HRStop

How-to

Configure asset notifications

Last updated May 24, 2025 · Tushar Agarwal

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HRStop lets you configure email notifications for various asset-related actions such as assignments, returns, warranty expirations, and more. By setting up these notifications, relevant stakeholders stay informed, improving accountability and timely action.

How to configure asset notifications

Follow the steps below to enable or disable asset-related notifications in the system:

Step-by-step instructions

  1. Go to the Control Panel.
  2. Click Settings.
  3. Navigate to the Notifications section.
  4. In the search bar, type Assets to filter and find all notifications related to the Asset module.
  5. You'll see a list of pre-defined asset notifications, such as:
    • Asset Assigned
    • Asset Released
    • Asset Return Date Changed
    • Asset Acknowledgement
    • Asset Warranty Expiry
    • Asset Exhausted
    • Asset Deleted

Customizing notifications

Each notification has configurable options:

1. Choose recipients

You can specify who receives each type of notification. Available recipient types include:

  • Employee
  • Reporting Manager
  • HOD
  • BU Head
  • Super Admin
  • Custom emails in CC

2. Customize alerts by action

  • Asset Assignment → Notify employee and reporting manager
  • Return Date Change → Notify concerned stakeholders
  • Asset Acknowledgement → Confirm receipt of asset
  • Warranty Expiry Alerts → Enter the number of days before expiration to send reminders (e.g., 5 days before)
  • Asset Deleted/Exhausted → Inform admins about critical updates

3. Save your settings

After selecting the recipients and making changes:

  • Click Save to activate the notification settings.
  • The system now sends automated emails based on your preferences.

Use case example

If you want to notify the Super Admin and BU Head 5 days before an asset's warranty expires:

  • Go to the Warranty Expiry Notification setting.
  • Enter 5 days before the due date.
  • Select Super Admin and BU Head as recipients.
  • Optionally, add the IT support email in CC.
  • Click Save.

Benefits of configuring notifications

  • Timely actions for return and reassignment
  • Better asset accountability
  • Proactive maintenance and warranty management
  • Clear audit trail of who was informed about what and when

Frequently asked questions

Can I customize who receives each asset notification?

Yes, HRStop allows complete flexibility in selecting who should receive each type of asset-related email notification.

Steps to customize notification recipients

  1. Go to Control Panel → Settings → Notifications.
  2. Search for “Assets” in the search bar.
  3. You can see different notification types, such as:
    • Asset Assigned
    • Asset Released
    • Return Date Changed
    • Warranty Expiry
  4. For each notification, you can select multiple recipient roles such as:
    • Employee
    • Reporting Manager
    • HOD
    • BU Head
    • Super Admin
  5. You can also add specific email addresses in the CC field.
  6. Click Save to apply the settings.

This ensures that only the relevant stakeholders receive alerts tailored to each type of asset event.

Can I send alerts before an asset warranty expires?

Yes, you can configure automated alerts to notify users in advance of asset warranty expiry.

How to set warranty expiry alerts

  1. Go to Control Panel → Settings → Notifications.
  2. Search for the “Asset Warranty Expiry” notification.
  3. Enter the number of days before the warranty end date you’d like the notification to be sent (e.g., 5 days before).
  4. Select recipients (e.g., Super Admin, BU Head) and add any emails in CC if needed.
  5. Click Save.

These alerts help prevent last-minute issues by allowing time for renewal, servicing, or replacement.

Is it possible to disable asset notifications?

Yes, you can disable asset notifications for any event by unselecting all recipients.

To disable a notification

  1. Go to Control Panel → Settings → Notifications.
  2. Search for Assets.
  3. Open the notification you want to disable.
  4. Uncheck all roles and remove any CC email addresses.
  5. Click Save.

No email is sent for that asset action until you re-enable it.

This is useful if your team prefers to manage certain updates manually or through another tool.

Will the system notify anyone if an asset's return date is changed?

Yes, HRStop allows you to enable notifications when the return date of an assigned asset is updated.

Steps to enable return date change notifications

  1. Navigate to Control Panel → Settings → Notifications.
  2. Search for Return Date Changed under the Asset section.
  3. Select the recipients (e.g., Employee, Reporting Manager, Admin).
  4. Add any email addresses in CC, if required.
  5. Click Save.

Every time a return date is preponed or postponed, the configured recipients are notified automatically.

Do managers get notified when a team member’s asset is due for return?

Managers can receive notifications about upcoming asset returns if notifications are configured by the admin.

How it works

  1. Go to Control Panel → Settings → Notifications.
  2. Search for Assets.
  3. Look for the "About to Return" or "Return Date Change" notifications.
  4. Select Reporting Manager, HOD, or BU Head as recipients.
  5. Save the settings.

If this is enabled, managers are informed by email about:

  • Assets due for return
  • Changes in return dates

Note: Managers don’t receive these alerts unless you enable these notifications.