CitoHRCitoHR
Features / Equipment

Equipment

Complete guide to tracking and managing equipment assignments in CitoHR.

Overview

The Equipment feature allows you to track equipment assigned to employees, monitor equipment status, and manage equipment inventory. This helps organizations keep track of company assets like laptops, phones, monitors, and other equipment.

Prerequisites

  • You must be logged in to your CitoHR account
  • Equipment must be assigned to you by an administrator

Accessing Your Equipment

  1. Log in to your CitoHR account
  2. Click on Equipment in the main navigation menu
  3. You'll see a list of all equipment assigned to you
Equipment page showing list of assigned equipment
Access your assigned equipment from the main navigation menu

Viewing Your Assigned Equipment

See all equipment assigned to you:

  1. On the Equipment page, you'll see a list showing:
    • Equipment name and type
    • Serial number or asset ID
    • Brand and model
    • Assignment date
    • Status (Assigned, Returned, Maintenance, etc.)
    • Condition
  2. Click on any equipment item to view full details
  3. Use filters to view:
    • All equipment
    • By equipment type (Laptop, Phone, Monitor, etc.)
    • By status
Equipment list showing all assigned items with details
View all equipment assigned to you with status and details

Viewing Equipment Details

Get detailed information about a piece of equipment:

  1. Click on an equipment item in your list
  2. The equipment details panel will open showing:
    • Full equipment specifications
    • Purchase date and cost
    • Warranty information
    • Assignment history
    • Maintenance records
    • Condition notes
  3. Review any attached documents or manuals
Equipment details panel showing full information
Click on equipment to view detailed specifications and history

Reporting Equipment Issues

Report problems with assigned equipment:

  1. Open the equipment item that has an issue
  2. Click the "Report Issue" button
  3. Fill in the issue report:
    • Issue Type - Select from dropdown (Broken, Damaged, Not Working, etc.)
    • Description - Describe the problem in detail
    • Priority - Select urgency level (Low, Medium, High, Critical)
    • Upload photos if applicable
  4. Click "Submit Report"
  5. IT or administrators will be notified and can take action
Report issue form showing issue type and description fields
Report equipment problems to get them fixed quickly

Requesting Equipment

Request new equipment or replacements:

  1. On the Equipment page, click "Request Equipment"
  2. Fill in the request form:
    • Equipment Type - Select from dropdown (Laptop, Phone, Monitor, etc.)
    • Reason - Explain why you need the equipment
    • Urgency - Select priority level
    • Add any specific requirements or preferences
  3. Click "Submit Request"
  4. Your manager and IT will be notified
Request equipment form showing equipment type and reason fields
Request new equipment or replacements when needed

Adding Equipment to Inventory (Admin)

Add new equipment to the system:

  1. Navigate to Admin > Equipment
  2. Click "Add Equipment" or "New Equipment"
  3. Fill in equipment details:
    • Equipment Type - Select type (Laptop, Phone, Monitor, Keyboard, Mouse, Headphones, Other)
    • Name - Enter a descriptive name
    • Brand - Equipment brand
    • Model - Model number
    • Serial Number - Unique serial number
    • Asset ID - Company asset tag number
    • Purchase Date - When equipment was purchased
    • Purchase Cost - Original purchase price
    • Warranty Expiry - Warranty expiration date
  4. Set initial status:
    • Available - Ready to assign
    • Assigned - Assign to an employee immediately
    • Maintenance - Currently being serviced
  5. Click "Save Equipment" to add to inventory
Add equipment form showing all equipment details
Add new equipment to the inventory with complete details

Assigning Equipment to Employees (Admin)

Assign equipment to employees:

  1. Navigate to Admin > Equipment
  2. Find the equipment you want to assign (or add new equipment)
  3. Click the "Assign" button
  4. In the assignment dialog:
    • Select the employee from the dropdown
    • Set the assignment date
    • Add any notes about the assignment
    • Set condition (New, Good, Fair, Poor)
  5. Click "Assign Equipment"
  6. The employee will receive a notification about the assignment
Assign equipment dialog showing employee selection
Assign equipment to employees with assignment details

Returning Equipment

Return equipment when you no longer need it:

  1. Open the equipment item you want to return
  2. Click the "Return Equipment" button
  3. In the return dialog:
    • Confirm the return date
    • Note the condition of the equipment
    • Add any return notes
  4. Click "Return Equipment"
  5. The equipment will be marked as returned and available for reassignment
Return equipment dialog showing return details
Return equipment when you no longer need it

Tracking Equipment Inventory (Admin)

Monitor all equipment in the organization:

  1. Navigate to Admin > Equipment
  2. View the equipment dashboard showing:
    • Total equipment count
    • Assigned equipment
    • Available equipment
    • Equipment in maintenance
    • Equipment by type
  3. Use filters to view:
    • All equipment
    • By status
    • By type
    • By assigned employee
  4. Export equipment reports if needed
Equipment inventory dashboard showing statistics and list
Track all equipment across the organization

Related Features

  • User Management - View equipment assigned to users from their profiles
  • My Profile - See your assigned equipment in your profile
  • Onboarding - Equipment assignment can be part of onboarding processes