Assigning Assets to Users - User Assignment Guide

Overview

User assignment creates accountability by tracking who is responsible for each asset. This is essential for laptops, tools, vehicles, and any equipment used by specific individuals.

When to Assign to Users vs. Locations

Assign to USER when:

• Asset moves with the person (laptop, phone, tablet)
• Individual is responsible for the asset
• Asset is for exclusive use by one person
• You need to track who has what for security/inventory

Assign to LOCATION when:

• Asset stays in one place (projector, furniture, server)
• Shared by multiple people
• Fixed equipment in rooms/buildings

Important: An asset can be assigned to a user OR a location, but not both simultaneously.

Assigning an Asset (Single Assignment)

Method 1: From Asset Detail Page

1. Navigate to Assets
2. Click the asset name to open detail page
3. Click "Edit" button
4. Scroll to "Assignment" section
5. In "Assigned To" dropdown, select user's name
6. Clear "Location" field if it has a value (mutually exclusive)
7. Click "Save"

Method 2: From Asset List (Quick Assign)

1. Go to Assets page
2. Find asset in list
3. Click three-dot menu → "Assign to User"
4. Select user from dropdown
5. Click "Assign"
6. Asset list updates immediately

What Happens When You Assign

• User receives email notification: "Asset [Name] has been assigned to you"
• Asset appears in user's "My Assets" view
• Assignment creates audit trail entry: "Asset assigned to [User Name]"
• If asset had a location previously, location is cleared

Assigning Multiple Assets to One User (Bulk Assign)

For onboarding new employees with multiple items:

1. Go to Assets page
2. Use checkboxes to select multiple assets
3. Click "Bulk Actions" → "Assign to User"
4. Select user from dropdown
5. Click "Assign All"
6. Confirmation modal shows list of assets being assigned
7. User receives one email listing all assigned assets

Use case: New hire receives laptop, monitor, keyboard, mouse - assign all 4 at once.

Reassigning Assets (Changing Owner)

When transferring equipment between employees:

Individual Reassignment

1. Open asset detail page
2. Click "Edit"
3. Change "Assigned To" dropdown to new user
4. Click "Save"
5. Previous user receives notification: "Asset [Name] unassigned from you"
6. New user receives notification: "Asset [Name] assigned to you"

Bulk Reassignment (Employee Departure)

When employee leaves and you need to reassign all their assets:

1. Go to Assets page
2. Click Filters → Assigned User → [Departing Employee]
3. Select all filtered assets (checkbox in header)
4. Click "Bulk Actions" → "Assign to User"
5. Select new owner or choose (Unassign) to clear assignment
6. Click "Reassign All"

Tip: Export the list first for HR records before reassigning.

Unassigning Assets

To remove user assignment without assigning to someone else:

1. Open asset detail page
2. Click "Edit"
3. Set "Assigned To" dropdown to (None)
4. Optionally assign to a Location if asset is being returned to storage
5. Click "Save"

Use case: Employee returns laptop to IT; unassign from user, assign to location "IT Storage Shelf".

Assignment Notifications

Email Notifications

When asset is assigned:

• To: Assigned user
• Subject: "Asset assigned to you: [Asset Name]"
• Content: Asset details, serial number, instructions for asset care

When asset is unassigned:

• To: Previous user
• Subject: "Asset unassigned: [Asset Name]"
• Content: Return instructions (if configured)

In-App Notifications

All assignment changes appear in user's notification center (bell icon).

Disabling Notifications

Users can disable assignment notifications:

1. Click profile icon → Settings
2. Go to Notifications tab
3. Toggle "Asset Assignment Notifications" off

Viewing Assigned Assets (User Perspective)

My Assets View

Users can see their assigned assets:

1. Log in to UniAsset
2. Go to Assets page
3. Filter automatically shows Assigned To → Me
4. Or click profile icon → "My Assets"

What users see:

• List of all assets assigned to them
• Serial numbers, categories, purchase dates
• Maintenance history for their assets
• Documents (manuals, warranties)

Manager View (See Team's Assets)

Managers can view assets assigned to their team:

1. Go to Assets page
2. Filter: Assigned User → [Team Member Name]
3. Repeat for each team member
4. Or export all assets, filter by department in Excel

Note: Dynamic "team view" based on org hierarchy is planned for future release.

Assignment Rules and Permissions

Who Can Assign Assets?

• Owner: Can assign any asset to any user
• Admin: Can assign any asset to any user
• Manager: Can assign assets (but not to users outside their visibility)
• Viewer: Cannot assign assets (read-only)

Assignment Validation

UniAsset prevents:

• Assigning to deactivated users (dropdown excludes them)
• Assigning to pending invitations (user must accept first)
• Assigning to non-existent users (must invite first)

Assignment Limits

• No limit on how many assets one user can have
• One asset can only be assigned to one user at a time
• Assignment can be changed anytime (no approval workflow)

Best Practices

1. Assign Immediately Upon Deployment

Don't wait. Assign the asset as soon as you hand it to the employee. Delays create gaps in accountability.

2. Update Assignments When Employees Move

If Sarah moves from Marketing to Sales, update her assigned assets' department field (but keep her as assigned user).

3. Document Return Condition

When unassigning (employee returns asset), add a Note: "Returned 2026-01-02, good condition, no damage."

4. Use Assignment for Security

For IT assets with sensitive data, regularly audit who has what via Assets → Filter → Assigned User.

5. Track Assignment Changes

Review audit trail periodically:

1. Open asset detail page
2. Click "History" tab
3. See all assignment changes with dates and who made them

Assignment for Different Asset Types

Laptops/Computers

• Always assign to user (not location)
• Update when employee moves offices (user moves, asset moves with them)
• Track for software licensing (one license per assigned user)

Vehicles

• Assign to primary driver
• For shared vehicles (pool cars), assign to Location "Vehicle Pool" instead
• Update assignment when driver changes

Tools

• Assign to technician responsible for tool
• For shared tool cribs, assign to Location "Tool Room"
• Temporary checkouts can use Assignment (assign when checked out, unassign when returned)

Office Furniture

• Usually assign to Location, not User
• Exception: Ergonomic chairs purchased for specific employee with medical need (assign to user)

Mobile Phones

• Assign to user
• Update when phone is passed to new employee (phones often transferred more than users)

Troubleshooting

"User not found in dropdown"

Causes:

• User hasn't been invited yet → Go to Settings → Users → Invite
• User invitation pending → Wait for user to accept invitation
• User deactivated → Reactivate user or choose different user

"Cannot assign - asset already assigned to location"

Solution:

1. Edit asset
2. Clear Location field
3. Then assign to user

"User didn't receive assignment email"

Check:

1. Verify email address in Settings → Users
2. Check user's spam folder
3. Confirm user has email notifications enabled (Settings → Notifications)
4. Resend: Unassign and reassign the asset

"Need to reassign 50+ assets quickly"

Use Bulk Assign:

1. Filter to show all 50 assets
2. Select all (checkbox in header)
3. Bulk Actions → Assign to User
4. Bulk actions are limited to 100 assets at once; if more, do in batches

Frequently Asked Questions

Can one user have assets from multiple departments?

Yes. User assignment is independent of department. An IT employee can be assigned assets from Marketing department's budget.

Can I assign an asset to a user in a different office location?

Yes. User assignment is not restricted by office/location. A remote employee can have assets assigned to them.

Does assigning change the asset's department?

No. Department is a separate field. You can assign a Marketing asset to an IT employee without changing the department.

Can users assign assets to themselves?

Only if they have Manager role or higher. Viewers cannot self-assign.

What if assigned user leaves the company?

1. Deactivate the user (Settings → Users → Deactivate)
2. Filter assets by that user
3. Bulk reassign to new owners or unassign
4. User's name remains in audit trail for historical accuracy

Related Articles

• Assigning Assets to Locations - Fixed asset assignment
• Inviting Team Members - Add users before assigning
• Understanding Roles & Permissions - Who can assign assets
• Deactivating Users - Handle departed employees

Need Help?

If you're having trouble with bulk assignments or need to script large reassignments, contact support for assistance.