How to Generate an Asset Availability Report in Horilla HRMS
Knowing which assets are available at any given moment is something HR and operations teams need regularly. Whether someone is joining the company and needs a laptop assigned, or management wants to know how many company phones are currently free, having a quick way to pull that information saves a significant amount of time and back-and-forth communication.
Thank you for reading this post, don't forget to subscribe!Horilla HRMS gives you two straightforward ways to generate an asset availability report — filter the view directly inside the system for a quick on-screen result, or export the filtered data to Excel when you need a shareable file. Both approaches start from the same place and use the same underlying data, so the results will always be consistent.
Getting to the Right Page
Open the Assets module from the left sidebar. A sub-menu will appear with options including Dashboard, Asset View, Asset Batches, Request and Allocation, and Asset History. Click on Asset View. This takes you to the Asset Category page at Horilla > Asset > Asset View, which lists all your asset categories — Laptops, Headphones, Phones, Bags, Camera, Mouse, Car, Digital Asset, and others — each showing the total count of assets in that group.
From this page, you have access to both the Filter and Actions buttons at the top right, which are the starting points for both reporting methods.
Option 1: Filter Inside Horilla
If you want a quick on-screen view of available assets without downloading anything, the built-in Filter is the fastest route.
Click the Filter button at the top right of the Asset Category page. A filter panel opens with the following fields grouped under an “Asset” section:
- Asset Name
- Purchase Date
- Tracking Id
- Purchase Cost
- Asset Batch Number
- Category
- Status
For an availability report, the Status field is what you need. Click the Status dropdown, and you will see three options: In Use, Available, and Not Available. Select Available.
You can also combine the Status filter with other fields to get more specific results. For example, if you want to see only available laptops, type “Laptops” in the Category field alongside selecting Available in the Status dropdown. If you are looking for assets purchased within a specific period, you can also set the Purchase Date. Once your criteria are set, click the Filter button at the bottom of the panel. The Asset Category view will immediately refresh to show only records that match what you selected.
This option is ideal when you need a quick answer on the spot — for instance, when an employee walks in asking for equipment or when you are deciding on the fly whether to approve an asset request.
Option 2: Export to Excel
When you need the availability report in a spreadsheet to share with a manager, attach to a procurement proposal, send to the finance team, or keep as an audit record, the Export option is the right choice.
Click the Actions button at the top right of the Asset Category page and select Export from the dropdown. The Export Assets modal will open. It contains filter fields that mirror what is available in the Filter panel: Asset Name, Tracking ID, Status, Purchased Date, and Batch Number.
Set the Status field to Available. If you want to narrow the export further, fill in any additional fields such as a specific Asset Name or Batch Number. Once your filters are configured, click the Export button. Horilla will generate a spreadsheet containing only the asset records that match your criteria and download it to your computer.
The exported file follows the standard Horilla asset data structure, so it is clean and ready to use in Excel or any spreadsheet application without needing to reformat anything. You can sort it, add columns, share it over email, or store it as a dated snapshot for future reference.
Which Option to Use
The in-app filter works best when you need a quick visual check or are making an allocation decision in real time. You get instant results without leaving the system or managing files. The export is better suited when the report needs to leave Horilla for sharing with stakeholders, attaching to requests, or archiving for compliance purposes.
In practice, many teams use both. They filter inside Horilla first to confirm what is available, then export when they need a formal record of that information.
Generating an asset availability report in Horilla HRMS does not require any special reporting setup or admin configuration. The tools are built into the standard Asset Category view and accessible in just a few clicks. Whether you use the Filter to see results on-screen or the Export to pull the data into a spreadsheet, both methods give you an accurate, real-time picture of your asset inventory filtered exactly to what you need.
