Register, assign and return equipment

:::info Controlled availability Assets is off by default and available only after controlled activation for your organization. IT and equipment operators use explicit Assets permissions without HR access. People and HR journeys continue to work when Assets is disabled. Employee self-service and category setup are not available yet. Image upload follows the platform's configured scanning requirement. :::

Start small, with one record per object

Open Assets → Equipment. You can use this register without an onboarding journey or an external asset system. Start with identifiable, returnable things such as PCs, phones and individual tools. Do not register a box of consumables as though it were one returnable object.

Choose a stable naming convention that colleagues understand:

Concept	Example	Good practice
Category	Computers	A broad, reusable type; configurable categories come later
Model/variant	ThinkPad T14	A product specification shared by several objects; separate setup comes later
Concrete object	M7K3P9X2D8R	Exactly one physical item, with an automatically assigned Markular ID (MID)
Recipient group	Offshore personnel	An audience for future equipment packages, not an equipment category

MID stays unchanged when the holder changes. It cannot be edited. Do not create a new record when somebody returns an item. Use a clear equipment name such as “ThinkPad T14 laptop” instead of putting a future category hierarchy into the name. Avoid creating categories for every brand, person, country or team when category setup becomes available.

Register equipment

1. Select Register equipment.
2. Enter Equipment name. Markular ID (MID) is generated when you save: M followed by ten readable letters/digits, without dashes. You do not enter or override it. Copy it from the saved equipment details when needed.
3. Add the manufacturer's Serial number if you have it; this is optional.
4. Review Register country. Your registered country is preselected when you have registration permission there; otherwise the only permitted country is selected automatically. With multiple other countries, choose explicitly. You can override the suggestion with another permitted country. This governs access to the asset, not its exact physical location or the holder's current working country. Administrators with whole-register permission can also select No register country. Country-restricted users cannot see items without a register country. Choose deliberately: changing this country is outside the first release.
5. Optionally choose a JPEG or PNG photo. Save, or select Save and add another for a new blank form. The item starts as Available for assignment.

The photo uploads after the item is saved. If that upload fails, retry the photo or continue to the saved item; you do not need to register the equipment again. Use cards or the compact table view to browse, and All equipment, Available or Assigned to narrow the register. Available means no open assignment and no assignment block, not verified condition or a confirmed storage location.

Registration does not create a person, employment record, login or Task. An asset can remain available without being connected to anybody.

Block new assignments

An equipment administrator can select Block assignment on the item, for example when damage is reported. It remains in the register and keeps its history. An existing holder can still return it, but it cannot be handed out again until an administrator selects Unblock assignment. This is an administrative restriction, not a maintenance workflow or a certification of condition.

Correct equipment details

Open the item and select Edit details. Manage permission lets you change its name and optional serial number, including while it is assigned, without HR access. The asset ID, register country, images and assignment history stay unchanged. Existing labels and QR links still identify the same item.

Select Save changes or Cancel. If somebody changed the item after you opened the form, your draft is preserved and is not silently applied over their change. Use Discard changes and reload, review the latest details, then edit again. For an uncertain connection result, retry with the same details to safely confirm the original command. Saving unchanged details creates no business-change audit event.

Optional identification images

After saving the equipment, open Equipment images (optional) in its details. Choose one JPEG or PNG, then select Upload image. You can keep up to ten images, each at most 10 MB, 24 megapixels and 12,000 pixels per side. Avoid people, personal information on screens and confidential labels.

The first image becomes the Main image, shown in the Assets register. The restricted People summary does not expose images. Select Use as main image to change it. Images stay with the equipment when it is returned or assigned again. To remove one, select Remove image and Confirm removal. Removing the main image selects the oldest remaining image; assignment history is not removed.

Images are resized and unnecessary metadata is discarded; this is not an archive of original files or proof of condition. Virus scanning is currently disabled by default; validation and resizing do not mean an image is virus-scanned. If your platform requires scanning, an unavailable scanner blocks image upload. Your equipment is already saved and can still be assigned when an image is rejected. For an uncertain network result, use Retry image change. If another person changed the equipment, use Reload images, review and select the file again.

Organize with folders

Use Entire register to search all equipment you can access, or choose a folder in Equipment folders. A folder normally shows its direct items; Include subfolders includes the whole subtree. No folder (root) shows only unfiled equipment.

Folders are optional. Start with a simple structure that matches your work: Stavanger → Workshop, Computers → Laptops, or Projects → Project Alpha. These are examples, not predefined types. An item has one primary folder. Categories, custom fields, physical assemblies and rental contracts are separate concepts, not implied by a folder name.

An administrator with Manage equipment and images for the Entire tenant can create folders, rename them or change their parent with Edit folder. Country-restricted administrators can place and move their own permitted items, but cannot change the shared tree. Folder names are visible to all Assets users in the organization; never use them for private personnel information.

Register equipment carries the selected folder into the form. Save and add another keeps the chosen folder for the next item. Choose Move equipment in an item's details to change its folder or return it to the root. This preserves its asset ID, QR link, images and assignments, and does not change its register country or access.

View movement history shows initial placement and item moves with historical paths. Actor names are shown only with the separate recipient-view permission. Renaming or moving a parent folder has its own View folder changes history; it does not create a false individual move for every item below it. Recorded organization is not proof of physical location. Folder deletion is not available in this slice. Use at most 16 levels and unique sibling names of 1–120 characters.

Use tags across folders

Use Tags (optional) when registering equipment or Edit tags on an existing item. Search and choose a suggestion, or create a new tag without leaving the form. New tags are saved together with the equipment.

Use up to 20 tags per item, with 1–60 characters per name. Names are reused regardless of capitalization or surrounding spaces. Tags are shared within your organization: do not put personal or confidential information in them.

The register's Filter by tag searches across the currently selected scope. Choose Entire register to include all folders you can access. Tags do not grant access, change assignment status or represent physical QR labels.

Removing a tag from one item only removes that link. Settings → Tags provides shared name administration with the separate Manage tags (tenant-wide) permission. Renaming affects every item using that tag. Global deletion and merging are not available in this release.

Hand out an item

1. Open an available item and select Assign equipment.
2. Search for an active person or registered future starter. At most 30 matches appear; narrow the search as needed. Person IDs distinguish identical names.
3. Select the recipient and enter the date of the physical handout. This is not a reservation or a planned future delivery.
4. Select Confirm handout after checking the item, person and date.

The register shows the holder only with recipient access. HR can see open assignments on the person's profile; opening the same item requires separate Assets access. This is an administrative record, not the employee's acknowledgement or proof of condition.

Return and reuse

Open the item, select Register return, enter the physical return date and select Confirm return. Return cannot precede handout. The item becomes available again and the closed assignment remains in Assignment history. A later handout cannot precede the previous return; same-day return/reissue is supported. The same person can receive the same item again.

A person leaving or being archived does not remove their open assignment. An authorized administrator can still record the return. A departed person cannot receive a new assignment unless they become eligible again.

Missing people, access and conflicting updates

Assignment requires permission for the item's register country and recipient access for the person's country. An authorized equipment operator can see an item without seeing its holder: Assigned · recipient restricted is shown instead. Returning a hidden assignment is not permitted. Older assignments outside your scope are withheld from history, with an explanation. If an item becomes inaccessible, ask an appropriately scoped administrator to review it; do not duplicate it to get around access control.

Only one open assignment is permitted per item. If another administrator has changed it, select Reload and review before acting again. For a connection failure, retry with the same details: the server recognizes the original command and avoids repeating it. Do not create a new asset to work around an uncertain save. Deletion, backdated-history correction and country transfer are not available; report those mistakes for controlled review.

What comes later

More custom field types and audience-based packages are later extensions. A separate category/model catalog is not required. Onshore, offshore and workshop are examples of customer needs, not mandatory categories or a fixed industry structure.

Employee access in Workspace and issue/damage reporting are separate planned extensions. Condition or damage pictures should document a particular event, not replace the item's ordinary identification picture. There is no automatic offboarding block or maintenance workflow in the first release.

Print equipment labels

With label-export permission, select Print labels from an item or select items on the current register page. Choose Roomy (99.1 × 38.1 mm, 14 per A4 sheet) or Compact (63.5 × 29.6 mm, 27 per A4 sheet). Choose the first unused position for a partly used sheet, then generate the actual PDF preview and download it. Print at actual size / 100%, without fit-to-page. Test alignment on plain paper before using label stock. The QR opens a sign-in-protected equipment link; it does not grant access, expose a public profile or silently switch organizations.

The printed text is MID; the QR link identifies both the organization and the item. MID is unique within your organization, not across all Markular customers. Names, folder moves and assignments do not change either identity. Keep using the same printed label when the holder changes.

Grant the right access

Custom fields

Use Assets → Settings → Custom fields to define up to 10 fields for the whole organization. This requires the separate Manage custom fields (tenant-wide) permission; it does not give access to equipment or HR.

Choose Text, Number or Yes / No, enter a clear name and optional help text, and try the preview before saving. Preview entries are not saved as defaults. Keep names and help text free of personal or confidential information. Use folders/tags for organization; do not duplicate assignments, access rules, serial numbers or future inventory quantities in custom fields.

The optional fields appear when registering or editing equipment. Text allows 500 characters; numbers allow 14 integer digits and four decimal places. Yes / No also offers Not specified: an unknown answer is not the same as No. Clear a field to remove its value. Your ordinary equipment permissions still apply.

You can rename a field or update its help text without losing existing values. Types cannot be changed, and deleting/deactivating/reordering fields is not yet available. All retained definitions count toward the limit. If the field setup changes while editing, reopen the form and review the latest setup before saving.

Equipment permissions

After Assets is enabled, the tenant owner uses Assets → Settings → Access & roles. Grant only the required permissions, for Entire tenant or One country: view, manage equipment/images, assign/return, export labels, and view recipient names. Manage includes object reading and, at tenant scope, shared folder administration; not the other permissions or HR access. HR administration alone does not grant Assets register access. Revocation applies to subsequent server requests; a newly granted user may need to sign in again to refresh navigation.