Keep one list of your organisation's laptops, phones and screens: who has each one, where the rest are, and what to collect when someone leaves.
Open it at Suppliers → Hardware, next to Tools and Services. Everyone in the workspace can see the list. Owners, admins and the people holding your hardware manager role can change it.
Pick who manages hardware
Until a role is picked, owners and admins see an amber bar: Pick the role that manages hardware, for example Office manager.
Click Pick a role in that bar.
Choose the role, such as Office manager.
Everyone holding that role can now add, lend and retire items.
Offices : a name and a country. With one office or none, an item only needs a spot, like "cupboard B".
Legal entities : who owns and books the hardware, so each entity can export its own list for the bookkeeping.
Add an item
Click Add item .
Fill in what you know. The rest can wait.
Each item gets a tag from its type, such as LAP-001 for a laptop or PHN-003 for a phone. A record holds the brand, model, serial number, colour, year made, condition and specs, whether it is In device management and Disk encrypted, where it lives, and the purchase: shop, date, price incl. VAT, an invoice link to Moneybird or Google Drive, warranty end date and the legal entity that owns it. Bought from offers the shops you used before, or takes any name you type.
For a batch of identical laptops, add one and choose Duplicate from its menu.
Paste a table from a spreadsheet or Slite, or upload a CSV.
Check the preview: which column goes where (change any that are wrong), every row, and the names not found in People. Those are saved as a name only.
Click Import followed by the number of items. Nothing is saved before this step.
Lend an item and take it back
Open the item and click Lend to… .
Pick a colleague, or type the name of someone outside the workspace and choose Use "name" .
When it comes back, click Back in the office and say where it is stored. History, at the bottom of each item, shows who did what.
Find what you need
The type chips narrow the list to laptops, phones, screens and so on.
Show picks Everything, In the office, Lent out, Lent outside the workspace, or Out with people who left.
Owned by and Held by narrow by legal entity or person.
Columns adds Serial number, Year made, Owned by, Bought, Warranty until or Specs.
Export CSV downloads the list. Pick a legal entity under Owned by first to export only its items for the bookkeeping.
The line above the list counts the items and what they cost. An amber count shows how many are still out with people who left.
Retire an item
Choose Retire… from the item's menu and pick a reason: replaced, sold, recycled, discarded or lost. For replaced, point to the new item, and the two link to each other. Retired items stay in the registry, hidden until you tick Show retired. Bring back restores one.
When someone leaves
A person has left when they are marked Excluded in Settings → People, or when the Google sync finds their Google account suspended or removed. Their page on the People page then shows an Offboarding checklist in place of the usual Holds box:
Hand back lists what they still have. Click Returned when an item is back, and say where it is stored.
A returned laptop, phone or tablet shows Returned · wipe pending . Wipe it, remove it from device management (the How link explains), then click Wiped and removed from device management .
Remove from lists the tools they can still log into. Remove their account in the tool, then click Removed .