How To Update The Asset Register

Who: This process is for the Office Administrator to undertake

What: It shows you how to update the Asset Register when we purchase items for the business

When: Undertake this process when a new item is purchased

Why: This process is completed so that we know what assets we have and to whom they have been allocated 

We have an asset register where we keep track of everything we have (laptops, headphones, chairs, desks etc), who owns them (some items are hired) and who they are issued to at this time.

You can view our Asset, Phone & Key Register in Airtable. If you cannot access this and need to, please let Rochelle know.

The Assets and Resources Policy can be read in Chapter 12 of the Strictly Savvy Policies Manual.

Adding an asset

1. Go to the Asset, Phone & Key Register base in Airtable

2. Go to the All Assets tab

3. Scroll down to find a number that has not been assigned to an asset

4. Enter the details of the new asset - product name/product number, serial number, where it was purchased from, who owns it, purchase date, purchase price incl gst, and any warranty details

5. Label the asset using the labelling machine - in the stationery cupboard in the pod - and note this in the Labelled column with a Yes

6. If the item is being given to a team member to use then enter their name into the Issued to column - this information then feeds into the Employees/Owner tab

Remote Working tab

With us all working from home we now have a tab to show which assets each team member has taken with them - to be updated if/when needed

Employees / Owner tab

This tab links to all of the others, providing a list of everyone who has an asset assigned to them - this could be a team member (NZ or global), the pod, or a business hiring our laptops (UHCC does this from time to time)

Suppliers tab

This tab lists all the businesses we have purchased assets from and links to the Laptops and Business Admin Course tabs in the register

Laptops tab

This tab provides detailed information about the laptops we have on hand - serial numbers, purchase dates, etc

Keys tab

This tab has a list of the keys we have, who they are issued to and what they access

Phone lines tab

This tab shows the client phone lines we have set up in our Zylex Voip system, who they are assigned to, and the details of the voicemail access

Softphones tab

This tab shows the Zylex line number for each team member with a softphone (for internal calls and assing to client lines in the Voip system) and the client phone lines that they are the primary VA for

Mobile Phones

This tab shows the Strictly Savvy work phone numbers, who they are assigned to, who owns them, as well as the 2degrees Puk code, Sim card number and the voicemail pin number used for each one

Business Admin Course

This tab shows all the assets that were purchased specifically for the Savvy Business Admin Course that was run from Savvy Spaces.These assets are in a separate tab as they are not used in the day to day running of Strictly Savvy.