How to Create an Asset Request in Horilla HRMS

When an employee needs a piece of company equipment — a laptop, a headset, a company car — the request should not start with an email to HR or a verbal mention to a manager. Those methods work at a small scale, but they create gaps in the record when things get busy. Horilla HRMS provides a built-in asset request flow that puts the request into the system the moment it is made, creating a traceable, status-tracked record from day one.

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Here is a step-by-step guide on how to make asset requests via Horilla.

Where to Find the Asset Request Feature

Asset Request is a functionality under the Asset tab. Go to the Assets button found on the left-hand side panel. A drop-down menu appears containing options such as Dashboard, Asset View, Asset Batch, Request & Allocation, and Asset History. Select Request & Allocation.

Page name: Asset, with three tabs on top, namely: Asset, Asset request, and Asset Allocation. The three tabs have count badges showing the total number of records available in each section. The Asset Request tab is where all submitted requests are listed and where new ones are created.

Creating a New Asset Request

A new asset request can be initiated by clicking on the three-dot menu button that is located beside the Asset Request tab. A drop-down list will appear with the option “Create Request,” which should be selected. The Asset Request window will pop up.

Filling in the Request Form

The Asset Request form has three fields:

• Requesting User — The required drop-down field indicating the person making the request. The default value in the field will be that of the logged-in user. When HR is submitting the request for any other user, they can choose a different user from the drop-down field.

• Asset Category —A mandatory drop-down menu used for choosing the asset that will be sought. The choices available in this drop-down menu represent the asset types already created in the system – laptop, headphone, mouse, car, camera, etc. The employee selects the category that best fits what they need. Note that this is a category selection, not a specific asset — the actual asset assignment happens later during the allocation step when HR assigns a particular item from that category.

• Description — A text box that is optional, allowing for more information to be provided. Here, the user will enter the purpose of requesting the asset, how he/she plans on using the asset, or anything else that might help the HR department in processing the request. For example, “My current mouse is broken, and I need a replacement,” or “Starting a new project that requires video equipment.”

Clicking the Save button after completing the form will submit the request and will appear instantly in the Asset Request list at the Asset Request tab.

What Happens After Submission

Once submitted, the request shows up in the Asset Request list with a status of Requested. HR can see it alongside all other open and historical requests. The list shows the request user, the asset category, the requested date, and the current status.

HR then reviews the request, and either approves or rejects it using the inline action buttons on that row — an approve button and a reject button.

If approved, the next step is creating an Asset Allocation, where a specific asset from the requested category is assigned to the employee and recorded with the assignment date and condition.

The Asset Allocation tab on the same page tracks all active allocations. Currently allocated assets show a Return button in the Actions column, which HR uses when the employee returns the equipment.

Creating an asset request in Horilla HRMS takes under a minute. Navigate to Asset > Request and Allocation, open the three-dot menu on the Asset Request tab, click Create Request, select the requesting user and asset category, add a description if needed, and save. The request enters the system immediately with a Requested status and is ready for HR to review and act on.

This simple form replaces informal requests with a structured, documented process — making asset management more organized and giving both employees and HR a clear record of what was requested, when, and what decision was made.

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