How to Allocate Assets to Employees in Horilla HRMS
Managing company assets can get messy pretty fast. Who has the laptop? When was the mouse issued? Did anyone return the headphones? You’ve probably used spreadsheet software to keep track of everything. Horilla HRMS has a built-in Asset Management module that makes this whole process clean and straightforward. Let’s walk through how you can allocate assets to employees step by step.
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First things first, log in to your Horilla HRMS account. On the left sidebar, you’ll see a dedicated Assets icon. Click on it. When you navigate to the Assets section, you will see various items such as Dashboard, Asset View, Asset Batches, Request and Allocation, and Asset History.
Click on Request and Allocation. This is where all the assigning of assets to your team members happens.
Understanding the Asset Allocation Tab
Once you’re on the Request and Allocation page, you’ll notice there are tabs at the top. One will realize that there are tabs available at the top. One might come across terms such as Asset, Asset Request, and Asset Allocation. The Asset Allocation tab shows you all the assets that are currently allocated, along with details like who it’s assigned to, the asset name, the date it was assigned, and its return status.
In the screenshots, you can see entries like a Meze Audio headphone assigned to Alexander Smith, a Bose headphone assigned to Adam Luis, and a Redragon mouse also assigned to Adam Luis. All of them are marked as Allocated with a Return button beside each one. This helps you to know what is available and who it is assigned to.
Creating a New Allocation
Now, let’s say you want to assign a new asset to an employee. Here’s what you do.
On the Asset Allocation tab, look for the three-dot menu (the small icon with three vertical dots) right next to the Asset Allocation tab label. Click on it and click on the Create Allocation option.
A pop-up dialog box will appear titled Asset Allocation. There are some fields that need to be completed before saving.
The first field is Asset. Use the dropdown to choose which asset you want to allocate. This will list all available assets that haven’t been assigned yet.
Next is Assigned To. Select the employee you want to give this asset to from the dropdown list.
Then comes Assigned By. This auto-populates with the logged-in user’s name, which in this case is Adam Luis. You can change it if needed, but usually this stays as is.
The last field is Assign Condition Images. This is actually a really useful feature. You can upload photos of the asset at the time of allocation, documenting its current condition. This protects both the company and the employee in case there’s a dispute later about damages or missing parts. Just click Choose Files and upload the relevant images.
Once everything is filled in, hit Save, and the allocation is done. The record will now appear in the Asset Allocation list with the assigned date and an Allocated status.
Why This Matters
A lot of companies skip documenting asset conditions at the time of handover and later regret it. Horilla’s condition image upload feature is a small thing, but it adds a layer of accountability that’s genuinely helpful. No more finger-pointing when employees return scratched laptops.
Also, having a clear Return button against every allocation means your HR or admin team can quickly mark items as returned when an employee exits or swaps equipment. The Asset History tab then keeps a log of all past allocations, which is great for audits or just general record-keeping.
Asset allocation in Horilla HRMS is simple once you know where to look. Navigate to the Assets module, go to Request and Allocation, use the Create Allocation option, fill in the details, upload condition images, and save. That’s it. No spreadsheets, no guesswork, just a clean record of who has what and since when.
If your company is growing and asset tracking is starting to feel like a headache, this is one of those hrms features that quietly saves you a lot of trouble down the line.
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