Laptops, monitors and phones are some of the most valuable things a business owns. Keep each one in Asset Management with its serial number and warranty, assign it to the person who uses it, and you always know what everyone has, including when they join or leave.
Set up your IT equipment
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Add an IT type
Open Asset Types from the Asset Management options menu and add a type such as Laptop, with the kind set to IT. Set how many days ahead you want warranty reminders, 30 by default.
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Add the details you need
Add custom fields for the details that matter to you, such as the operating system, the memory or whether the disk is encrypted. Fields can be text, numbers, dates, lists or tick boxes.
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Add each device
Add an asset with its make, model and serial number, the purchase date and price, and the warranty expiry. Attach the invoice so it is easy to find for a warranty claim.
Give it to someone
Set Assigned to to the person who uses the laptop, and their department. Their name stays on it until you change it, and the asset's history shows everyone who has had it.
For loan laptops that people borrow for a few days, use Check out with a due back time instead, so the laptop comes back to the pool.
Keep on top of warranties and repairs
- Before a warranty ends, the person it is assigned to and your asset managers get a reminder.
- When a laptop goes in for repair, set its status to In Repair so nobody is handed it by mistake.
- When it is replaced, set it to Retired, or Disposed once it has gone, so your records show what you still own.
When someone leaves. Check the Assigned to column in the asset list, and filter Who has what by their name for anything they have checked out, so nothing goes missing on their last day.
To organise devices by office and team, see Organise Assets by Location and Team. For more, see Asset Management.