Digital handover of employee equipment

Traditional handovers in onboarding and offboarding

Traditional methods of equipment handover are often associated with numerous challenges, especially in the context of employee onboarding and offboarding. Manual processes using paper-based documentation or digital signature-based documentation often lead to misunderstandings, incomplete records, and time delays:

Unclear documentation: Manually created handover protocols are often confusing and frequently contain errors, especially in the context of onboarding new employees. This leads to misunderstandings about the condition of the equipment and complicates the correct assignment of work tools.

Time-consuming processes: The manual creation of handover protocols and physical (or digital) signatures take up a lot of time, especially during rapid onboarding of new employees. This leads to delays in equipment assignment and potentially affects the seamless workflow and thus the productivity of employees.

Lack of transparency: Particularly in the context of offboarding processes, the transparency regarding the whereabouts of equipment is often unclear. It is difficult to track the current status of assigned assets for departing employees, and there is a lack of clear records of completed handovers.

Lack of flexibility: Conventional methods are often rigid and not very adaptable, especially when requirements change during onboarding or offboarding. Changes to handover protocols require manual effort and can lead to delays.

Given these challenges, the need for a modern solution for equipment handover, especially in the context of personnel management, is inevitable. A modern inventory software like sortful offers an answer to these challenges by replacing manual processes with automated, transparent, and efficient procedures. In the next section, you will learn more about how sortful redefines the handover process and optimally addresses the specific requirements of onboarding and offboarding.

The solution: Digital handover with sortful

To address the challenges of conventional handover methods, an innovative solution is needed that combines efficiency, transparency, and user-friendliness. Sortful, an advanced inventory software, has established itself as a pioneer for the digital handover of equipment. The digital handover with sortful offers a clear and efficient process that overcomes the manual hurdles of conventional methods. Here are the steps that characterize the entire process from asset assignment to confirmation and logging:

Activate digital handover in settings In the settings, the function can be activated by checking the corresponding checkbox:

Important: You should not permanently activate and deactivate the function during ongoing operations, as this can lead to data inconsistencies.

Asset assignment After each asset assignment (after the inventory item has been handed over), the employee to whom the asset was assigned receives an email notification with the asset ID of the corresponding equipment, the serial number, the general status, and notes to document any existing damage. By clicking on the "Confirm handover" button, the employee can confirm the handover.

If no confirmation has been made yet, this is indicated by a yellow flag "waiting for user" in the asset record:

Note: The email notification is received by all users who are registered in sortful with their email address, regardless of whether they can log into the application.

In the asset list, you can easily see which employees still have pending confirmations by filtering:

Confirmation: The employee to whom the asset was assigned receives the email notification and can confirm the handover by clicking on the "Confirm handover" button. The asset receives the handover status "confirmed", and in the user management, the asset is displayed as confirmed. If the asset is transferred to another employee as part of the offboarding process or during ongoing operations, the status is set to "returned" at the user level. In the user management, administrators can view all confirmed and pending assets per user and see the complete handover history distinguished by "handed over", "accepted" and "returned".

Assets including assignment and confirmation date can be generated and downloaded as a PDF via a button.

With this structured sequence of steps, sortful not only optimizes the handover of equipment but also provides clear and traceable documentation for an efficient work process.

Advantages of digital handover

The digital handover of equipment with sortful offers a variety of benefits that not only increase efficiency but also enable transparent and smooth management of assets. Here are some of the advantages of this innovative solution:

1. Time savings for employees and administrators: By automating the handover process, employees and administrators save valuable time that was previously spent on manual steps and paper-based documentation.

2. Minimization of errors and ambiguities: The clear, predefined processes in sortful minimize the risk of errors and misunderstandings when handing over equipment. The uniform documentation reduces ambiguities about the condition of assigned assets.

3. Improved transparency and traceability: sortful provides a central overview of all assets, their condition, and their assignment history. This promotes transparency and facilitates the traceability of changes in the equipment inventory.

4. Efficient communication between involved parties: The automatic notification of employees for each handover creates efficient communication. All relevant parties are always informed about the current status of assigned assets.

5. Better control over equipment inventory: The status tracking of assets ("pending" or "confirmed") gives administrators improved control over the equipment inventory. Unconfirmed handovers can be easily identified and tracked.

6. Higher data security and integrity: Unlike paper-based documents, digital handover minimizes the risk of data loss or damage. All information is securely stored in the software and can be retrieved at any time.

The digitalized handover of equipment with sortful thus not only helps to overcome existing challenges but also creates an efficient and future-oriented work environment.

Tips for implementation

The successful implementation of a digital handover solution like sortful requires minimal planning and execution. Nevertheless, here are some tips to help you make the process smooth and optimize the benefits of the software:

1. Introduction for administrators and employees: Conduct brief introductions for administrators so they understand and can effectively use all the functions and settings of sortful. Employees should also receive a brief info to ensure the smooth running of the digital handover.

2. Communication with involved parties: Inform all involved parties about the introduction of the digital handover solution. Clarify the benefits and added value that the new software offers, and answer open questions to address concerns.

3. Collect feedback and optimize processes: Continuously collect feedback from administrators, employees, and other involved parties. Use this feedback to optimize processes, address any difficulties, and further improve user-friendliness.

4. Integration into documentation: Integrate the digital handover process into your onboarding and offboarding documentation.

By carefully implementing these tips, you can ensure that the introduction of sortful for digital handover not only runs successfully but also has long-term positive effects on efficiency and transparency in your organization.