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Company Device

Summary

The Company Device Management feature in Plumm HR Software allows Admins and Super Admins to manage all devices across the organization. This includes tracking, assigning, and maintaining a complete overview of the device inventory. The system offers insights into device usage, status, and provides tools for managing requests, assignments, and approvals of devices.

In this article

  • Before you begin
  • Step 1: Overview and Graphical Insights
  • Step 2: Adding and Importing Devices
  • Step 3: Managing Devices
  • Step 4: Device Assignment
  • Step 5: Managing Device Requests
  • Step 6: Configuring Settings
  • Frequently Asked Questions (FAQ)

Before you begin

  • Only Admin or Super Admin roles have full access to the Company Device tab.
  • Devices are managed through their lifecycle, from adding and assigning to deactivating and retiring.
  • Devices can only be assigned to one user at a time.
  • Device requests can be submitted by employees and approved by administrators before being assigned.

Step 1: Overview and Graphical Insights

The Overview Tab provides a graphical representation of the device management status within the organization. Insights provided include:
  1. Total Devices in Inventory: A pie chart or bar graph showing the distribution of devices across different statuses (e.g., Assigned, Available, Under Repair, Retired).
  2. Device Condition Insights: A bar chart visualizing the conditions of devices (e.g., New, Good, Repair Needed, Retired).
  3. Device Assignment Overview: A graphical view of the number of devices assigned versus unassigned, with trends over time.
  4. Device Status Insight: Visuals showing how many devices are active, inactive, or in the process of repair.

Step 2: Adding and Importing Devices

  1. Adding a Device
    • Navigate to the Devices section under Company Device in the Tech tab.
    • Click on Add Device to add a new device to the inventory.
    • Enter the following details:
      • Device Name (e.g., Laptop, Phone).
      • Device Type (Laptop, Phone, Desktop, etc.).
      • Model (e.g., MacBook Pro 13-inch).
      • Serial Number (Unique identifier).
      • Condition (New, Good, Repair Needed, Retired).
      • Assigned To (Leave blank for unassigned).
      • Status (Available, Assigned, Under Repair, Retired).
      • Purchase Date, Vendor, Warranty Expiry Date, Location, Operating System.
      • Device Image/Attachment (Optional).
  2. Importing Devices
    • Admins can import a bulk list of devices through a CSV file.
    • Click Import Devices and upload a CSV file with the device details (same fields as adding devices manually).
    • Once imported, the devices will appear in the Device List and can be edited as needed.

Step 3: Managing Devices

  1. Device List
    • The Devices Tab shows a list of all devices in the inventory.
    • Each device entry includes details such as Device Name, Assigned To, Status, Condition, and Warranty Expiry Date.
  2. Activating and Deactivating Devices
    • Devices can be activated or deactivated for user visibility.
    • To deactivate a device (making it invisible to users), click the Deactivate button next to the device.
    • To reactivate, click Activate to make the device visible and available for assignment.
  3. Editing Devices
    • Click on a device entry to edit its details, such as condition, status, or assigned user.
    • Updates will be saved once you click Save Changes.

Step 4: Device Assignment

  1. Assigning Devices to Users
    • In the Device List, select a device and click Assign to assign it to a user.
    • One device can only be assigned to one user at a time. Ensure the device is not already assigned before attempting to assign it.
    • Select the employee from the list and confirm the assignment.
    • Once assigned, the device status will be updated to Assigned.
  2. Unassigning Devices
    • To unassign a device, click the Unassign button next to the device in the Device List.
    • Update the Status to Available or Under Repair, depending on the condition.

Step 5: Managing Device Requests

  1. Device Requests Tab
    • The Requests Tab displays all device requests submitted by employees.
    • Requests will show the following details:
      • Employee Name.
      • Requested Device.
      • Request Date.
      • Status (Pending, Approved, Denied).
  2. Assigning Devices from Requests
    • Once a request is approved, the admin can assign a device from the available inventory to the employee.
    • The device’s status will be updated to Assigned, and the employee will be notified of the assignment.

Step 6: Configuring Settings

  1. Accessing Device Settings
    • Navigate to the Settings tab under the Company Device section.
  2. Limiting Devices per User
    • Admins can set a limit on the number of devices that can be assigned to a single user.
    • For example, a limit of 1 device per user can be set to ensure fair distribution of resources.
  3. Approval Flow for Device Requests
    • Configure the approval flow for device requests. You can choose from the following options:
      • Auto-Approve: Requests are automatically approved.
      • Manager Approval: The request needs to be approved by the employee’s manager before the device is assigned.
      • Admin Approval: All requests require approval from an administrator.
  4. Notification Settings
    • Set up notifications for device assignments, approvals, and requests to be sent via email or Slack.

Frequently Asked Questions (FAQ)

1. Can a device be assigned to multiple users?

No, a device can only be assigned to one user at a time.
 
 

2. How do I import devices in bulk?

Admins can import devices by uploading a CSV file in the Import Devices section under the Devices Tab.
 
 

3.How do I activate or deactivate a device?

You can activate or deactivate devices directly from the Device List. Simply click the Activate or Deactivate button next to each device.
 
 

4.Can I track the condition of a device over time?

Yes, you can update the condition of each device (e.g., New, Good, Repair Needed, Retired) to track its lifecycle.
 
 

5.What happens if I approve a device request?

Once a request is approved, the device will be assigned to the user, and the Status will be updated to Assigned.
 


6. How can I limit the number of devices assigned to a user?

You can set a device limit per user in the Settings tab to control how many devices an employee can have at a time.