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How do you manage employee equipment and access rights?

  • October 6, 2026
  • 3 replies
  • 24 views
Do Gooder (Customer)
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Hi everyone,

How do you manage equipment assigned to employees in IFS?

We would like to keep a record of the equipment each employee has received. This could include everything from keys, workwear and personal protective equipment to work tools such as computers and phones. It would also be very useful to include software access rights.

This would make it easier to ensure that all equipment is returned and access to all systems is revoked when an employee leaves. It would also help us generate statistics—for example, how many employees have a computer that is five years old or older.

How have you set this up? Any suggestions or experiences would be greatly appreciated.

Best answer by Magnus Johansson

Hi Jeanette,

I would advice you to use “Properties” to solve this requirement, and mainly for two reasons: 1) Flexibility and 2) Date control.

Properties are very flexible in the sense that you can adapt them to any naming requirements your organization might have. You do not need to depend on standard system fields for equipment, and you can thereby instead tailor the Properties to your specific equipment needs. For properties you can also add “list of values” for standardized options/values of certain equipment.

 Each Property has date control (date interval), which means that you can obtain the statistics you are after (computers > 5 years etc.).

If you have multiple sub-parts within an “equipment group” and they are all received/updated at the same time  (always follow the same date interval) you can also investigate the function “Multi Fields”. There you can store data for multiple Properties in “one data row”. However, note that there is only one data interval for all equipment in that case. If all equipment in your organization requires a unique validity dates, I would recommend setting  up all equipment as their separate Properties.

Regards,
Magnus

3 replies

Hero (Employee)
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Hi Jeanette,

I would advice you to use “Properties” to solve this requirement, and mainly for two reasons: 1) Flexibility and 2) Date control.

Properties are very flexible in the sense that you can adapt them to any naming requirements your organization might have. You do not need to depend on standard system fields for equipment, and you can thereby instead tailor the Properties to your specific equipment needs. For properties you can also add “list of values” for standardized options/values of certain equipment.

 Each Property has date control (date interval), which means that you can obtain the statistics you are after (computers > 5 years etc.).

If you have multiple sub-parts within an “equipment group” and they are all received/updated at the same time  (always follow the same date interval) you can also investigate the function “Multi Fields”. There you can store data for multiple Properties in “one data row”. However, note that there is only one data interval for all equipment in that case. If all equipment in your organization requires a unique validity dates, I would recommend setting  up all equipment as their separate Properties.

Regards,
Magnus

    Do Gooder (Customer)
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    • jeanette.paivila
    • Author
    • Do Gooder (Customer)
    • October 6, 2026

    Hi, thanks for your reply.

    We’ve looked at both Properties and Multi Fields. We found that Properties meet our requirements, while Multi Fields didn’t feel like quite the right fit.

    I thought I’d ask in case there’s another option we’ve overlooked.

     

    // Jeanette

    Hero (Employee)
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    Also, Properties have a good overview table per Employee for filtering or exporting data.

    You can also visualize equipment, especially those exceeding certain time frames in Lobbies - to take action. However, since the equipment is connected to Employees, Users who do not have HCM Access will not see the data. That might however also be part of the requirement? Otherwise, HR can use severed filters and quickly export any non-sensitive data for certain parts of the organization.

    /Magnus

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