When a new employee joins, they usually receive a list of equipment — a laptop, monitor, headset, maybe even a company phone. But here’s where things often go wrong: no one keeps track of who got what, when it was issued, or where it’s stored later. Over time, devices go missing, budgets get wasted, and IT teams struggle to find old gear.
A simple tracking process can fix this. It helps you know where every piece of equipment is, who’s using it, and what needs to be replaced or collected later. It also saves IT and HR from the constant back-and-forth during onboarding and offboarding.
Why Do You Need to Track Employee Equipment?
Every device your team uses, from laptops to headsets, is a company asset. When these items aren’t tracked properly, small mistakes can turn into big problems. A lost laptop isn’t just a cost issue: it could also mean lost data or a security risk.
Here’s why it’s worth setting up a simple tracking process:
- Avoid lost or missing devices: You’ll always know who has what, so nothing slips through the cracks.
- Keep company data safe: Tracking helps you make sure devices with sensitive information are returned or wiped when needed.
- Stay ready for audits: When you know what assets are out there, it’s easier to report and prove what the company owns.
- Save time during onboarding and offboarding: New employees get what they need fast, and equipment is easily collected when someone leaves.
- Plan budgets better: You’ll have a clearer view of what’s in use, what’s due for replacement, and what can be reused.
Tracking equipment isn’t just for big companies. Even small teams benefit from knowing exactly where their devices are and how they’re being used.
What Equipment Should You Track?
Every employee uses different types of tools to get their work done. To keep things clear, it helps to group everything you issue into simple categories. This makes tracking easier and ensures nothing is forgotten during onboarding or offboarding.
Here are the key categories to include in your equipment tracking list:
- Assets: Main devices such as laptops, desktops, phones, and tablets.
- Accessories: Smaller items that support daily work like monitors, keyboards, mice, headsets, and docking stations.
- Components: Internal or connected parts such as RAM, SSDs, batteries, or cables that may need replacement or repair.
- Licenses: Software subscriptions, logins, and applications assigned to each employee.
- Consumables: Items that get used up or replaced over time, such as printer ink, batteries, or packaging materials.
By tracking all of these, you’ll have a complete view of what’s assigned, what’s available, and what needs attention — helping your IT and HR teams stay organized from day one.
Common Problems Companies Face
Many companies try to track employee equipment using basic methods like spreadsheets or shared folders. It might work for a small team at first, but as more people join, things quickly get messy. Here are some of the most common problems:
- Outdated spreadsheets: Information isn’t updated when equipment is moved, repaired, or reassigned, making it hard to know what’s accurate.
- No clear ownership: Devices are handed out, but no record shows who’s responsible for them.
- Missed updates: Replacements, repairs, or new purchases aren’t logged, leaving gaps in your records.
- Unorganized offboarding: When employees leave, IT has to scramble to find and collect equipment.
- No regular checks: Assets aren’t verified, so missing or broken items go unnoticed until it’s too late.
These small issues can add up — causing lost assets, extra costs, and wasted time. A simple, structured system helps prevent these problems before they start.
How to Track New Employee Equipment (Step-by-Step)
Tracking new employee equipment works best when there’s a clear system in place — one that records every device, assigns it to a person, and keeps the information easy to update.
1. Use a digital asset-tracking system
A digital asset tracking system helps you manage all company equipment in one place. Instead of using spreadsheets that easily get outdated, a centralized system keeps every record accurate and up to date.
Centralized database:
Use an inventory or asset management tool to store all equipment details. Record basic information such as item type, brand, model, serial number, purchase date, and condition. Having everything in one database makes it easy to check what the company owns and who is using it.
Unique identifiers:
Give each item its own barcode, QR code, or RFID tag. These tags connect directly to the system, so you can scan them with a phone or reader to update records instantly. It’s a fast way to log new assets or track when equipment changes hands.
Asset management software:
For growing teams, IT asset management software can automate tracking, monitor usage, and manage provisioning for new employees. It saves time and reduces mistakes that usually come with manual updates.
Using a digital system keeps everything consistent, improves accountability, and helps your team find any piece of equipment when they need it.
2. Tag Every Item with a Unique Identifier
Once your equipment is added to the system, the next step is to tag each item so it can be identified quickly. Labeling every piece of equipment makes it easy to track where it is, who has it, and when it was last updated.
Use scannable tags:
Attach a barcode, QR code, or RFID tag to every device. These tags link directly to the asset record in your system. When you scan a tag with a phone or scanner, you can instantly see all details — like who it’s assigned to, when it was purchased, and its current condition.
Keep tags consistent:
Use the same tagging format for all assets. For example, laptops can start with “LP,” monitors with “MN,” and phones with “PH.” This helps you recognize items quickly and keeps your inventory neat.
Place tags carefully:
Put the label somewhere visible but safe from wear, such as the bottom of a laptop or the side of a monitor. Make sure it’s durable and stays readable over time.
Update when changes happen:
Whenever equipment is moved, reassigned, or repaired, scan the tag to update its status in your system. This keeps your records accurate without any extra paperwork.
Tagging gives every item a clear identity — reducing confusion, saving time, and making asset tracking effortless.
3. Assign Equipment During Onboarding
When a new employee joins, assigning equipment right away helps you stay organized and creates accountability from the start. Every item given to a new hire should be recorded, tagged, and linked to their name in your system.
Create an assignment checklist:
Before the employee’s first day, list all the equipment they need — such as a laptop, monitor, headset, and any licensed software. This makes it easy for IT to prepare everything in advance.
Record each item in the system:
Log the equipment details, including the serial number, issue date, and assigned employee. This ensures each device has a clear owner and helps track who’s responsible for what.
Use digital acknowledgment:
Have employees confirm receipt of their equipment through a digital form or system portal. This record acts as proof that they’ve received their items and understand they’re responsible for their care.
For valuable items, add an agreement:
If the equipment is high-value — like a laptop or company phone — you can include a short agreement that outlines how it should be used, reported if damaged, and returned when the employee leaves.
Assigning equipment properly during onboarding saves time later and prevents confusion when it’s time for maintenance, upgrades, or offboarding.
4. Establish Check-In and Check-Out Procedures
A clear check-in and check-out process keeps your equipment organized throughout its entire use. It ensures every time an item is issued or returned, it’s recorded properly — preventing confusion and asset loss.
Create a clear process:
When equipment is issued, record the date, item details, and the employee’s name in your system. Do the same when it’s returned. This gives you a complete history of who used each item and when.
Use your asset system for updates:
Instead of paper forms or messages, log check-ins and check-outs directly in your asset management system. Scanning the item’s tag (barcode, QR code, or RFID) will automatically update its status and location.
Track temporary equipment:
For short-term use — such as shared devices, demo units, or loaned accessories — mark them as “checked out” with a due date. This helps IT follow up when items aren’t returned on time.
Train your team:
Make sure employees understand how to check equipment in and out. A simple policy or quick onboarding guide can prevent mistakes and keep records consistent.
Having a formal process in place builds accountability and helps you maintain accurate, real-time visibility of all your assets.
5. Keep Everything Centralized
When asset information is scattered across spreadsheets, emails, or different tools, things get lost. A centralized system keeps all equipment details, employee records, and updates in one place — making it easier for IT, HR, and management to stay aligned.
Use one shared platform:
Keep all your asset information inside a single system instead of separating it by department. This helps everyone see the same, most recent data — from what’s assigned to who, to which items are available or under repair.
Connect systems together:
If possible, integrate your asset tracking system with HR or onboarding tools. When a new employee joins, their profile can automatically appear in the database, ready for asset assignment. When they leave, the system can alert IT to collect their items.
Keep roles clear:
Give the right access to the right people. For example, IT can update asset conditions or serial numbers, HR can check assigned devices, and managers can view inventory reports.
Update in real time:
Each time an item is issued, moved, repaired, or returned, record it right away in the central system. This keeps your asset data reliable and ready for reports or audits.
A centralized setup gives you one clear picture of every asset — where it is, who has it, and what shape it’s in — without having to chase information from different sources.
6. Conduct Regular Audits
Even with a good tracking system, equipment records can drift over time. Regular audits help you verify that what’s in your database matches what actually exists in the office or with employees.
Set an audit schedule:
Plan equipment checks at least twice a year, or more often if your team uses shared or high-value assets. Consistent reviews help you catch issues early and keep records accurate.
Use your tags for faster checks:
During audits, scan each item’s barcode or QR code to confirm its location, condition, and assigned user. This method is faster and more reliable than manual lists.
Compare records with the system:
Look for items marked as active but not found, or devices listed as assigned to employees who have already left. Fix these gaps right away to avoid confusion later.
Check asset condition:
Use audits as a chance to note repairs, upgrades, or replacements needed. Keeping track of the equipment’s condition helps you plan budgets and replacements more effectively.
Document everything:
After each audit, save a summary in your system. This record helps with accountability, budgeting, and compliance — especially during internal or external reviews.
Regular audits keep your tracking data trustworthy, prevent losses, and help you make better decisions about equipment maintenance and purchases.
7. Simplify Offboarding
When an employee leaves, collecting their equipment should be quick and organized — not a last-minute scramble. A clear offboarding process ensures all company assets are returned, checked, and ready to be reassigned.
Review assigned assets:
Before the employee’s last day, check your system for all the items linked to their name. This might include laptops, monitors, phones, or software licenses.
Schedule a handover:
Set a time for the employee to return their equipment. Having a checklist helps ensure nothing is missed — from main devices to smaller accessories like chargers and headsets.
Inspect returned items:
Check each item’s condition, clean it if needed, and update its status in your system. Mark it as available, under repair, or ready for reassignment.
Update records:
Once everything is collected, remove the employee’s name from the asset list and transfer ownership to IT or storage. If the device isn’t returned, record it as missing and follow your company’s policy for lost assets.
Reassign or retire assets:
After inspection, reassign working equipment to a new employee or move old devices to disposal or recycling.
Having a clear offboarding process prevents equipment loss, saves time, and keeps your asset records accurate even as your team changes.
8. Track the Full Lifecycle
Tracking doesn’t stop once an asset is assigned. Every piece of equipment goes through stages — from purchase and setup to maintenance, repair, and finally disposal. Recording each step gives you full visibility into how your assets are used and when they need attention.
Start from day one:
Log every new item as soon as it’s purchased. Include details like supplier, cost, and warranty period. This helps you plan future purchases and manage budgets more accurately.
Record maintenance and repairs:
Whenever equipment is serviced, upgraded, or repaired, update its record in the system. Keeping a history of maintenance helps identify which items perform well and which ones need replacement sooner.
Monitor usage and condition:
Over time, track how often devices are replaced, reassigned, or returned for repair. This information helps you spot patterns — such as common hardware issues or brands that last longer.
Plan for replacement or disposal:
When a device reaches the end of its useful life, mark it for disposal or recycling. Update the system with its final status so it’s no longer counted as active.
Use lifecycle data for planning:
Reports from your system can show asset age, repair frequency, and replacement costs. These insights help IT and finance teams make smarter purchasing and budgeting decisions.
Tracking the full lifecycle ensures that every asset — from the day it’s bought to the day it’s retired — is properly managed, accounted for, and optimized for value.
Simple Tips to Make Tracking Easier
Once your tracking process is set up, keeping it running smoothly is all about consistency. A few small habits can make a big difference in keeping your records accurate and your equipment easy to manage.
1. Automate whenever possible:
Use a system that automatically updates records when equipment is assigned, returned, or repaired. Automation cuts down on manual work and reduces errors.
2. Connect HR and IT systems:
Integrate your asset tracking tool with HR software so new hires and leavers are automatically synced. This ensures assets are assigned and collected on time.
3. Keep onboarding and offboarding checklists:
Create clear lists of what each employee should receive or return. It helps IT stay organized and prevents items from being missed.
4. Review your asset list regularly:
Set aside time every few months to check that all records are current. Confirm that devices listed as active are still in use and that retired items are marked correctly.
5. Train your team:
Make sure everyone understands how to handle company equipment — from checking it out properly to reporting issues or loss.
6. Keep communication open:
Encourage employees to report problems, damaged equipment, or missing accessories right away. Quick updates help prevent small issues from becoming bigger ones.
Simple routines like these keep your tracking process reliable and easy to maintain, even as your company grows.
How AssetLoom can help to Track New Employee Equipment?
AssetLoom makes tracking new employee equipment simple, accurate, and effortless — all from one platform. It’s designed to help businesses of any size manage IT assets through every stage of their lifecycle, from onboarding to offboarding.
Here’s how AssetLoom can support your process:
1. Centralized asset database
Keep every asset record in one place. AssetLoom stores all your equipment details — including type, serial number, purchase date, assigned user, and condition — so IT and HR always have the same, updated view.
2. Easy asset assignment
During onboarding, you can assign laptops, monitors, or software licenses to new employees in just a few clicks. The system automatically links each asset to the employee’s profile, creating a clear record of ownership.
3. Barcode and QR code tracking
Tag each device with a unique barcode or QR code and scan it using your phone or tablet. AssetLoom instantly pulls up the item’s full record, making check-ins and check-outs fast and paper-free.
4. Automated reminders and alerts
Set alerts for upcoming maintenance, equipment returns, or license renewals. This ensures nothing slips through the cracks during onboarding or offboarding.
5. Real-time dashboard and reports
View all active, returned, or missing assets at a glance. AssetLoom’s dashboard gives IT teams full visibility of company equipment and helps management plan budgets or audits easily.
6. Integration-ready
Connect AssetLoom with your HR tools or other systems to sync employee data automatically. When someone joins or leaves, the system updates asset records instantly.
AssetLoom helps you stay organized, reduce manual work, and make sure every employee has the right tools from day one — and that everything finds its way back when they leave.
Read also: Optimizing Medical Equipment with Equipment Management Software
Conclusion
Keeping track of new employee equipment doesn’t have to be complicated. With the right process in place, you can make onboarding smoother, protect company assets, and save time for both IT and HR teams.
By using a digital asset-tracking system, tagging every item, and maintaining clear check-in and check-out steps, your company can stay organized and avoid common mistakes like missing devices or outdated records.