanIn use
- Dell 24” monitorMON-0911 · due back 15 FebOn loan
- Access cardACC-1204To sign
Example data
Why the Excel register drifts
A spreadsheet is right on the day someone updates it. Then a laptop is swapped at the help desk, an intern leaves early, a box of monitors goes to Hyderabad, and nobody edits the sheet. By the year-end audit, forty assets are just “with someone”.
A named holder for every asset
Assets are given to people, not to logins, so contractors and interns who never sign in are tracked the same way as everyone else. An asset can have only one current holder: if IT tries to hand over something that is already with someone, AssetVow stops it.
- Employees, contractors and interns
- Loans with a due-back date and reminders
- Chargers and accessories go with their laptop
- Full history of who held it, and when
All your offices in one register
Add each office, warehouse and remote-staff pool. An office manager sees and works only on their own location; the owner sees all of them. Sending stock to another city is a transfer: items stay In transit until the receiving office confirms what arrived.
- Roles limited to one office
- Transfers confirmed item by item
- Anything that did not arrive is marked lost, with the reason
- Counts and book value per location
Transfer TRF-0031
Pune → Hyderabad
Sent 3 Feb · 6 items by BlueDart
- 4 × Lenovo ThinkPad E14LAP-0301 to LAP-0304 Received
- Dell 24” monitorMON-0420 Received
- Docking stationACC-0518Missing
QR labels and stock audits
Print a QR label for each asset. Scanning it with a phone camera opens the asset, ready to check in, hand over or report a problem. For the annual count, start a stock audit for an office: the expected list is frozen when you start, and each item is marked found, missing or unexpected.
- Scan with any phone, no app or scanner
- Office stock counts against a frozen list
- Self-audit: employees confirm what they hold
- Missing items land on a list you can act on
Scan
LAP-0305
Lenovo ThinkPad E14 · in stock, Pune
Found · counted in the audit
Stock audit
Pune office
Expected list frozen on 1 Feb
164
Found4
Missing2
Unexpected
A register that keeps itself current
Connect Zoho People or Microsoft Entra ID and joiners, office moves and leavers arrive on their own. Joiners show up in the work queue to be equipped; leavers get an exit case. With Microsoft Intune, AssetVow matches managed laptops by serial number and lists the ones nobody added.
- Joiners, movers and leavers from HR
- Intune devices matched by serial number
- Devices still used by people who left
- Alerts in your Microsoft Teams channel
People
Changes from your HR system
Synced 4 minutes ago
- Asha Menon joins MondayBengaluru · added to the work queueJoiner
- Karan Shah moved to PuneHolds 2 assets · office updatedMover
- Ravi Kulkarni leaves 31 JanExit case opened · 3 itemsLeaver
Zoho People
Microsoft Entra ID
Intune checkEmployees see what they hold
Each employee has a My assets page listing what they hold and the receipts they signed. If a screen cracks or a phone is lost, they report it from there, with a photo, and get an email at every step of the repair.
- No training needed
- Problems reported with a photo
- IT gets one inbox for all issues
- Repairs tracked against the asset
My assets
- Dell Latitude 5440LAP-0142
- iPhone 14PHN-0388
Report a problem
Dell Latitude 5440 · LAP-0142
How it works
Three steps, no project plan
- 1
Import your Excel register
Add “Assigned to” (email or employee code) and “Assigned on” columns and today’s holders come in too, marked as handed over by import.
- 2
Add your offices and people
Type them in, upload a file, or connect Zoho People or Microsoft 365 and let them sync.
- 3
Label, then hand over properly
Print QR labels for what is in the store room, and send every new hand-over for e-signature from day one.
FAQ
Employee asset tracking: common questions
What is employee asset tracking?+
It is a live record of which company assets each employee holds, from the day an item is handed over until it comes back. A fixed asset register is kept for the accounts; employee asset tracking follows the person, through joining, office moves, loans and exit.
Can we import our current Excel asset register?+
Yes. Upload the sheet, match the columns, and AssetVow checks every row before anything is saved. Include “Assigned to” and “Assigned on” columns to bring in who holds what today.
Do we need barcode scanners?+
No. QR labels print on ordinary label sheets or a label printer, and any phone camera can scan them.
Can each office manage only its own assets?+
Yes. Roles can be limited to one location. The Pune office manager sees Pune’s assets and people; the owner sees every office.
Does it work out depreciation?+
Yes. Set a useful life and salvage percentage for each category (5% by default, as in Schedule II of the Companies Act) and see the book value of every asset on any date.
More of AssetVow
It all works from the same register
Hand-over e-signature
Employees check the items and sign on their phone. You keep a PDF with the time, IP address, device and the policy they accepted.
Learn moreExits and No-Dues
Every leaver gets a return checklist and reminders. The No-Dues certificate is issued once the last item is back.
Learn moreGST bills and Tally
Purchase and repair bills with GST, approval rules, assets created on approval, and export to Tally or Zoho Books.
Learn moreFind out who has what, this week
Import your sheet today. By Friday you will know which laptops are with whom, and which ones nobody can find.