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Assigning Inventory to Employees

Track company assets assigned to employees like laptops, phones, and equipment in Officaid.

Track who has what company equipment

Laptops, phones, monitors, vehicles. Company assets get assigned to employees all the time. Officaid lets you track what each employee has, when they received it, and its current status. No more spreadsheets or guessing who has the missing laptop.

Where to Find Inventory

The Inventory section appears on the Overview tab of every employee profile.

  1. 1 Navigate to Team from the left sidebar.
  2. 2 Click Directory from the submenu.
  3. 3 Click on the employee whose inventory you want to manage.
  4. 4 Scroll to the Inventory section on the Overview tab.

What You Will See

The Inventory section displays a table with:

  • Item name and description.
  • Type categorizing the item.
  • Details like serial numbers.
  • Status showing Active or Returned.

Inventory Types

Officaid supports several inventory types:

  • Hardware for physical equipment like laptops, monitors, and phones.
  • Software for software licenses assigned to the employee.
  • Vehicle for company cars or other vehicles.
  • Fixed Asset for items tracked in the Finance module's Fixed Assets.
  • Other for items that do not fit the above categories.

Adding an Inventory Item

  1. 1 Click the Add button in the Inventory section.
  2. 2 Fill in the item details.
  3. 3 Click Save to assign the item to the employee.

Inventory Fields

  • Item Name to identify the item.
  • Type from the available categories.
  • Serial Number for tracking specific items.
  • Issue Date when the item was assigned.
  • Return Date when the item was returned (if applicable).
  • Condition notes about the item's state.
  • Remarks for additional information.
  • Active toggle to indicate current status.

Fixed Assets Integration

When you select Fixed Asset as the type, Officaid shows a dropdown of available fixed assets from the Finance module. This links the inventory assignment to your accounting records.

Once assigned:

  • The item shows as Active on the employee's profile with details like serial number and value.
  • In Finance → Fixed Assets, the asset shows as Assigned to this employee.
Only fixed assets with an "Available" status can be assigned to employees. Assets already assigned to others will not appear in the dropdown.
Use Fixed Asset type for valuable equipment that needs to be tracked for depreciation and accounting purposes. Use Hardware type for simpler tracking without the finance connection.

Tracking Asset Returns

When an employee returns an item:

  1. 1 Click on the inventory item in the employee's profile.
  2. 2 Set the Return Date to when it was returned.
  3. 3 Update Condition notes if needed.
  4. 4 Toggle Active to off if the item is no longer with the employee.
  5. 5 Save your changes.

The item will remain in the employee's inventory history but show as inactive.

Frequently Asked Questions

Hardware is for simple inventory tracking. Fixed Asset links to the Finance module for accounting purposes including depreciation tracking. Use Fixed Asset for valuable equipment that needs to appear in financial reports.

For a company-wide view of fixed assets, use Finance → Fixed Assets. The inventory section in employee profiles shows assets assigned to that specific individual.

Review the employee's inventory before deactivating them. Mark items as returned and update the return date. Fixed assets will show as available again once unassigned.

Yes. Use the Software type to track licenses assigned to employees. Include the license key or subscription details in the Remarks field.

What's Next?

Learn more about asset management:

directory inventory assets equipment