IT Equipment Assignment & Tracking

Standardized workflow for provisioning, configuring, and tracking company equipment for new and existing employees.Requirements Gathering - Document employee role, work location, and specific hardware needs before procurement Hardware Provisioning - Prepare laptops, monitors, peripherals with standard company configuration and imaging Software Setup - Create accounts, provision licenses, configure VPN, and enable all required application access Asset Documentation - Record serial numbers, asset tags, and assignment details in inventory system Formal Handover - Conduct equipment walkthrough with employee and obtain signed acknowledgment Post-Deployment Check - Follow up after first week to resolve any access issues or missing tools Ensures proper asset management, security compliance, and smooth equipment handoffs. Complete this workflow 3-5 business days before employee start date.

6 steps

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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 are 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 is 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 will 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 are comfortable with what they have 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 are 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 *

Update asset inventory records

2 hours from previous step

task

Don't skip this step. Every piece of equipment needs to be tracked in your asset management system or spreadsheet. Record these details:Asset tag or serial number Make, model, and specifications Date issued and to whom Software licenses assigned to this device Expected refresh date This saves you when someone leaves, equipment goes missing, or you need to plan budget for replacements. Sloppy records now mean headaches later.

Form fields in this step

Asset Tag Number *

Serial Number *

Make and Model *

Date Issued *

Expected Refresh Date

Follow up after first week

7 days from previous step

task

A quick check-in after the first week catches problems before they become real issues. The employee has had time to actually use everything now. Questions to ask:Is all equipment working properly? Can you access everything you need? Any software missing that you expected to have? Any physical workspace issues? (desk, chair, lighting) Most problems surface in the first few days of use. A five-minute conversation now can prevent a frustrated employee and a support ticket backlog.

Form fields in this step

All equipment working properly *

Access issues reported *

Additional notes or issues