Manage assets/asset groups

Updated in July - 2024 | Subscribe to watch greytHR how-to video

Managing assets or asset groups refers to the process of organizing and overseeing the various assets owned or used by an organization. It involves categorizing assets, tracking their location and status, and implementing measures to optimize their utilization, maintenance, and security.

The Assets Management page in the greytHR Admin portal allows you to monitor and manage the organization's asset groups. On this page, you can view information such as Description, Total no. of assets, Allocated assets, Available assets, and the Value of the assets. The individual assets are categorized under various groups such as IT, Admin, and Facilities. The page also lets you download the asset details. 

To view the Asset Management page, click Assets Management > Asset Management.

The page displays the following tabs:

• Overview - The tab displays a list of asset groups that are currently available in the account.

• Register - The tab allows you to add new assets and download the assets list. 

You can perform the following actions on the Assets Management page:

1. View asset details.

2. Add asset group.

3. Add an asset.

4. Download asset list.

View asset details

To view assets details, perform the following actions:

1. On the Asset Management page, click the Overview tab. A list of assets appears. The list displays the various asset groups in a tabular format with Total, Allocated, Available, and Value of Assets columns. 

2. In the Description column, click + to view the list of individual assets under a particular asset group.

Add asset group

To add an asset group, perform the following actions:

1. On the Asset Management page, click the Asset Group Settings icon. A list of asset groups appears.

2. Click + Add Group. The Add Asset Group card expands.

3. In the Description textbox, enter the name of the asset group.

4. Click Save. A success message appears, and the created asset group appears in the list.

5. Click the newly created asset group card. The card expands. 

6. Under the Asset Types section, double-click on a cell to enter the details of the individual asset. A success message appears.

7. Under the User section, from the dropdown list, select the required users. You can select multiple users. 

Note: You can also edit/delete the asset groups using the Edit/Delete icons available on the required row.

Add an asset

To add an asset to a group, perform the following actions:

1. On the Asset Management page, click the Register tab. A list of assets added in the past appears.

2. Click Add Asset. A form with default Asset No appears.

3. From the Asset Group, select the relevant group.

4. From the Asset Type dropdown lists, select the required option.

5. Click the Upload Image button to upload an image of the asset. Browse to the required folder and select the file. Click Open to attach an image that represents the asset.
   Note: You can only upload files in GIF, JPG, and PNG formats.

6. In the Description textbox, enter the required information.

7. From the Location dropdown list, select the required option. 

8. From the Brand dropdown list, select the required option.

9. In Attachment, click Upload File to attach a file related to the asset such as an invoice, bill, and receipt. Browse to the required folder to select the file and click Open.
   Note: You can only upload files in PDF, XLS, XLSX, DOC, DOCX, TXT, PPT, PPTX, GIF, JPG, and PNG formats.

10. In the Model textbox, enter the model number of the asset.

11. In the Serial No textbox, enter the serial number of the asset.

12. From the Purchase Date dropdown calendar, select the date of purchase.

13. In the Invoice No, Original Value, and Current Value text boxes, enter the required information.

14. From the Warranty options, click Yes/No as per your requirements.

15. In the Remarks textbox, enter the required information.

16. Click Save. A success message appears.

Note: You can also edit a particular asset record by using the Edit icon available on the required row.

Download assets list

To download the assets list, perform the following actions:

1. On the Asset Management page, click the Register tab. A list of assets appears.

2. Using the Status, Asset Group, Asset Type, Active, and Employee dropdown filters, customize the list of assets.

3. Click the Export to Excel button. The list of assets downloads in Excel format.

Other related links:

• Add asset groups

• View employee's assets

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