Managing Employee Equipment

This tutorial will show you how to track and manage equipment that has been assigned to your employees. You can manage all types of company equipment and ensure that each employee has the tools that they need for their job.

This tutorial has two parts:

Part 1: To Assign Equipment to an Employee
Part 2: To Assign Multiple Equipment Items to an Employee

Before you begin: - This tutorial assumes that you have added one or more HR equipments types to your HR program via the HR Equipment screen. If you have not yet added a equipment record, please view the Add an HR Equipment Type tutorial to learn how to do so before proceeding with this tutorial.

NOTE: Click on the images below to view them at full size

To Assign Equipment to an Employee:

Click on the HR tab and then choose the Employee HR menu to display the various options.

Fig. 01: The Equipment command under the HR tab's Employee menu.

Choose the Employee HR - Equipment menu option. This opens the Employee - Equipment screen where you can assign equipment to your employees.
Employee Equipment Help Screen...
When the Employee Equipment screen appears, select the drop-down list immediately to the right of the New button. This displays a list of the employees that are a part of your HR program.

Fig. 02: Select the employee to whom you will assign equipment.

Select the desired employee's name, and then choose the New button to insert a new equipment row in the table.
Move to the Equipment cell and then click on the downward arrow to display a list of equipment types that have been added to your HR program.

No Available Equipment Types? If you do not see any equipment types in this drop-down list, it is because none have yet been added in the HR Equipment screen (accessible from the Employer HR - Equipment menu command). Refer to the Adding HR Equipment Types tutorial for further details.

Example:

Fig. 03

Add HR Equipment Types

Fig. 03: The Equipment cell shows the available equipment types that can be assigned to the current employee.

Click on the equipment type that you wish to assign. This closes the drop-down menu and displays your selection in the Equipment cell.
Move to the Type cell and enter text that indicates the equipment's classification or category. This cell is optional, but can be useful if you wish to categorize the equipment based on your company's existing classification structure.
Move to the Required Date cell and use the Calendar icon to define the date on which the equipment was assigned.
If the equipment has been returned by the employee, then move to the Completion Date cell and use the Calendar icon to enter the appropriate date.
Click on the downward arrow in the Status cell, and then choose an option to designate the employee's current status for the equipment (Required or Completed). When you make your choice, the drop-down menu closes and displays your selection in the cell.
Move to the Details cell and click on the Enter hyperlink. This opens a window that allows you to enter detailed information about the equipment and/or its assignment.
Enter the equipment type's details as needed. You can use the formatting bar to change the font size, color, etc. You can also paste content into the window from another program or document (e.g. word processor, spreadsheet, web page).
Example: In Fig. 04 below, we have entered an template form that can be filled in each time an employee requests work equipment.

Fig. 04: The completed Details window.

When the equipment details are complete, choose the Save button to close the pop-up window. This returns you to the main screen where the cell's original hyperlink has been replaced with the word "Edit" to indicate that you can perform further changes to the details when needed.
Select the Documents button to open a window where you can attach documents and files that pertain to the current equipment or its assignment. This can include PDFs, word processing documents, spreadsheets and images.

Fig. 05: The Documents window.

When the Documents window appears, select the "+" (plus sign) icon to display the Open dialog box, and then use this window to navigate to the location of the document(s) that you wish to add.
Example: In Fig. 06 below, we see several documents that relate to the employee's current and historical equipment assignments.

Fig. 06: Choose one or more documents to be added to this equipment assignment.
Select one or more documents as needed, and then choose the Open button. This adds the selected document(s) to the eNETEmployer Documents window.

Fig. 07: We have chosen three supporting documents for this equipment assignment.
Select the Close button to exit the Documents window.
When your details are complete, choose the Save icon (the Check Mark icon at the left side of the row) to accept your changes. This action saves the changes for the row and takes you out of Edit Mode.
Repeat the preceding steps to assign additional employee equipment as needed.
Example: In Fig. 08 below, we have assigned equipment to all of our sample employees.

Fig. 08: Five completed equipments - one for each employee.

Fig. 08: Five completed equipment assignments - one for each employee.

Save the changes to each row when you are complete.

To Assign Multiple Equipment Items to an Employee

If you wish to assign multiple equipment items to your employees, you can do so easily.

In the Employee - Equipment screen, select the drop-down list immediately to the right of the New button to display the list of employees.
Select the name of the person to whom you wish to assign a second equipment item, and then choose the New button. This inserts a sub row under the selected employee's existing equipment row.

Fig. 09: A second equipment sub row has been added to an employee.

Move to the Equipment cell for the new sub row, and choose a new equipment type to assign.
Move through the various cells and apply the settings needed to assign the equipment.
Example: In Fig. 10 below, we see an employee with two equipment assignments.

Fig. 10: An employee is shown with three equipment assignments.
Save the changes to the row when you are complete.

This completes the tutorial on assigning equipment items to an employee.

See Also: