Overview of Asset Request and Assignment in Horilla HRMS

Managing who gets what equipment and keeping track of those assignments is a routine but important part of HR and operations work. Without a proper system, asset requests tend to get lost in emails, approvals happen verbally and go unrecorded, and nobody is quite sure which employee is holding which device. Horilla HRMS addresses this through its Asset Requests and Allocations section, a single page that handles both the request side and the allocation side of asset management in one place.

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Where to Find It

Navigate to Horilla > Asset > Asset Requests & Allocations. The page is titled “Asset” and contains three tabs at the top: Asset, Asset Request, and Asset Allocation. 

Each tab has a count badge showing how many records are currently in that view. In the example shown, there are 2 assets, 6 asset requests, and 2 asset allocations active.

The Asset Request Tab

The Asset Request tab is where all employee requests for company assets are listed. Each row in the table shows:

• Request User — The employee who made the request, along with their employee ID in brackets. For example, Adam Luis (PEP001) and Carter Stewart (PEP50).
• Asset Category — The type of asset requested, such as Headphones, Mouse, Digital Asset, or Car.
• Requested Date — The date the request was submitted.
• Status — Whether the request has been approved or rejected.
• Options — Edit and delete icons for managing the record.
• Actions — Two quick-action buttons: a green tick to approve the request and a red cross to reject it, allowing HR to act on requests directly from the list without opening each record.

Looking at the current requests, Adam Luis has multiple requests — Headphones on April 11 (Rejected), Headphones again on April 10 (Approved), Mouse on April 6 (Approved), and Digital Asset on March 30 (Rejected). Carter Stewart has a Car request from March 23 that was approved.

The status column gives a clear picture of how each request was handled. Approved and Rejected statuses let HR maintain a full history of decisions rather than only showing open requests.

Creating a New Asset Request

To raise a new asset request, click the three-dot menu next to the Asset Request tab. A dropdown appears with a “Create Request” option.

 Clicking it opens the Asset Request modal with three fields:

• Requesting User — A dropdown to select the employee making the request. This defaults to the currently logged-in user.
• Asset Category — A required dropdown to choose the type of asset being requested, such as Laptops, Headphones, Camera, and so on.
• Description — An optional text field where the employee can provide context or justification for the request.

Once filled in, clicking Save submits the request and adds it to the Asset Request list, where HR can review and act on it.

This form keeps the request process simple and structured. Instead of an email that can get buried, every request goes into the system with a date stamp, a clear category, and a named requester — making it easy to track and respond to in order.

The Asset Allocation Tab

Once a request is approved, the next step is actual allocation — assigning a specific asset to the employee.

 The Asset Allocation tab shows all current active allocations. The table columns here are different from the request tab:

• Allocated User — The employee to whom the asset has been assigned.
• Asset — The specific asset record assigned, identified by its asset code. For example, Bose-HPT0001 and Redragon-MST0012.
• Assigned Date — When the asset was allocated to the employee.
• Return Date — Shown as “Allocated” when the asset is still with the employee, and updated when the asset is returned.
• Options — An edit icon for modifying the allocation record.
• Actions — A green Return button that, when clicked, marks the asset as returned and removes it from active allocation.

In the current view, Adam Luis has two active allocations: a Bose headphone unit allocated on April 10, 2026, and a Redragon mouse allocated on April 7, 2026. Both show “Allocated” as the return date, meaning they are still in his possession.

Creating a New Asset Allocation

To create a new allocation directly — without going through the request process — click the three-dot menu next to the Asset Allocation tab and select the create option. 

This opens the Asset Allocation modal with four fields:

• Asset — A required dropdown to choose the specific asset being assigned. This lists individual asset records, not just categories.
• Assigned To — A required dropdown to select the employee receiving the asset.
• Assigned By — A required field showing who is making the allocation. This defaults to the logged-in HR user.
• Assign Condition Images — A file upload field where photos of the asset’s condition at the time of assignment can be attached. This is a practical feature for documenting the physical state of the asset before it leaves the office, which protects both the organization and the employee if any damage dispute arises later.

Clicking Save records the allocation and adds it to the Asset Allocation tab with the assigned date populated automatically.

How Request and Allocation Work Together

The two tabs on this page form a natural workflow. An employee submits a request via the Asset Request form specifying what category of asset they need. HR reviews the list, approves or rejects requests using the inline action buttons, and then creates an allocation for approved requests — assigning a specific asset from that category to the employee. From that point, the allocation is tracked under the Asset Allocation tab until the asset is returned.

This two-step process keeps things organized: the request creates a record of intent and approval, while the allocation creates the actual assignment record with the specific asset, date, and condition documentation.

The Asset Requests and Allocations page in Horilla HRMS brings the entire asset assignment workflow into one place. Employees or HR can raise requests through a simple form, HR can approve or reject them with a single click, and allocations are recorded with full details, including who assigned the asset, when, and its condition at the time of handover. The Return button on each allocation makes closing out assignments just as easy as creating them. Together, these features give organizations a clean, auditable record of how company assets move between the business and its employees — without relying on emails, verbal agreements, or manual spreadsheets.

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