Who has that laptop?
A name in a spreadsheet does not always tell you who is using an item now. Keep the asset and its employee assignment together.
Less searching, clearer handovers
An inventory list only helps if you know who has what
A key changes hands, a laptop is replaced, a colleague leaves. These are the moments when details get lost. WorkVine connects your inventory to issue and return records, so you can find out what was handed over, to whom and in what condition.
What is ready to issue again?
Distinguish available items from those in use or needing attention. When someone joins, start with the equipment you already have.
What exactly came back?
Record condition, notes and attachments when equipment goes out and comes back. No need to reconstruct the handover later.
1. Get your inventory in order
See what you already have before arranging something new
A new colleague needs a laptop. Start with a clear view of available equipment, not a round of messages to the team.
Record each item's category, location, model, manufacturer and serial number. Add a photo, purchase receipt or warranty document to tell similar devices apart.
Filter by category and status. Available, in use, under maintenance, out of service or lost: the recorded status shows what you can use and what needs attention first.
2. Make every handover clear
Record who receives what as you hand it over
Handing over a laptop takes a moment. An issue record keeps it clear which device belongs with which employee long afterward.
Select the asset and the employee receiving it. Record the issue date and condition: new, good, fair or poor. Add notes about supplied accessories or existing damage.
Attach an equipment loan agreement or photos to the issue record. Handover details stay with the asset, not buried in an email.
3. Complete the return properly
Record what comes back and the condition it is in
When equipment is replaced, someone changes roles or an employee leaves, you need to know what comes back and in what condition. Open the issue record and add the return details there.
Record the return date, condition and anything worth noting. A photo or attachment helps document damage or missing parts clearly.
Issue and return details can then be reviewed together. Keep the asset's status up to date so it is clear whether it is available again or needs maintenance first.
4. Find the details without the search
See the current user and every earlier handover
Who used this device before? Which items are still assigned to a colleague who is leaving? There is no need to search through old inventory lists or messages.
View the asset's issue history or filter Issue & Return by employee, status and period. Open a record to review dates, condition and the agreements made.
The employee record also shows which company assets are in use. HR can find the right equipment details when someone joins, leaves or needs a replacement.
What changes
Less asking around. Clearer handovers.
The same records help administrators manage equipment, HR handle arrivals and departures, and employees understand the agreements about their equipment.
For asset administrators
One inventory with identifiable items, current statuses and details of every handover. Less asking around and searching separate lists.
For HR and managers
When someone joins, changes roles or leaves, see which items have been issued and which returns have already been recorded.
For employees
Clear agreements about the equipment received and its condition at handover. At return, record what actually comes back.
Is this a fit for your team?
For organizations where equipment moves with people
From office laptops to tools used on the road: when equipment goes out and comes back, every handover needs to be clear.
- You issue laptops, phones, keys, tools or other equipment to employees.
- Your inventory and handover details are spread across spreadsheets, emails and paper forms.
- You need to check issued equipment and returns when replacing items or when someone leaves.
- You want to find condition records, photos and handover agreements alongside the right asset.
Capabilities
Company asset management, from registration to reuse
Turn a separate inventory list into a practical record of equipment, employees and handovers.
Inventory and identification
- Record category, location and status
- Store model, manufacturer and serial number
- Add photos, purchase receipts and warranty documents
- Filter by category and status
Issue equipment to employees
- Select the asset and employee
- Record the issue date and condition
- Keep notes about the handover
- Attach equipment loan agreements or photos
Returns and reuse
- Record the return date
- Record condition on return
- Keep notes and supporting documents
- Keep the asset's status current after return
Usage and history
- Find issue records by employee
- Filter by status and period
- View previous handovers for an asset
- See equipment in use in the employee record
Frequently asked questions
Questions about company asset management
Practical answers about inventory, issue and return records, supporting documents and the equipment employees use.
What does company asset management cover in WorkVine?
Record the assets your organization owns, who they have been issued to and what was recorded when they came back. Inventory, employee, status, condition and usage history stay together. This includes laptops, phones, keys and tools used by employees.
What types of company assets can we register?
The inventory includes categories for electronics, furniture, office supplies, vehicles, software licenses, tools and equipment, and other assets. Record the relevant details for each item, such as model, manufacturer, serial number, location and status.
Can we see what is still available?
Yes. Filter the inventory by status and category. Distinguish available items from those in use, under maintenance, out of service, lost or archived. The administrator keeps these records up to date.
What do we record when an employee receives equipment?
Select the asset and employee, then record the issue date and condition: new, good, fair or poor. Add notes and attachments, such as an equipment loan agreement or photos of the item and its accessories.
How do we record returned equipment when an employee leaves?
Find the employee's issue records and open the relevant entry. When equipment is returned, record the date, condition and any notes or attachments. You can then see which items came back and what condition they were in.
Can we record damage when equipment is issued and returned?
Yes. Condition is recorded separately at issue and return. Add notes and photos to document an existing scratch or a missing charger, for example. The record helps make each handover clear.
Can we still find previous users and handovers?
Yes. Each asset has an issue history. You can also search Issue & Return by employee, status and period. The employee record shows the company assets that person currently uses.
Can we mark equipment as under maintenance?
Yes. Under maintenance is one of the inventory statuses, alongside available, in use and out of service. It makes clear that an item needs attention before being issued again.
Where work, people and growth come together
Know what you have. And what comes back.
Bring your current inventory list to the demo. We will show you how to register, issue and take back equipment, with the employee and handover details in view.