Managing Company Assets & Personal Protection Equipment (PPE) in People Inc. HR

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CASESTUDY

How a Gloucestershire construction business improved control, traceability, and reporting by managing company assets and PPE in People Inc.

Delivered by PeopleFirstHR — UK HR software implementation specialists

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Results at a glance

Centralised asset and PPE tracking in a single system (alongside training records)

Full visibility of issued equipment per employee, including historical assignments

Faster audits and reporting for compliance, insurers, and internal cost control

Clearer asset status reporting (including items no longer in use)

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BACKGROUND

Client snapshot

Organisation: Large construction company

Location: Gloucestershire

Primary use of system: Training needs and training history (training matrix + expiry tracking)

Additional requirement: Track company assets (e.g., laptops, mobiles) and issued PPE per employee

Platform: People Inc. (configured and customised by PeopleFirstHR)

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THE CHALLENGE

Training was covered — but assets and PPE were still hard to control

The client originally implemented People Inc. to manage training compliance: assigning a role-based training matrix, tracking course expiries, and maintaining training history.

But like many construction organisations, they also needed a reliable way to manage physical assets and Personal Protective Equipment (PPE) issued across the workforce.

They wanted to answer practical, high-stakes questions quickly:

• What equipment has been issued to each employee (and when)?
• Which assets are still in use vs returned, replaced, or retired?
• Can we produce accurate lists for insurers and internal audits?
• Can we analyse equipment cost and replacement patterns by employee, supplier, or business unit?

They needed this inside the same system the HR team already used—without introducing another spreadsheet-driven process that would drift out of date.

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THE SOLUTION

Build an Asset Register and connect it directly to employee records

Using People Inc.’s built-in tools, PeopleFirstHR implemented a structured approach with two linked components:

1) Asset Register (master record)

We created a dedicated Asset Register screen to hold the organisation’s main assets and PPE catalogue.

This provided a central database of items, designed around the exact fields the team needed to record and report on—so the register wasn’t just a list, but something they could actually manage and analyse.

From here, users could review the full asset register, including assets no longer in use, and report by asset status.

2) Company Equipment screen (per employee)

We then created a Company Equipment screen within each employee record.

This screen linked directly to the Asset Register, so users could quickly assign equipment to an employee while maintaining clean, consistent asset data.

Crucially, it also created an asset history view, allowing users to see:

• what equipment is currently assigned
• what was assigned previously
• when it was issued, replaced, or returned (as applicable)

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IMPLEMENTATION

Structured configuration using People Inc. Screen Designer + reporting

What we delivered

• A new Asset Register screen (built using People Inc. Screen Designer)
• A linked Company Equipment screen under the employee record
• A clear Asset History view for each employee
• Reporting to analyse assets in multiple ways, including:
  • Asset history for a specific employee
  • Assets grouped by status (e.g., issued, returned, retired)

Reporting examples delivered

• Company Equipment Report (employee-level asset and PPE history)
• Asset Inventory Report (asset list by status)

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IMPACT

Better visibility, stronger control, and faster reporting

With the new Asset Register and employee-linked history in place, the organisation gained immediate operational benefits:

Clear ownership and traceability

HR and operations teams could quickly confirm what had been issued to each employee—without chasing spreadsheets or relying on memory.

Faster audit and insurer reporting

The business could produce reliable lists of current assets when needed (e.g., for insurer requests), without manual data clean-up.

Better cost control and replacement insights

The reports also enabled meaningful analysis, such as:

• cost analysis by employee, business unit, or supplier
• identifying patterns of loss or damage (and which employees often required replacements)

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ADDITIONAL FUNCTIONALITY

Extend access to employees and support deeper analysis

As part of the wider solution, PeopleFirstHR added additional functionality to strengthen adoption and usefulness:

• Employee Self Service access so employees could view their own asset history
• A suite of reports supporting:
  • current asset lists for insurers
  • cost analysis by employee / business unit / supplier
  • identification of frequent replacement patterns

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Why PeopleFirstHR?

People Inc. includes a strong set of standard screens, reports, letter templates, and workflow tools—but the real value comes when it’s configured around how your organisation operates.

Using People Inc.’s built-in Screen Designer and Report Writer, PeopleFirstHR customised the system to match the client’s real-world requirements—making asset and PPE tracking more efficient, more accurate, and easier to report on.

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Ready to improve asset and PPE control?

If your organisation needs a better way to track company assets and PPE—without spreadsheets—People Inc. can help.

Talk to PeopleFirstHR about configuring People Inc. for asset and PPE management.

☎ 0330 223 6180	✉ enquiries@peoplefirsthr.co.uk

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FAQ’s

Can People Inc. track both company assets and PPE?

Yes. People Inc. can be configured to track standard company assets (e.g., laptops, mobiles) and PPE, with a central register and employee assignment history.

Can we see an employee’s full equipment history?

Yes. With an employee-linked Company Equipment screen, you can view both currently assigned items and historical assignments.

Can we run reports for insurers and audits?

Yes. Reports can be created to list current assets, filter by status, and produce insurer-friendly outputs quickly.

Can employees view their issued assets?

Yes. Asset history can be made available through Employee Self Service, so employees can view what’s recorded against their profile.