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How to work with Equipment in Huma

How to set up, assign and manage equipment in Huma

 

Table of Contents

 

 

 

Roles and access

Access Role
Add, edit and delete equipment types and equipment System role: Equipment → Equipment management
View own equipment All employees — no role required

 

💡 All employees can see their own equipment under "Your equipment", but cannot edit it. Only users with Equipment management access can see all equipment across the organisation and make changes.

 

What is the Equipment module?

The Equipment module lets you register, assign and track all company assets, from laptops and mobile phones to key cards, tools and workwear. You can track who has what, when it was handed out, and when it needs to be returned or replaced.

💡 Equipment is organised by type. Each type can have variants, for example a type called "Phone" with variants "iPhone 15" and "Samsung Galaxy S24".

 

Know who has what_ENG_1

 

 

Set up equipment types

Before you can add equipment to employees, you need to create at least one equipment type.

  1. Go to the Equipment module
  2. Navigate to the "All equipment" tab
  3. Click "Add equipment"
  4. Fill in the type details:
  5. Click "Add"

 

Field (Details) Description
Icon An icon and background colour to represent the type
Name The name of the equipment type — for example "Laptop" or "Key card"
Description An optional description
Variants One or more variants — for example "MacBook Pro 14"" or "Dell XPS 15"
Require start date Whether a start date must be set when assigning equipment
Require end date Whether an end date must be set when assigning equipment
Require documentation Whether documentation must be uploaded when assigning equipment
Require serial number Whether a serial number must be entered when assigning equipment

💡 Equipment should be grouped by type, with specific models as variants. For example, create the type "Phone" with variants "iPhone 15 128GB" and "Samsung Galaxy S24 256GB".

Screenshot 2026-05-25 at 23.47.03

 

 

Add equipment to an employee

You can add equipment either from the Equipment module or directly from an employee's profile.

From the Equipment module:

  1. Go to the Equipment module
  2. Navigate to the "All equipment" tab
  3. Click "Add equipment"
  4. Select an equipment type
  5. Fill in the details — variant, who to assign it to, serial number, notes, start and end date
  6. Optionally toggle on "Send notification" to notify the employee
  7. Click "Add"
  8. Optionally add documentation or links and click "Done"

 

From an employee's profile:

  1. Go to the People module and open the employee's profile
  2. Navigate to the "Equipment" tab
  3. Click "Add equipment"
  4. Follow the same steps as above

 

💡 You do not need to assign equipment to a specific employee. Unassigned equipment can be registered to maintain a full overview of all company assets.

Screenshot 2026-05-25 at 23.48.13

 

 

Edit and delete equipment

To edit an equipment record:

  1. Go to the Equipment module → All equipment tab, or open the employee's profile → Equipment tab
  2. Click the three dots next to the equipment
  3. Click "Edit" and make your changes
  4. Click "Save"

 

To delete an equipment record:

  1. Click the three dots next to the equipment
  2. Click "Delete" and confirm

 

⚠️ Deleting an equipment type will also delete all equipment of that type. This cannot be undone.

 


Filter equipment

You can filter equipment in the "All equipment" tab by:

Filter Description
Status Missing documentation, Missing serial number, Expired, Expiring soon
Companies, Teams, Locations Filter by group membership

 

Filter_ENG

 

 

Export equipment

  1. Go to the Equipment module
  2. Click "Export" in the top right corner
  3. Choose which equipment types to include, or leave empty for all
  4. Choose who to include — everyone, members of specific groups, or individual people
  5. Toggle on "Include unassigned equipment" if needed
  6. Click "Generate export"

 

💡 Only equipment belonging to active users is included in the export by default. Use "Include unassigned equipment" to also export equipment not assigned to anyone.

 

Screenshot 2026-05-25 at 23.51.04

 

Import equipment

Importing is useful when you have a large inventory and want to register many assets at once.

  1. Go to the Equipment module
  2. Click "Import from file"
  3. Download the import template
  4. Fill in the template and upload the file
  5. Click "Add"

 

Screenshot 2026-05-25 at 23.51.44

 

 

Notifications

Event Who receives it
Equipment assigned The employee the equipment is assigned to — only when assigned by someone else
Equipment expiring soon Users with Equipment management access — sent 90 days before the end date

 

When its time to swap things out_ENG

 

 

FAQ

Can employees see their own equipment?

Yes. All employees can see their own equipment under "Your equipment" in the Equipment module. They cannot edit it.

 

Can I register equipment without assigning it to an employee?

Yes. You can register unassigned equipment to maintain a full overview of all company assets, without linking it to a specific person.

 

How do I track when equipment was purchased or handed out?

Use the start date field when adding equipment. You decide what the start date represents, for example the purchase date, the handout date, or the start of a lease period.

 

Can I attach receipts or documentation?

Yes. You can upload files and add links when adding or editing an equipment record.

 

What happens when an equipment type is deleted?

All equipment of that type is permanently deleted as well. This cannot be undone.