HRStop

Adding and Assigning an Asset

HRStop provides admins with the ability to define, manage, and track company assets, including detailed descriptions and assignments. Admins can:

  • Add individual assets
  • Assign assets to employees
  • Request returns
  • Import assets in bulk using the Import option

Two Ways to Add Assets

HRStop provides admins with two options to add assets:

  1. Add Asset (Manual Entry) – For adding assets individually with detailed information.
  2. Import Assets (Bulk Entry) – For adding multiple assets at once using a CSV file.

Use this link to add assets in bulk: https://hrstop.thedocs.in/31/-Adding-an-asset-in-bulk

Admins can also assign assets to employees, track returns, and maintain detailed asset records.

1. Add Asset (Manual Entry)

Admins can add assets one by one using the Add Asset option. This is suitable for smaller batches or when detailed information is required for each asset.

Steps to Add an Asset

  1. Navigate to: Control Panel → Assets → View/Add
  2. Click the + Add button (top-right corner) to open the asset creation page

Note: Adding an asset is divided into three main sections: Add Asset, Procurement Details, and Assign Asset

Add Asset Section

  • Asset Category: Select the type of asset
  • Brand: Choose the asset brand. If not listed, select Other, enter the brand name, and the system will create it automatically
  • Title: Auto-populated based on the selected category; editable if required
  • Description: Optional detailed description of the asset
  • Location: Specify where the asset is stored
  • Asset Code:
    • Code 1: Unique code (recommended: product serial number)
    • Code 2: Auto-generated based on the category pattern; editable if needed
  • Life Stage: Select the current status:
    • New: Brand new asset
    • Working: In good working condition
    • Not Working: Malfunctioning but potentially repairable
    • Dead: Fully non-functional
  • Next Service Date: Enter the next service schedule
  • Picture: Upload an image of the asset
  • Document: Upload related documents (warranty, insurance, guarantee certificates)
  • Notes: Internal notes visible only to admins

Procurement Details Section (Optional)

  • Vendor Name: Vendor from whom the asset was purchased
  • Purchase Date: Date of purchase
  • Warranty End Date: Expiration of warranty
  • Cost: Purchase cost
  • Invoice Number: Invoice reference number
  • Upload Invoice: Upload the invoice file

Assign Asset Section (Optional)

  • Select Employee: Assign the asset to an employee
  • Issued On: Date of issuance
  • Expected Return Date: Expected asset return date
  • Comments: Any additional notes or information

Saving the Asset

  • Click Save to add the asset
  • Click Save and Add More to continue adding multiple assets

Tip: You can create custom fields to capture additional information (e.g., for a CPU: model, RAM, warranty, color, processor type)

2. Import Assets (Bulk Entry)

For adding multiple assets at once, admins can use the Import option. This is useful when handling large batches of assets or migrating data from other systems.

Learn how to import assets in bulk here: https://hrstop.thedocs.in/31/-Adding-an-asset-in-bulk

FAQ

Yes, you can generate and print barcodes at the time of asset creation or later.

Steps:

  1. Go to Control Panel → Assets → View/Add
  2. Find the asset and click the eye icon next to the Asset Code field
  3. The system will generate a barcode based on the asset code
  4. Download and print the barcode to stick on the asset

Asset Life Stages represent the current condition or usability of the asset.

Live StageWhen to Use
NewJust procured and not yet assigned
WorkingCurrently in use by an employee
Not WorkingNeeds repair or maintenance
DeadNon-functional and beyond repair

Life stages help filter assets for reporting and replacement planning.

Yes, assets can be assigned during the creation process.

Steps:

  1. While adding an asset (Add Asset page), scroll to Assign To section.
  2. Select the employee from the list.
  3. Enter the Issue Date and Expected Return Date.
  4. Add optional comments.
  5. Click Save.

This saves time by assigning assets right at the time of creation.

Releasing an asset detaches it from the currently assigned employee, making it available for reassignment. This is commonly used when:

  • An employee leaves the company
  • Assets are no longer needed
  • Devices are collected for servicing or reallocation

To release an asset:

  1. Navigate to Assets → View/Add.
  2. Find the asset currently assigned.
  3. Click on the Release icon (usually next to the asset).
  4. Enter a reason/comment if needed and confirm.

The asset’s status will now change to Unassigned, and it can be reassigned or moved to a different live stage.

Yes. If the expected return date changes due to project extension or employee retention, you can update it easily.

To change the return date:

  1. Go to Assets → View/Add.
  2. Search for the asset in question.
  3. Click the Change Return Date icon.
  4. Update the new return date and provide a reason or note (optional).
  5. Click Save.

The new date will be reflected in reports and reminders accordingly.

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