Equipment Issue Return Traceability

Keep control of the equipment you issue

Computers, phones, vehicles, badges, tools. What is issued must be returnable, and what is returned must be provable.

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The complete cycle

From issue to return, with nothing to piece together

Issue and track

Each item of equipment is linked to the employee who holds it, with its issue date. The list of what a person holds is known at all times.

  • Dated issue per employee
  • Configurable equipment types
  • Attachments and handover documents

Return and check

When someone leaves, the list of equipment to return is not pieced together from memory: it comes from the recorded issues.

  • Return list based on recorded issues
  • Built into the leaving process
  • Specific sections and fields per category

Know what is in circulation

Tracking equipment by employee answers the question that always comes back: where is this item, and since when.

  • View by employee and by type
  • History of movements
  • Indicators with the reporting tool
The inventory

A living inventory, not a frozen spreadsheet

An equipment inventory is managed on three things: the condition of each item, proof of its handover, and the dates coming up.

Inventory statuses

Available, on loan, lost, broken, returned, retired. The status of each item is known, so you can reassign what is sitting idle instead of buying new.

  • Six statuses to track the life cycle
  • Available equipment identified for reassignment
  • Categories and fields specific to your inventory

Proof of handover

An equipment handover certificate is generated from a standard template. The employee knows their obligations, and you keep a record of the issue.

  • Certificate generated from a template
  • “Issued by” field on every issue
  • Equipment documents kept: contract, agreement, invoice

The dates coming up

End of a lease, warranty expiry, renewal: every date entered can trigger an alert, with the notice period that suits you.

  • Alerts by email and notification
  • Notice periods set by you
  • Sections and fields specific to each category
What everyone gains

The employee, the manager, the HR team

The manager

A view by employee and by equipment type

The HR team

A return list based on recorded issues, built into the leaving process

Frequently asked questions

More about equipment management

How do you make sure equipment is returned when someone leaves?
The list of equipment to return comes from the recorded issues, and is built into the leaving process described on the onboarding and offboarding page. Nothing is pieced together from memory.
Can we define our own equipment types?
Yes, like the rest of the configuration. You create the categories that match your inventory, with no custom development.

See your equipment inventory in Nicoka HRIS

Bring your equipment types and your handover rules. We will show you issue, tracking and return when someone leaves.

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