Overview:

The Assets module in HR360Hub provides a centralised system for managing your organisation's physical and digital assets — from procurement to disposal. It covers the full asset lifecycle: registering assets in the inventory, handling employee asset requests, assigning assets to employees, tracking returns, and giving employees visibility of their own assets and requests. The module is divided into seven sub-sections accessible from the Assets menu in the left sidebar: Assets Dashboard, Assets Request, Assign Assets, Returned Assets, My Assets, My Requests, Categories, and Brands.

Section 1: Accessing the Assets Module

After logging in to the HR360Hub portal, follow these steps to navigate to the Assets module.

•       On the left-hand sidebar, locate the Assets menu item.

•       Click on Assets to expand the sub-menu. The following options are available: Assets Dashboard, Assets Request, Assign Assets, Returned Assets, My Assets, My Requests, Categories, and Brands.

•       Click on Assets Dashboard (highlighted in orange) to open the main Assets dashboard.

Section 2: Assets Dashboard

The Assets Dashboard is the central hub for viewing the complete inventory of all organisation assets. Five summary cards at the top provide an immediate snapshot of the asset estate, followed by a paginated, sortable table listing every individual asset record.

2.1. Summary Cards

The five cards at the top of the dashboard provide an at-a-glance overview of the asset estate:

2.2. Asset Inventory Table

The table below the summary cards lists all asset records. Click any column header to sort. The table includes the following columns:

💡 Tip:  Use the Search icon (🔍) above the table to find assets by name or serial number. The Refresh icon reloads the list to reflect the latest changes. The Items per page dropdown controls how many rows are visible at once.

2.3. Adding a New Asset

To add a new asset to the inventory, click the + Add Assets button at the top-right of the table. The Add New Asset dialog will open.

•       Click Add Asset (orange button) to save the new record, or Cancel to close without saving.

⚠️ Important: Categories and Brands must be configured in the system before adding new assets. Navigate to Assets → Categories and Assets → Brands to set these up first. Assets created without a serial number will be prefixed with 'UNASSIGNED' in the Serial No. column.​

2.4. Viewing Asset Details

Click the eye icon (👁) in the Actions column, or click an asset name directly in the table, to open the full asset detail view. This page shows the asset's specifications, current assignment, and a complete activity timeline.

2.5. Editing an Asset

Click the pencil icon (✏️) in the Actions column of any asset row to open the Edit Asset dialog. All fields from the Add New Asset form are editable.

•       Update any field as required (Asset Name, Brand, Serial Number, Asset Tag, Category, Country, or Description).

•       Click Update Asset (orange button) to save the changes, or Cancel to discard.

📜 Note:  Editing an asset does not change its assignment status. To change who holds an asset, use the Assign Assets page or process a return through the Returned Assets page.

Section 3: Assets Request

The Assets Request page allows administrators to view, review, and action all asset requests submitted by employees across the organisation. Each request can be approved and an asset directly assigned, or it can be rejected.

Navigate to Assets → Assets Request to open the requests list.

3.1. Request List Columns

3.2. Viewing Request Details

Click the eye icon (👁) on any request row to open the Asset Request Details dialog.

3.3. Approving and Assigning a Request

•       Click the tick icon (✓) in the Actions column, or click Approve & Assign within the details dialog.

•       The system will prompt you to select the specific asset to assign to the employee.

•       Once confirmed, the request status changes to Assigned and the asset status updates to Allocated on the dashboard.

3.4. Rejecting a Request

•       Click the cross icon (✗) in the Actions column next to the request.

•       The request status will immediately change to Rejected. The employee will be able to see this status change on their My Requests page.

📜 Note:  Once a request has been Assigned or Rejected, the approval/rejection action icons are no longer displayed for that row. Only requests in Requested status can be actioned.​

Section 4: Assign Assets

The Assign Assets page provides administrators with a complete view of all employees who currently have assets assigned to them, along with summary counts and the ability to assign additional assets directly to any employee.

Navigate to Assets → Assign Assets to open the page.

4.1. Summary Cards

4.2. Employee Assignment List

The table lists every employee who has at least one asset assigned. Each row shows:

4.3. Assigning a New Asset to an Employee

•       Click the + Assign Assets button at the top-right of the page.

•       Select the employee and the asset to assign from the prompts that appear.

•       Confirm the assignment. The employee's Assigned badge count will increment and the asset status will change to Allocated.

4.4. Viewing Employee Assets

Click the eye icon (👁) next to an employee to open their Employee Assets detail page. This page shows the employee's profile summary and a card-based view of every asset currently assigned to them.

💡 Tip:  To return an asset directly from this page, click the Return Asset button on the relevant asset card. This will mark the asset as Returned and update its status in the inventory accordingly.

Section 5: Returned Assets

The Returned Assets page tracks all assets that have been handed back by employees or decommissioned. It provides summary counts and a table of all return and disposal events.

Navigate to Assets → Returned Assets to open the page.

5.1. Summary Cards

5.2. Return Log Table

The table logs every asset return event. Each row includes:

📜 Note:  When no assets have been returned yet, the table displays 'No data available'. Returns are initiated from the Employee Assets page (Assign Assets → view employee → Return Asset button).​

Section 6: My Assets (Employee View)

My Assets is an employee-facing view that lets individual employees see all assets currently assigned to them and submit new asset requests. Administrators can also access this view to see it from an employee's perspective.

Navigate to Assets → My Assets to open the page.

6.1. Summary Cards

6.2. My Assets Table

The table lists all assets currently assigned to the logged-in employee:

6.3. Submitting a New Asset Request

•       Click the + Assets Request button at the top-right of the page.

•       The Request New Asset dialog will open.

•       Click Submit Request (orange button) to send the request, or Cancel to close without submitting.

📜 Note: After submitting, the request will appear on the administrator's Assets Request page with a status of Requested. The employee can track the outcome on their My Requests page.

Section 7: My Requests (Employee View)

My Requests gives employees visibility of all asset requests they have submitted, along with their current approval status and a detailed view of each request outcome.

Navigate to Assets → My Requests to open the page.

7.1. Summary Cards

7.2. My Requests Table

7.3. Viewing Request Details

Click the eye icon (👁) on any request to open the Request detail dialog.

•       Click Close to dismiss the dialog and return to the My Requests list.

Section 8: Categories

The Categories page allows administrators to manage the list of asset categories used throughout the Assets module. Categories are a prerequisite for adding new assets and must be configured before any assets can be registered in the system. Examples of categories include Laptop, Mouse, Keyboard, Monitor, Cables, Headset, and Camera.

Navigate to Assets → Categories to open the Categories list page.

8.1. Categories List

The categories table displays all currently configured categories in the system:

💡 Tip:  Use the Search icon (🔍) to quickly find a specific category by name. The Refresh icon reloads the list to show any recently added categories.

8.2. Adding a New Category

•       Click the + Add Category button at the top-right of the page.

•       The Add Category dialog will open.

•       Click Add Category (orange button) to save the new category, or Cancel to close without saving.

⚠️ Important:  Category names must be unique. Adding a duplicate category name may cause confusion when selecting categories during asset registration or employee asset requests. Review the existing list before adding new entries.

8.3. Editing a Category

•       Click the pencil icon (✏️) in the Actions column next to the category you want to update.

•       The Edit Category dialog will open with the current category name pre-filled.

•       Modify the Category field as required.

•       Click Update (orange button) to save the change, or Cancel to close without saving.

📜 Note: Renaming a category will update it across all existing assets that are assigned to that category. Ensure the new name accurately reflects all assets currently using it before saving.

Section 9: Brands

The Brands page allows administrators to manage the list of asset manufacturers and brands used in the Assets module. Brands are a prerequisite for adding new assets and must be configured before any assets can be registered. Examples of brands include Dell, HP, Apple, Lenovo, Logitech, Microsoft, and CISCO.

Navigate to Assets → Brands to open the Brands list page.

9.1. Brands List

The brands table displays all currently configured brands in the system:

📜 Note:  The Brands list is paginated. Use the page navigation controls at the bottom of the table to browse all entries. The example above shows 18 brands across 2 pages.

9.2. Adding a New Brand

•       Click the + Add Brand button at the top-right of the page.

•       The Add Brand dialog will open.

•       Click Add Brand (orange button) to save the new brand, or Cancel to close without saving.

⚠️ Warning:  Brand names must be unique. Check the existing list before adding a new brand to avoid duplicate entries. Brands must be configured here before they can be selected when registering a new asset in Assets Dashboard → Add Assets.

9.3. Editing a Brand

•       Click the pencil icon (✏️) in the Actions column next to the brand you want to update.

•       The Edit Brand dialog will open with the current brand name pre-filled.

•       Modify the Brand Name field as required.

•       Click Update Brand (orange button) to save the change, or Cancel to close without saving.

📜 Note:  Renaming a brand will update it across all existing asset records that reference that brand. Verify the updated name is correct before saving to avoid inconsistent asset records.

Summary:

The following table summarises all Assets module sub-sections, their audience, and their primary purpose.