IT asset management workflow for Tallyfy

Track every device from provisioning to return

Equipment goes missing, asset records drift from reality, and offboarding becomes a guessing game about what people were assigned. This workflow captures equipment needs, configures devices, tracks assignments, and follows up after deployment.

6 steps

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Other equipment

Run this workflow in Tallyfy

Import this template into Tallyfy and assign IT technicians and managers to handle requirements gathering, hardware prep, and handover steps

Capture employee name, role, work location, and hardware requirements using Tallyfy's form fields, then track asset tags, serial numbers, and refresh dates

Run the one-week follow-up step in Tallyfy to catch access issues before they become ongoing frustrations, with all responses recorded for audit

Import this template into Tallyfy

Process steps

Gather equipment requirements

1 days from previous step

task

Before you hand over any equipment, you need to know exactly what the employee needs. Check their role requirements and talk to their manager if you're unsure.

Key questions to answer:

What hardware does this role require? (laptop, monitors, keyboard, mouse)
Does the employee need any specialized equipment? (graphics tablet, headset, ergonomic tools)
Are there software licenses that need purchasing?
Will they work remotely, in-office, or both?

Getting this right upfront saves everyone time. Missing items mean delays, and nobody wants to chase down equipment after day one.

Form fields in this step

Employee Name *

Employee Role *

Work Location *

Hardware Requirements *

Prepare and configure hardware

2 days from previous step

task

Now it's time to get hands-on with the equipment. Pull the hardware from inventory or order what you need, then set everything up before the employee arrives.

What to do:

Check inventory for available equipment or place orders immediately
Image the laptop with your standard company build
Configure monitors, docking stations, and peripherals
Test that everything actually works - connect cables, power it on, check displays

A good test is simple: can you log in and open email? If yes, the basics are ready. Tag each item with an asset number so tracking is easy later.

Set up software accounts and access

1 days from previous step

task

Hardware without software is just an expensive paperweight. Get the employee set up with all the apps and accounts they need to actually do their job.

Account checklist:

Create company email and calendar access
Set up collaboration tools (Slack, Teams, or whatever you use)
Add them to shared drives and document repositories
Provision access to role-specific software and systems
Enable VPN access if they'll work remotely

Write down all login details somewhere secure and hand them over in person. Emailing passwords is a bad habit that gets companies in trouble.

Hand over equipment and get sign-off

4 hours from previous step

task

This is the moment of truth. Walk through everything with the employee and make sure they're comfortable with what they've received.

During the handover:

Show them where to find login credentials and how to change their password
Walk through any company-specific setup they need to know about
Point them to IT support for questions
Have them sign an equipment acknowledgment form

That signature matters. It confirms they received everything in working condition and understand they're responsible for company property. Keep this on file.

Form fields in this step

Equipment Received In Good Condition *

Issues or Notes

Employee Acknowledgment Signature *

Handover Date *