HRStop

Settings : Assets

May 17, 2025

The Assets module in HRStop allows organizations to manage, assign, and track physical and digital assets. To begin using this module effectively, you must first enable it via module settings and configure key options such as Asset Acknowledgement and Mandatory Comments.

How to Enable the Assets Module

To activate the Assets module in your system:

Steps:

  1. Go to the Control Panel.
  2. Click on Settings.
  3. Navigate to the Modules tab.
  4. In the module list, search for "Assets".
  5. Toggle the Assets module to Enable.
  6. Click Update to save your changes.

Once enabled, the Assets module will be available across relevant user dashboards (admin, managers, employees).

Configuring Asset Acknowledgement Settings

The system provides additional options for capturing employee acknowledgment when an asset is assigned.

Enable Asset Acknowledgement:

  • When turned ON, employees will receive an acknowledgment prompt when a new asset is assigned.
  • This allows them to confirm they’ve received the asset and that the details are correct.

Make Comments Mandatory (Optional):

  • You can require employees to add a comment during acknowledgment.
  • This is useful for feedback like "asset received damaged" or "missing accessories".

How to Configure:

  1. After enabling the Assets module,
  2. Look for the “Asset Acknowledgement” option within the same settings section.
  3. Check the box to enable acknowledgments.
  4. Check the “Mandatory Comment” box if you want employees to provide remarks.
  5. Click Update to save your settings.

Benefits of These Settings

  • Promotes accountability and confirmation from employees.
  • Reduces asset-related disputes or errors.
  • Adds an audit trail for asset transactions.

FAQ

No, the “Mandatory Comment” setting is a global configuration.

  • If enabled, it applies to all asset acknowledgments across all categories and types.
  • Employees will be required to enter a comment whenever they acknowledge an asset, regardless of its category.

Tip: If you want comments only for sensitive items, consider including guidance in the acknowledgment instructions or training material rather than enforcing it through the setting.

By default, asset admins have visibility into acknowledgment statuses. Depending on the notification settings, others may also receive updates:

  • Reporting Managers and HODs can be configured to receive notifications when an asset is acknowledged.
  • Notifications can also be CC'd to custom email addresses, such as IT teams or asset coordinators.

To configure who receives notifications:

  1. Go to Control Panel → Settings → Notifications.
  2. Search for "Assets".
  3. Locate “Asset Acknowledgement”.
  4. Select the desired recipients and add any email addresses in CC.
  5. Click Save.

Admins can track acknowledgment status using two methods:

Option 1: Acknowledgment Reports

  1. Go to Assets → Analytics.
  2. Open the report related to Assets List.
  3. Look for the Acknowledgment Status column (if enabled).
  4. Export the data to CSV for sorting and follow-up.

Option 2: Direct View

  1. Navigate to Assets → View/Add.
  2. Search or filter assets by employee or department.
  3. Check the Acknowledgment field to see if it’s marked as completed or pending.

This allows the admin to follow up with employees who haven’t yet acknowledged their assigned assets.

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