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Assets App User Manual

Welcome to the Assets App — a powerful and intuitive platform designed to help you manage, track, assign, and transfer physical and digital assets within your organization. This manual will guide you through all core features and functionalities to ensure effective asset management across teams and departments.

1. Introduction

The Assets App is a centralized asset management system designed to help organizations efficiently track, assign, and control their physical and digital assets. Whether you're managing laptops, access cards, equipment, or office supplies, this app provides a structured, secure, and intuitive interface for handling the full lifecycle of assets within your organization.

With features that support real-time asset tracking, card issuance and return, assignment monitoring, and transfer logging, the app ensures full visibility and accountability across all asset-related operations.

🔑 Key Features

  • Asset Registry
    Maintain a detailed inventory of all assets, including asset name, type, status, and location.

  • Assignment Management
    Assign assets to employees, departments, or units and reassign as needed.

  • Return/Issue Cards
    Record and manage the issuance and return of access cards or identity tags tied to assets.

  • Asset Transfers
    Initiate and track transfers of assets between locations, teams, or departments.

  • Activity History
    View a complete audit trail of all asset actions, including creation, edits, transfers, and deletions.

  • Advanced Filtering and Search
    Quickly locate assets using filters for type, status, assignee, and more.

  • Permissions-Based Access
    Control who can view, add, edit, or delete assets using a robust role-based access system.

✅ Benefits

  • Improved Operational Oversight
    Provides real-time insights into asset distribution, usage, and availability.

  • Enhanced Accountability
    Tracks every action taken on an asset, ensuring clear responsibility at every step.

  • Streamlined Processes
    Replaces manual tracking with a digital, audit-ready platform to manage assets efficiently.

  • Support for Compliance
    Keeps a secure and traceable record of asset handling — ideal for audits and policy enforcement.

The Assets App is an essential tool for HR & IT departments, office managers, and operations teams who need a reliable solution for organizing, tracking, and securing company assets across their entire lifecycle.

2. Overview

The Assets App is an all-in-one solution for managing your organization’s inventory. It enables you to:

  • Add, edit, and track assets
  • Assign and return access cards
  • Reallocate assets between users or departments
  • Monitor historical records of asset activities
  • Handle asset transfers with full traceability
  • Automatically generate documents

It ensures transparency, accountability, and proper lifecycle tracking of valuable resources.

3. Getting Started

Access Requirements

Before using the app: - Ensure you have the appropriate permissions assigned by your system administrator. - Use your login credentials to sign in.

Accessing the Dashboard

After logging in: - Navigate to the Dashboard and click the "Assets" section in the main navigation bar to get started.

4. Navigation

The app's layout is designed for ease of use. Key navigation links include: - Manage Assets - Return/Issue Cards - Assigned Assets - Transfers - History

Located at the top of each page, this feature allows you to track your current location in the app and return to previous pages with ease.

5. Features and Functionalities

🗃 Manage Assets

  • View Assets: Displays a searchable, sortable list of all assets in the system.
  • Add Asset: Click "Add Asset" to input new asset information.
  • Edit Asset: Select an asset to modify its details.
  • Delete Asset: Remove an asset permanently from the system (permission required).

🛠️ Asset Corrections (Damage or Loss)
Users with the appropriate permissions are allowed to record and correct incidents involving damaged or stolen assets directly within the system.

Every correction is automatically logged in the asset’s history record, ensuring transparency, accountability, and a complete audit trail of all asset-related actions.

📦 Group Assets for Efficient Onboarding and Offboarding
The system allows you to create group assets, which bundle multiple predefined items into a single asset group.

This feature significantly speeds up onboarding and offboarding processes, as it enables bulk assignment or return of items that are commonly issued together (e.g., laptops, monitors, access cards).

Group asset creation is available when all included items are predefined and sufficient quantities are available in the warehouse.

💳 Return/Issue Cards

  • Issue Card: Assign a card to a selected employee.
  • Return Card: Record the return of a card from an employee to mark it available for reuse.

⚙️ Automated Card Issuance/Return
Once all required information is entered into the system — including asset details, item categories, employee assignments, and warehouse setup — the app allows you to automatically generate return or issue cards for assets.

This feature streamlines the process by using existing records to pre-fill card data, reducing manual entry and ensuring accurate, accountable asset handling.

👥 Assigned Assets

  • View Assignments: Displays a list of assets currently assigned to employees.
  • Reassign Assets: Modify the assignment to a different user or department.

👤 Profile-Based Access
Assigned assets and their full activity history can also be accessed directly from a user’s profile.
This allows for quick review of what assets a person is responsible for, along with a transparent log of all related actions.

🔄 Transfers

  • Initiate Transfers: Select assets to transfer between departments or physical locations.
  • Track Transfers: Monitor the status and logs of ongoing or completed asset transfers.

🕓 History

  • Asset Activity Log: View all changes and activities related to each asset including:
  • Assignments
  • Transfers
  • Edits
  • Deletions

6. Permissions and Access Control

The Assets App uses a role-based permissions model to control access to sensitive actions.

Role/Permission Add/Edit Assets Delete Assets Issue Cards View History
Viewer ❌ ❌ ❌ ✅
Asset Manager ✅ ✅ ✅ ✅
Administrator ✅ ✅ ✅ ✅

⚠️ Note: If you cannot perform an action, you may not have the required role. Contact your administrator for access rights.

7. Step-by-Step Guide to Using the Assets App

Below is a structured guide to help you set up and use the app effectively:

Step 1: Create Items and Categories

Start by organizing your asset structure.

  • Create Categories
    Go to the "Categories" section and click "Add Category".
    Enter the category name and description (e.g., Laptops, Vehicles, Tools), then click Save.

  • Create Items
    Navigate to the "Items" section and click "Add Item".
    Fill in the item name, select a category, and provide relevant metadata (e.g., brand, model, serial number). Save when complete.

Step 2: Set Up Warehouses

Warehouses represent storage locations or departments.

  • Go to the "Warehouses" section and click "Add Warehouse".
  • Input details such as the warehouse name, location, and description.
  • Click Save to register the location in the system.

Step 3: Store Items with Actual Stock

You can now assign quantities to the items in your warehouses.

  • Go to the "Stock Management" section.
  • Select the Warehouse and Item.
  • Enter the current quantity in stock, then click Save to update your inventory.

Step 4: Manage Assets

With items, categories, and warehouses in place, you’re ready to actively manage assets.

  • View and Edit Assets
    Go to "Manage Assets" to see a list of all assets.
    Click on an asset to edit its information, update status, or assign metadata.

  • Assign Assets
    Assign assets to users by selecting an asset and choosing an employee, team, or department from the dropdown.

  • Transfer Assets
    To transfer an asset:

  • Select the asset
  • Click Transfer
  • Choose the destination warehouse or department
  • Save the transfer to update records

Step 5: Track Asset History

Every interaction with an asset is logged automatically.

  • Navigate to the "History" section.
  • Select an asset to view its audit trail.
  • The history includes:
  • Additions and deletions
  • Assignments and reassignments
  • Transfers and edits

🔍 This feature ensures full transparency and enables internal audits or compliance reporting.

8. Support and Resources

If you encounter issues or have questions:

  • Contact your HR Administration for guidance.
  • Online Resources: Check the Pulsawork Help Center for tutorials and FAQs.
  • Pulsawork Support: Reach out via the support portal.

This detailed manual helps you use Pulsawork’s Approvals App efficiently, from simple searches to bulk actions and AI-powered data extraction. Happy controlling! 🚀

9. FAQ

How do I add a new asset?

Navigate to Manage Assets and click "Add Asset". Complete the form and click Save.

How can I issue a card to an employee?

Go to Return/Issue Cards, select an employee, and assign the card from the available list.

What should I do if I encounter an error?

Refresh the page. If the problem persists, contact your IT support team.

How do I view the history of an asset?

Click on the History tab and select the asset to view its full activity log.

Can I transfer assets between departments?

Yes. Use the Transfers section to select assets and assign them to a new department.

How does the page look like?

Assets Table Example