- Tools and equipment · TDM
- IT Director / CTO, Operations Manager, CFO / Finance, Accounting / Analytics
- Services and offices
Equipment and tool tracking for offices and service companies
In short
Equipment tracking for offices and service companies gives every laptop, phone, monitor and shared device a record, a named holder and a history of issues and returns. It removes the usual gaps around onboarding, role changes and departures. Start with one department or one onboarding flow, label the devices and run every issue and return through a register for a quarter.
The situation before adoption
An office or service company looks tidy from the outside and is untidy in the equipment drawer. Laptops, phones, monitors, docks, headsets, demo devices, measuring instruments for service technicians, projectors for meeting rooms and keys to the supply cupboard are issued by several people: IT, the office manager, department heads. Each has a list. The lists disagree.
The usual problems:
- A laptop still assigned to a person who left. The record keeps the old name for months while the device sits in a cupboard, or with the former employee.
- Onboarding and offboarding are improvised. What a new person receives and what a leaver must return depend on who is at the desk.
- Shared devices have no owner. A meeting room projector or a demo tablet circulates and nobody knows who last used it.
- Purchases are made without a look at stock. A new monitor is ordered while three sit in a storeroom.
- Service technicians carry tools and instruments. They are issued once and never recounted.
- The equipment list and accounting records drift apart. Finance asks IT for a list at year end and receives a different one each time.
None of this is dramatic. It simply costs a few hours here and there, and the money for equipment that was never needed.
How the process looks with the module
Remanently Tools keeps one register of equipment and one of employees and records every issue, handover and return.
- Entry. A new device is labeled with a QR code or barcode and entered in the register on receipt, before it reaches a user.
- Onboarding. The new employee receives a defined set. Each item is scanned and issued to them, and the handover document is signed with a finger on a smartphone screen. No printing.
- Handovers. When a device moves between people, the change of holder is recorded in the same action. The previous holder is released and the new one named.
- Reservation of shared items. Demo devices, projectors and instruments can be reserved for a time slot in the packages that include reservations.
- Offboarding. The list of items held by the leaver comes from the register. Each returned item is scanned, its condition recorded and the holder cleared.
- Warranties and inspections. From Quick Start, warranty dates, technical inspections and reminders are kept with the item.
For devices that are also fixed assets, the same record serves Remanently Assets. For tools that need repair, Remanently CMMS keeps the history. The question to ask of any process is this: how many manual steps separate the physical return of an item from a corrected register? With scanning and a signature on a phone, the answer is one.
What changes for each role
| Role | Before | With a register |
|---|---|---|
| IT | Searches mail for who got which laptop | Sees holder, location and history per device |
| Office manager | Keeps a separate list for shared items | Reserves and issues shared items in the same register |
| Department head | Learns at departure what the person held | Sees what each team member holds at any time |
| Finance and accounting | Requests lists at year end, receives different ones | Checks idle items before purchases and sees what was lost or retired |
| Director | Sees equipment cost only in the budget | Sees equipment by person and by team |
How a loss or write-off is treated in the books is a matter for your accountant. The register supplies the history and the dates.
Leavers, role changes and long assignments
Most of the value in offices comes from three moments: joining, changing roles and leaving. A defined onboarding set means nobody is forgotten. A role change triggers a check of the person's items, because the team and the cost center may change. A departure starts with a list from the register, not from memory. For the step by step sequence, read employee offboarding and equipment return. For old cases that have already gone cold, see what to do with a laptop still assigned to a former employee. For remote and hybrid staff, see remote employee equipment tracking.
How to start at one site
- Choose one department or the onboarding of the next group of new hires.
- List what exists. Walk the office, include the storeroom, label each item and enter it with a holder or a location.
- Define the standard set for a new employee, so that issue is a list rather than a decision.
- Run every issue, handover and return through the register for a quarter. Avoid keeping a parallel spreadsheet.
- Review. Compare what the register shows with what IT and finance had. Decide whether to add reservations, warranty reminders or a second site.
The free package is a fair test: one managing user, up to 25 employees and up to 500 records, with issues, returns and history. See pricing for packages that add the mobile app, scanning and signatures, and for the self-service features. Related reading: employee equipment tracking, laptop tracking software, the IT equipment inventory template and the broader equipment tracking software.
See it on your own devices
Bring the device list of one department and we will show it as a register with holders, an onboarding issue with a phone signature and an offboarding return. Book a short demo.
Frequently asked questions
How do we keep track of laptops and phones across a growing office?
Give each device a label and a record, issue it to a named person with a signature and record every handover and return in the same register.
Can shared devices such as projectors or demo units be handled?
Yes. They can be recorded as items, issued to a named person and, in the packages with reservations, reserved for a time slot.
How does it help with leavers?
The list of items held by the leaver comes from the register, each returned item is scanned and its condition recorded, and the holder is cleared in the same step.
Can warranty dates be tracked?
From the Quick Start package, warranties and warranty deadlines are kept with the equipment record, along with technical inspections and reminders.
Is our device list shared with accounting?
Items that are fixed assets can share one record with the asset module, which keeps the equipment list and the asset register consistent.
Where do we start?
One department or one onboarding flow, labeled devices and a quarter of running every issue and return through the register.
See onboarding and offboarding on your own devices
Bring the device list of one department and we will show holders, a signed issue and a return in a short demo.
Module: Remanently Tools (TDM) · Pricing · Contact · Get started