You need an HR administrator role to add equipment. Everything below happens in one panel, and nothing is written until you press the button at the end.
Open the register
- Sign in to app.jalihr.org.
- In the left sidebar, open the People group and choose Equipment. It sits just below Documents.
- The register lists every item, who holds it, and when it went out. The Assigned to column is the one people check most.
- Press Add equipment. A panel opens on the right.
Describe the item
Name the item the way your own team will look for it, not the way the invoice describes it. "Sales laptop 3" beats "Latitude".
| Item name | What your team will search for. This is the name that shows on the register. |
|---|---|
| Kind | Laptop, phone, vehicle and so on. Kind does two jobs: it sets the label on the tracking field (a laptop asks for Serial no.) and it sets the offboarding defaults. |
| Make and model | The manufacturer and model, for example Dell and Latitude 5440. |
| Serial no. | The number printed on the item itself. This is what proves which unit came back. |
| Details | Specs, accessories and condition, in your own words: "16GB RAM, 512GB SSD. Charger and sleeve. Good condition." |
Assign it
Choose Person to hand the item to an employee, then pick them from the list. Choose a storage unit instead when the item is going on a shelf rather than to a person.
Only employees with a profile appear in the list. If the person you are looking for is missing, add them under People first, then come back.
Decide what happens when they leave
This is the part worth a minute of thought, because it is what makes the register useful at offboarding rather than just a list.
- Choose Return so the item has to come back before the exit is complete.
- Turn on Deduct item value from final dues if an unreturned item should be charged.
- Enter the value. This is the figure the final pay run would deduct, so use what you would actually charge, not the original purchase price.
Send the policy
Set the policy question to Yes and pick the document they sign to confirm they received the item, for example Equipment handover and use policy.
Save it
Press Assign and send policy. The panel closes once the item is written. On the register the item now shows as assigned, with the policy out for signature.
The signature is the employee's to give. The item is on the register and assigned straight away; the policy stays "out for signature" until they sign it.