Assigning, returning and transferring devices

Primary and secondary assignments

• A primary assignment names the person or location accountable for the device. An asset can have only one primary assignment at a time, and having one makes the asset In use.
• A secondary assignment records shared use, such as a pool laptop or a meeting-room phone. Several can overlap, and they don't change the asset's status.

You can assign to a person or to a location, for example a meeting room.

Assign a device

1. Open the asset (it must be In stock) and select Assign.
2. Choose the person or location.
3. Optionally: - set the date it was handed over, if that was in the past; - tick Use the person's cost centre to move the asset's cost centre to theirs at the same time; - add a note, for example New starter kit.

You can't assign to a deactivated person, and an asset that already has a primary assignment needs a transfer instead.

Return a device

Select Return and choose:

Not returned closes the custody on paper, for example when someone left with their laptop and won't give it back. It needs the next status Lost and a note.

Transfer a device

Transfer closes the current assignment and opens a new one in a single step. You can change the person, the location and the cost centre at the same time. Use it for team moves and handovers instead of returning and re-assigning.

Back-dating

You can record an assignment that happened in the past, up to 365 days back by default.

• AssetTrove checks that the back-dated period doesn't overlap the device's existing history, so custody records always stay consistent.
• If the date falls in a closed depreciation period, the assignment is recorded but the closed figures aren't rewritten. You'll see a warning explaining this.

History

Every assignment, return and transfer is kept on the asset's Assignments tab and in the audit log, so you can always see who had a device on any date.