Assigning Assets to Employees

Before assigning an asset:

• The asset must already exist in Engage.
• The employee must exist in Engage.
• You must have authority to edit the asset.
• Confirm that the asset is intended to be assigned to an individual rather than shared by a team or location.

Employee assignment is best used where a particular person has custody or day-to-day responsibility for the asset.

1. Go to Assets > Assets.
2. Find the asset in the Asset Register.
3. Select the asset’s Edit function.
4. Select Assigned Individual.
5. Select the employee.
6. Enter the applicable assignment date.
7. Click Save.
8. Open the saved asset and review its Employee History.

From the left-hand menu, go to:

Assets > Assets

Find the asset that needs to be assigned.

Check the asset number and name before continuing, particularly where several similar assets exist.

Select the asset’s Edit function from the Asset Register.

Remember that opening the asset in view mode displays its saved information as read-only. Assignment changes are made through Edit.

Managing an Asset After Creation →

Locate the Assigned Individual option on the asset form.

Select this option when the asset is allocated to one employee.

When selected, the employee assignment fields become available.

Typical examples include:

• A company vehicle issued to one employee
• A laptop assigned to a staff member
• A mobile phone
• A tablet
• A personally issued tool
• Other equipment held by a particular employee

Leave the option unselected where the asset is shared, permanently site-based or not under the custody of one employee.

Select the employee who is being assigned the asset.

Enter the applicable assignment date.

Use the actual date the employee took responsibility for the asset where this is known.

Accurate assignment dates make the history more useful when reviewing who had custody of an asset at a particular point in time.

Before saving, check that:

• The correct asset is being updated.
• The correct employee has been selected.
• The assignment date is accurate.
• The asset’s branch and location remain correct.
• The asset status still reflects its current use.

Click Save.

The employee assignment is now recorded against the asset.

Open the saved asset record and review its Asset Employee History.

Employee History provides an audit trail of who the asset has been assigned to over time.

Information may include:

• Employee Name
• Asset Assigned Date
• End Date

The current employee assignment can therefore be distinguished from previous assignments.

This is useful when investigating asset damage, maintenance history, responsibility, usage or handover between employees.

When responsibility for an asset moves to another employee, edit the asset and update the assigned employee using the applicable assignment date.

Engage retains the previous employee assignment in the Asset Employee History rather than replacing the historical record.

Example:

• John Harris — assigned 06/06/2025, ended 06/06/2026
• Aaron King — assigned 06/06/2026, currently using

This provides continuity as the asset moves between employees throughout its operational life.

Avoid changing employee names or other records merely to make the current assignment appear correct. Use the asset assignment process so the history remains intact.

Assigning an asset identifies who currently has custody or responsibility for it, but it can also support wider asset-management processes.

For example, the asset record may also contain:

• Maintenance and service history
• Completed inspections and forms
• Documents
• Training and competency information
• Defects
• Incidents
• Actions
• QR code identification

Together, these records provide a clearer picture of the asset’s use, condition, responsibility and history.

Where competency is important, use the asset’s Training tab to check which employees hold the relevant training. Assignment and competency are separate: being assigned an asset does not automatically mean the employee is trained to operate it.

Linking Training Courses to Assets →

Review assets assigned to employees as part of your organisation’s employee-leaving process.

Assets such as vehicles, laptops, phones and tools may need to be returned, reassigned or otherwise accounted for.

Once custody changes, update the asset assignment so the current employee and Employee History remain accurate.

Where appropriate, also review:

• The asset’s physical condition
• Location
• Outstanding maintenance
• Documents or accessories returned with the asset
• Any defects or damage
• The next employee assignment

I opened the asset but cannot change the employee
The saved asset record is read-only. Return to Assets > Assets and use the asset’s Edit function.

The employee assignment fields are not displayed
Select Assigned Individual on the asset form.

I cannot find the employee
Confirm that the employee exists in Engage and is available within your company and authority scope.

The previous employee has disappeared from the asset
Review the Asset Employee History. Previous assignments are retained there once a later assignment has been made.

The employee is assigned to the asset but is not shown as trained
Asset assignment and training competency are separate. Check whether the employee holds the Training Course linked to the asset.

The asset is shared by several employees
Assigned Individual may not be appropriate. Use the asset’s location, training, Forms and other operational records to manage shared assets instead.

• Creating an Asset
• Managing an Asset After Creation
• Understanding Asset Fields
• Linking Training Courses to Assets
• Using Forms with Assets
• Using Asset QR Codes
• Assets – Scheduled and Meter Maintenance