Equipment Management

Updated August 4, 2026

Overview

Equipment tracking lets your company manage the devices you hand out — laptops, desktops, tablets, smartphones and any custom type you define. You can see who has which device, what condition it is in, and where it is in its lifecycle.

Who Can Do What

Equipment page (`/company/equipment`)

Role	Access
Owner	Full access: add, edit, assign, unassign, archive, restore
Admin	Full access: add, edit, assign, unassign, archive, restore
Support	Full access: add, edit, assign, unassign, archive, restore
HR	Currently blocked — see the note below
Manager	No access to the equipment page
Employee	No access to the equipment page

Everyone who can open the page has the same rights — there is no read-only variant of it.

Known issue for HR users: the Equipment item appears in the left menu for the HR role, but opening it returns "Access denied" and redirects to the dashboard. Until that is corrected, equipment must be managed by an owner, admin or support user. HR can still see an employee's assigned devices on the employee's profile.

Equipment on an employee profile

The Equipment details card on a profile page shows the devices assigned to that person.

Who is viewing	What they see
Owner / Admin / HR / Support	Always visible, even with no equipment assigned. Includes a Manage equipment link. When empty, shows a link to the Equipment tab to assign one. (For HR that link currently leads to the access error above.)
Manager / Recruiter / Employee	Visible only when that employee has equipment. Read-only: device name, type, status. No management links.
Employee viewing their own profile	Read-only view of their own devices. Click one for details: type, model, serial number, condition, status, assignment date.
Admin viewing their own profile	Read-only view of their own devices, plus the Manage equipment link.

Statuses

Status	Meaning
In use	Assigned to an employee right now
Available	In inventory, ready to assign
Not available	In inventory but not assignable (in repair, reserved, …)
To be returned	Assigned to an employee who is leaving — collect it back
Archived	Retired from the active inventory

Note: when a device is assigned to someone who has a termination date set, it displays as To be returned regardless of its stored status. You do not need to change it by hand.

Conditions

Condition	Description
New	Brand new device
Good	In good working order
Fair	Works, but shows wear

Tabs

Tab	Shows
Available	Devices with Available or Not available status
In use	Devices with In use or To be returned status
Archived	Devices you have archived

Each tab carries a count. The count reflects your current search and filters, so it always matches what the table can show you.

Finding a device

The search box above the table is a single box that looks across many fields at once — you do not have to know which field holds the thing you remember.

What it searches

You remember	Example	Works?
Device type	`tablet`	Yes
Model	`macbook`, `ipad`	Yes
Serial number, whole or part	`SN127563R`, `SN12`	Yes
Something written in the note	`charger`	Yes
Who has it — first name, last name or both	`Bob`, `Marley`, `Bob Marley`	Yes
Their work email, whole or part	`bob.marley`	Yes

It is forgiving about how you type it

Case does not matter — marley finds Marley.
Part of a word is enough — arle finds Marley, SN12 finds SN127563R.
Name order does not matter — Marley Bob finds Bob Marley.
Small misspellings still work — Marly finds Marley, and a missing space (bobmarley) is fine too.
Accents are handled — Muller finds Müller.

What it will not do

Nicknames are not resolved. Searching Robert will not find someone recorded as Bob.
Condition (New / Good / Fair) is not searched as text — use it as a value you read in the device details, not as a search term. A three-value word like "fair" would otherwise return every device in that condition.
Status is not searched as text either — that is what the tabs are for.

Tips

Searching your company's email domain (@acme.com) matches every assigned device — a fast way to list everything that is out with someone, though it is rarely what you want when hunting one device.
Press Enter to apply the term immediately instead of waiting for the short pause the box uses while you type. Both do the same thing.
The term lives in the page address, so you can bookmark or share a search.

Table columns

The columns differ per tab:

Tab	Columns
Available	Device type, Model, Serial number, Status, Assigned to, Note, Creation date
In use	Device type, Model, Serial number, Status, Assigned to, Note, Assignment date, Creation date
Archived	Device type, Model, Serial number, Note, Archive date, Creation date

An unassigned device reads No employee; one with no note reads No note. Model and Serial number each have a copy-to-clipboard icon. Clicking a row opens the Device details panel, which has prev/next arrows so you can walk the list without closing it.

Filters

Next to the search box, Filters narrows the list further:

Assigned to — a specific employee
Device type — one of the types in use in your workspace

Active filters appear as chips under the toolbar. Remove one by clicking its ✕, or clear them all with Reset all. The filter button shows how many filters are active.

Your filter choices are remembered — they are still applied the next time you open the page, in a later session.

How to

Add a device

Click New device on the Equipment page. The dialog walks through three steps: General information, Condition and Assigned to.

Step 1 — General information

Type* — Desktop, Laptop, Tablet, Smartphone or Other
Name of device* — appears only when you pick Other, e.g. "Headphones", "Mouse"
Model* — e.g. MacBook Pro 14" (up to 255 characters)
Serial number or unique ID* — e.g. SN12345XYZ (up to 255 characters). This is what identifies the item, and it is searchable.

Step 2 — Condition

Condition* — New, Good or Fair
Note (optional) — accessories in the box, repair history, anything you may want to search for later. Notes are searchable, and they are internal only: the employee the device is assigned to never sees them.

Step 3 — Assigned to

Assigned to (optional) — pick an employee to hand it over immediately, or leave it empty to put it in inventory

Finish with Add. Fields marked * are required; Back returns to an earlier step. Leaving the employee empty creates the device as Available; choosing one creates it as In use.

Assign a device

Open the Available tab.
Click the device to open its details.
Click Assign.
Pick the Employee* — required — and confirm the Condition*. Add a note if useful.
Submit with Assign.

The status becomes In use and the assignment date is set to today.

Return a device

Open the In use tab.
Click the device, then Unassign.
Set the Status* it returns to — Available or Not available (use the latter when it needs repair) — and confirm the Condition*.
Tick Move this device to archive if it is being retired rather than going back into the pool. The checkbox is only active when the status is not Available.
Submit with Unassign. The employee and the assignment date are cleared.

Archive or restore

Archive — open the device details and click the red archive icon. Available for devices in the Available group. You are asked to confirm; the device moves to the Archived tab and can no longer be assigned, but its details stay readable.
Restore — go to the Archived tab, open the device, click the green restore icon and confirm. It returns to Available.

There is no way to delete a device — archiving is the end of the line, which keeps the history intact.

Editing is available only for devices in the Available group: open the details and click the edit icon. You can change type, model, serial number, status (Available / Not available), condition and note. Devices that are in use or archived cannot be edited — unassign or restore them first.