Luna HR Docs

Assets

The Assets module helps you keep track of company equipment — laptops, monitors, phones, furniture, and anything else you issue to employees. It supports full lifecycle management from procurement to disposal.

Key features

  • Asset register — searchable database of all company equipment
  • Check-in / check-out — assign and return equipment with a full audit trail
  • QR codes — generate QR codes for each asset for quick lookup
  • Barcode scanner — scan asset tags or QR codes using your device camera
  • Warranty tracking — monitor warranty expiry dates with automatic alerts
  • Issue reporting — employees can report problems with their assigned equipment
  • Activity log — complete history of every action taken on each asset
  • Assignment history — see who has had the asset over time
  • CSV import/export — bulk import your existing register or export for reporting
  • Image upload — attach photos of each asset

How it works

For employees

  1. Go to Assets from the sidebar
  2. The My Assets tab shows everything currently assigned to you
  3. Click any asset to see its details — model, serial number, condition, warranty status
  4. Report an issue if something isn't working — add a description and photos

For asset managers

  1. Switch to the All Assets tab to see the full register
  2. Search, filter, and sort by category, status, assignee, or condition
  3. Check out an asset to assign it to an employee
  4. Check in an asset when it's returned
  5. Add new assets individually or via CSV import
  6. View the activity log for a complete audit trail

QR codes and scanning

Each asset can have a QR code generated automatically. Print these and attach them to your equipment. Then use the barcode scanner (camera-based) to instantly look up any asset's details.

Admin setup

Asset categories

Set up categories from Admin > Asset Categories:

  • Laptops
  • Monitors
  • Mobile phones
  • Furniture
  • Vehicles
  • Software licences

Each category can have a unique prefix for asset tags (e.g. LAP-001, MON-001).

Permissions

Asset management requires the assets:manage permission. Employees can always view their own assigned assets, but only users with this permission can check assets in/out, add new assets, or edit existing ones.