HERA
Laptops, phones, ID cards, access cards, tools. Companies hand out equipment all the time, and many cannot say who has what. When someone leaves, the hunt begins. Employee asset management ends that hunt.
What is employee asset management?
It is a list of all company equipment issued to employees. Each item has its own record: what it is, its serial number, who has it, and when it was issued. When the item comes back, you log that too.
What to record for every asset
- The type of equipment, such as laptop, phone, or access card
- The serial number or asset tag
- The employee who received it
- The date it was issued
- The date it was returned, if it has been
- Notes on condition
A simple process in four steps
- Register the asset. Add it with its serial number and category.
- Issue it. Assign it to the employee and record the date.
- Check regularly. Review what each person holds and what is due back.
- Return or transfer. Log the return date, or move it to another employee.
An offboarding checklist
- List every item issued to the employee
- Collect each item and check its condition
- Log the return date for each one
- Flag anything missing before final pay and clearance
Common mistakes
- Tracking assets in a spreadsheet that nobody updates
- Not recording serial numbers
- Forgetting to log returns
- Keeping asset records separate from employee records
Why it matters for payroll and compliance
Equipment is money. A laptop or phone that goes missing is a real cost. Clear records also protect both sides. The employee knows exactly what they received, and the company can show what was issued and when. That is useful for audits and for final pay and clearance when someone leaves.
Which assets to track
- Computers and phones: laptops, tablets, and mobile phones
- Access items: ID cards, access cards, and keys
- Tools and equipment: work tools, headsets, and scanners
- Uniforms and safety gear: if they are issued and must be returned
- Vehicles: if you assign company vehicles
How to handle lost or damaged equipment
- Write a clear equipment policy and share it when the item is issued.
- Record the condition of the item when it is issued.
- Keep a dated record of the loss or damage and what happened.
- Check your local labor rules and get advice before deciding on any payroll deduction.
Rules about deductions differ by country, so always confirm what is allowed before you take anything from an employee's pay.
Tips to keep records clean
- Add the asset to the system the day it arrives
- Record the serial number every time
- Log returns the same day
- Review the full list once or twice a year
- Keep asset records next to the employee record so they stay connected
Asset tracking for remote and hybrid teams
When people work from home, equipment travels with them. That makes records even more important. Note the employee's work location, record serial numbers, and agree on how items will be returned. A simple list that everyone can trust is better than a stack of emails.
What a good equipment record looks like
Here is a simple example of the details to keep for one item:
- Item: laptop
- Serial number: the number printed on the device
- Issued to: the employee's name and department
- Date issued: the day they received it
- Condition: new, good, or used
- Date returned: filled in when the item comes back
With these six details, you can answer who has the item, since when, and what shape it was in.
Questions to ask when choosing asset tracking
- Is it connected to employee records?
- Can I record serial numbers and issue and return dates?
- Can I see everything issued to one person at a glance?
- Is it included in the price, or is it an extra module?
- Can it help with offboarding checks?
Asset management in HERA
HERA keeps a list of all equipment issued per employee, with dates and serial numbers, right next to their employee record. Asset management is included at no additional cost, so you do not pay extra for another tool. See the asset management page for details.
A dedicated HR support team sets it up with you and answers questions. Early access pricing is US$7 per user per month.
Frequently asked questions
What is employee asset management?
It is a record of company equipment issued to employees, with serial numbers, who has each item, and the issue and return dates.
Why should I track serial numbers?
A serial number tells you exactly which item an employee holds, which makes returns, repairs, and audits much easier.
Is asset management included in HERA?
Yes. Asset management is included in HERA at no additional cost.
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