Assignments
Assignments record who holds an asset, the job and location where it's used, the handover time, meter out/in, condition, and notes. Only active assets that are not currently assigned are available for a new assignment.
Assignments are the asset handover ledger. An asset may have only one active assignment; when moving it to another person or location, return the old assignment first so the meter and condition on return are recorded, then create a new assignment.
Before you start
Have this ready
- Make sure the asset is active and not currently assigned.
- Decide at least the person responsible, job, or location.
- Record the meter and physical condition before the handover.
- Make sure the receiving party understands responsibility for the asset.
Done when
- Each active asset has only one open assignment.
- The person responsible/job/location can be traced.
- Meter and condition out and in are documented.
- Moves are done through Return and then a new assignment.
Understand the handover data
| Field | When assigned | When returned |
|---|---|---|
| Assets | Required; available assets only | Follows the active assignment |
| Person responsible | Staff member holding it | History is kept |
| Job | Project where it's used | History is kept |
| Locations | Warehouse/branch/work location | The asset goes back to Available |
| Meter | Meter out | Meter in and the asset value are updated |
| Condition | Condition out | Condition in; may trigger a service need according to policy |
| Notes | Handover details | Return details |
Assign, return, and move assets
- 1
Choose Assign asset
Make sure the target appears as available. Choose the asset by name and code.
Result: The assignment form is ready to fill in.To cancel / undo: Choose Cancel; the asset stays available.If something goes wrong: If it doesn't appear, the asset is archived or still has an active assignment. - 2
Fill in the recipient or context
Choose a staff member, job, and/or fill in a location. At least one of the three contexts must be present.
Result: The asset has a person responsible or a location that can be traced.If something goes wrong: The system refuses if only the asset is chosen without a staff member, job, or location. - 3
Record the meter and condition out
Enter the meter reading without mixed units, the condition, and the handover notes.
Result: The usage baseline and condition are saved.To cancel / undo: Clear the input or Cancel before Assign. - 4
Confirm Assign
Check all fields, then choose Assign once.
Result: The asset enters the Assigned list and can't be chosen for another assignment.To cancel / undo: After it's saved there is no direct edit/cancel; use the Return process to close the assignment. - 5
Return the asset
Choose Return, fill in the meter in, condition in, and notes. Match the physical asset before confirming.
Result: The assignment is closed and the asset is available again.To cancel / undo: Choose Cancel; the assignment stays active. - 6
Move to a new target
After the return succeeds, create a new assignment to the destination staff member, job, or location.
Result: Two separate handover events preserve the history.If something goes wrong: Don't try to overwrite the old assignment because the screen doesn't offer editing of an active assignment.
Asset availability status
| Status/condition | Meaning | Action |
|---|---|---|
| Available | Has no active assignment | Can be assigned |
| Assigned | Currently held/in use | Return before a new assignment |
| Archived | The asset is inactive | Doesn't appear as an option |
| Without staff | Assigned to a job/location only | Valid when another context is filled in |
| Without job | Assigned to a staff member/location only | Valid when another context is filled in |
Undo, correct, or delete safely
| Situation | The right action | What still happens |
|---|---|---|
| Assignment form not confirmed yet | Choose Cancel | The asset stays available |
| A wrong assignment was saved | Return it with a correction note, then create the correct assignment | The wrong history isn't deleted |
| Return form not confirmed yet | Choose Cancel | The assignment stays active |
| A wrong return was saved | Create a new assignment and note the correction; contact your Admin if the meter/condition needs an official correction | The handover history stays |
Don't invent an undo
If the screen doesn't offer an undo, edit, or delete button after a transaction is saved, this documentation does not assume the action can be reversed. Note the reference, stop any follow-up actions, then ask for a correction through the main admin or Vasco support.
Troubleshooting
| Symptom | Possible causes | What to do |
|---|---|---|
| Feature not active yet | The assignment migration isn't available yet | Ask your Admin to enable it; don't imitate it by changing the asset's location text |
| Asset can't be chosen | Currently assigned/archived | Search the active list and return the old assignment |
| The system refuses the assignment | No staff, job, or location | Fill in at least one context |
| Meter rejected | Invalid number format | Use numbers; a comma can be used as a decimal if supported |
| The asset has been returned but isn't available yet | The process isn't finished or the page hasn't been reloaded | Reload and check the error message before repeating |
Questions and answers
Can one asset be assigned to two staff members?
Not at the same time. Return the active assignment, then create a new assignment.
Is staff required?
Not if the job or location is filled in. At least one context must be present.
How do I cancel a wrong assignment?
Use Return with a correction note, then create the correct assignment. There is no direct void button.
Can the condition on return trigger a service?
Yes, if the asset policy enables creating a repair when an asset comes back damaged.
Why doesn't the asset appear?
The asset may be archived or still have an active assignment.