Property, logistics and operation
Property management
An extensive module for the entire life cycle of assets: records, storage, allocation, requests, inventories, liquidations and protocols. Assignment requests are approved through tasks, an order can be created from a request, and the system generates a handover protocol when an employee leaves.
Context
The Property Management module is part of the internal company portal that we designed, developed and implemented for a client from the property, logistics and operation area. The portal consolidates dozens of corporate agendas into one environment with unified login, roles and auditable history — and the Asset Management module is a key part of it.
Challenge
Management of company assets was carried out in spreadsheets — records were incomplete, handover protocols were made by hand on paper, and inventories took a day of manual work. When employees left, some equipment was often forgotten.
How we delivered
We have designed an extensive module covering the entire asset life cycle.
Records and warehouse: each item has a card (type, serial number, value, location) and warehouse administration is carried out.
Requests and approval: the employee requests the allocation of property, the request is approved through tasks according to departments and administrators. An order can be created directly from a request.
Allocation and protocols: after approval, the asset will be allocated to the warehouse and a handover protocol will be issued in PDF.
Inventories and liquidation: periodic inventories are carried out with a list and digital confirmation, disposal via the liquidation form. Statistics by category, value and employee are available at any time.
A day in the life: an employee requests a laptop, an approver confirms a task, purchasing creates an order, an asset manager assigns a device, and a handover protocol is generated upon departure.
Client benefits
The inventory, which lasted a day, took place in 2 hours with a mobile phone and a portal. Handover logs are generated automatically. When the employee leaves, the system will show what he has to return.
Step-by-step workflow
Registering assets with a card (type, serial number, value, location)
The employee's request for the allocation of property
Approving requests through tasks by departments and administrators
Stock allocation of an approved asset (or create an order from a request)
Periodic inventory with list and digital confirmation
Liquidation form at disposal and generation of logs or export
Module capabilities
- asset registration with cards
- warehouse administration
- assignment requests with approval via tasks
- stock allocation and transfers
- handover protocols in PDF
- periodic inventories with digital confirmation
- liquidation forms
- history of requests, changes, logs and tasks
- attachments to applications
- statistics by category, value and employee
Integrations
- employees and organizational units
- tasks (approving requests and inventories)
- orders (creating an order from a request)
- projects
- directory of partners
- Excel asset export
- PDF cards and protocols
Process statuses
- Asset active
- Property discarded
- The request is pending approval
- Request approved
- Request denied
- The inventory is in progress
- Inventory closed
Operations and further development
We designed the module with future development in mind — the modular architecture allows adding new fields, reports or integrations without interfering with the existing core. Clean code, documentation, and separate configuration files ensure that the system can be developed by another team — without depending on one person who knows "how it works."
For this type of solution, datatek, spol. s r. o. also provides long-term operational support, monitoring and SLA — so the client is sure that the system works even after years.
Module functions in detail
- Asset card
- Name, serial number, category, purchase date, price, supplier, warranty until and owner: an employee or a place (warehouse, department). Comments, attachments and custom fields as the company needs.
- Assets by user
- A view by employees and place labels. For a selected owner you see everything entrusted to them, ideal for inventories, onboarding or offboarding.
- Handover protocol in PDF
- A protocol for taking over or returning assets in Slovak, Czech or English with the list of items and signature fields. An employee asset card as a separate PDF for HR.
- Allocation request
- An employee requests an asset with a category, name, reason and attachment. The category's responsible person approves it through tasks; an order can be created from the request.
- Stock, transfers and disposal
- Stock allocation, transfer between employees and a disposal form with history. It is always clear where an item is and who has it.
- Inventories
- Periodic inventory with the employee's digital confirmation that they hold the items. Differences are visible without paper lists.
- Import, export and statistics
- Bulk import from CSV by template, export to Excel and overviews by category, value and employee.
FAQ
HR or IT assigns the items to the employee and generates a takeover protocol in PDF. The employee signs it and the scan is stored as an attachment.
Yes. The owner can be a label, such as a warehouse or meeting room, and the items appear in the by-user view under that label.
From the by-user view you generate a return protocol with all their items. After return you move them to stock or a new owner.
Do you need a similar module?
We will design and develop an internal application according to your processes — from analysis to deployment and long-term support.