Asset & Device Management

Custom Forms

PeopleSpheres’ asset and device management uses customizable forms, which allow you to create and update any type of asset, attach documents, photos, and even add any custom field you need to track. With PeopleSpheres, you’re not just managing assets; you’re increasing visibility with detailed information that fits your organizational needs.

Moreover, the sensitive fields feature enables the encryption of critical information such as PC admin passwords and security codes, ensuring your data’s integrity and confidentiality. Whether it’s user-oriented processes like onboarding or asset-centric tasks such as the assignment of company vehicles, PeopleSpheres provides a versatile and secure framework for managing your assets efficiently and effectively.

Mobile App

The PeopleSpheres mobile app is available for iOS and Android smartphones and tablets. This makes it possible to manage company assets from the office or on-the-go.

Fill forms and upload photos from your device to keep your asset and device information up-to-date at all time.

Document Generator

With document generation and electronic signature capabilities, you can streamline the process of asset assignment, return, and tracking devices throughout their lifecycle. This feature ensures a seamless and secure method for employees to sign digital documents, whether it’s during the initial assignment of assets, upon their return, or in critical situations such as reporting a theft.

By attaching essential documentation, such as receipt of a filed complaint, PeopleSpheres not only simplifies administrative processes but also enhances accountability and security. This comprehensive approach to asset management empowers organizations to maintain thorough oversight of their assets while ensuring compliance and facilitating efficient operations.

Reporting

With PeopleSpheres, keeping track of your assets is a breeze. Create reports and dashboards to see where your assets are at any time, find out how many you have available, and know exactly who has what. It’s all about making asset management simple and straightforward, so you can focus on the important stuff.

Workflows & Alerts

Set up workflows and alerts by joining both employee data and data collected for each company device. For example, you can set up alerts to be notified when there are only 2 PCs left in your device inventory or if someone has been using their PC for more than 4 years. You could also send important warnings to employees who use certain devices. For example, you could notify everyone with a certain phone model to bring it back to IT for maintenance or replacement.

Security & Permissions

With PeopleSpheres, managing assets gets even smarter thanks to customizable permissions. This means you can set rules so only specific managers have the authority to handle certain types of assets. Whether it’s high-value equipment or sensitive information, you can control who gets access to what.

This also comes in handy for security measures, like automatically deactivating someone’s badge when their security certification expires. It’s a straightforward way to ensure that your assets are always in the right hands and that your workplace stays secure.

Connectivity

PeopleSpheres stands out for its ability to connect intelligently with third-party systems like access management and supplier management tools. This means information flows across different software, making sure everything stays efficient and up-to-date.

For example, PeopleSpheres unifies employee training and certification data and building badge information in one place. That means you can easily set up workflows that activate/deactivate building access based on security qualifications.

Why do you need asset and device management?

Asset and device management is not just about tracking physical items; it’s about optimizing your operations, saving money, and securing your operations. It’s an investment in the efficiency and security of your organization, ensuring that you’re always ready to face the challenges of the modern business environment.

Maximize Asset Utilization

Proper management ensures you get the most out of every asset. By understanding how assets are used, you can make informed decisions to optimize their use, extend their life, and avoid unnecessary purchases.

Imagine a company with lots of laptops. Without knowing which ones are being used or sitting idle, you might buy more than you need. Asset management helps you see which laptops are available, so you only buy new ones when absolutely necessary. This way, every laptop is used to its fullest, saving money and resources.

Reduce Costs

Knowing the status and location of each asset helps in avoiding the costs associated with lost or misplaced items. It also aids in planning for maintenance, reducing the likelihood of costly emergency repairs or replacements.

Think about a construction company with lots of tools. Losing a tool means buying a new one, and emergency replacements can be expensive. Knowing where each tool is and when it needs maintenance can prevent these losses and unplanned expenses, keeping costs down.

Enhance Productivity

By ensuring that employees have the right tools at the right time, you eliminate downtime and boost productivity. Asset and device management streamlines the allocation and availability of resources, keeping projects moving smoothly.

If an employee needs a specific device to start a project and can’t find one, they’re stuck waiting. With asset management, you can quickly assign available devices to employees, so everyone has what they need to work efficiently, keeping projects on schedule.

Improve Decision Making

With comprehensive data on the performance and usage of assets, you can make informed decisions about future investments, maintenance schedules, and asset retirement, ensuring that resources are allocated efficiently.

Data collected from asset management can tell you a lot, like if a particular type of laptop breaks down often. With this info, you might decide not to buy that brand anymore, opting for a more reliable one instead, saving money and hassle in the long run.

Ensure Compliance and Security

Proper management helps in tracking compliance with regulations and internal policies. It also secures assets by monitoring their usage and access, protecting sensitive information and reducing the risk of theft.

For businesses dealing with sensitive information, like a law firm, keeping track of who has access to what devices is crucial. Asset management helps ensure only authorized people can access certain devices, reducing the risk of data breaches.

Support Remote and Hybrid Workforces

In today’s flexible work environments, managing devices and ensuring they are secure, updated, and functioning optimally regardless of location is more important than ever.

With more people working from home, companies need to make sure remote employees have the right tech and that it’s secure. Asset management can help track which employee has which device, ensure they are updated, and troubleshoot any issues remotely, keeping everyone productive no matter where they are.

Sustainability

By maintaining assets properly and using them efficiently, you contribute to sustainability efforts by reducing waste and the need for new resources.

By efficiently using and maintaining assets, like making sure company vehicles are well-maintained to extend their lifespan, companies can reduce waste and the demand for new resources. This not only saves money but also helps the environment by reducing the company’s carbon footprint.

How does an asset tracking system work?

In the realm of asset and device management, leveraging an asset management system and asset tracking software can significantly simplify the complexities of managing both hardware and software assets across an organization. These management solutions, particularly when they are cloud-based, offer a centralized repository that can seamlessly integrate with existing IT infrastructure, providing an end-to-end overview of every asset’s lifecycle from procurement to depreciation.

Asset management tools bring scalability to the management of technology assets, accommodating growth without the need for significant additional expenditure. They provide real-time dashboards and reports, offering insights that drive better decision-making and ROI. This management process ensures that unused or underutilized assets are identified and redeployed or disposed of, further optimizing resource allocation and expenditure.

Incorporating an asset management solution into your organization’s operational framework allows for proactive control of assets, ensuring that every piece of hardware or software is fully utilized, up-to-date, and contributing positively to the business’s bottom line. This not only meets immediate business needs but also establishes a foundation for sustainable asset control and compliance audit readiness, ensuring that your enterprise remains compliant, scalable, and optimized for future challenges.