Gets its own tag

• Desktop PCs and laptops
• Monitors
• TVs (serial from the back sticker if you can reach it; if not, the tag is its ID)
• Printers, including label printers
• Tablets
• Barcode scanners
• Docking stations
• Network gear: router, switch, access point
• UPS battery backups
• Workstations (the desk itself)

Rule of thumb: tag it if it has a serial number and would cost more than about $50 to replace.

Goes in an accessory kit

• Mouse, keyboard, webcam, headset, speakers
• HDMI / DisplayPort / USB-C cables, power cables
• HDMI splitter, USB hub, adapters

One kit tag per desk or per bag, with the contents listed. The kit stays with the workstation.

Not tagged: spare loose cables and consumables in the IT storage bins. Count those by bin instead.

Asset ID format

FS-LAPT-0001 = company · type · number. The number never gets reused, even after a unit is decommissioned.

New hire and departing employee

1. Employee leaves: scan the computer → Check in. Back up, wipe or reset it, and tick the wipe box. The desk keeps its monitors and kit and becomes an open desk.
2. New hire: scan a computer from storage → Check out → pick the person and their workstation.
3. Monitors and kits stay with the desk. They only move when the desk is rearranged (Move) or when one needs to be replaced (Replace: pick a spare from storage; the spare goes to the desk and the old one comes back to storage or is decommissioned).

Staff self-registration

• Team leads sign in with the staff PIN → Register equipment.
• Windows PCs: on each computer, fill in 3 boxes and click Download registration file, then open the file. It sends the serial, specs and MAC addresses by itself.
• Everything else: one form per machine, with a photo of the nameplate.
• Admin checks each one in Pending → Register. Then print that department's labels (Labels → department) and hand them to the team lead.

Import submissions

1. On the other register, export the submissions to move as a transfer file (.json).
2. Here: Pending → Import submissions → pick the file. It shows what will be imported before anything is saved.
3. Each one becomes a new Pending submission with a new INT number, all its details and photos. The old INT number is kept in the notes.
4. Skipped: serials already registered or already pending here, and submissions already imported.
5. Then check them like any other submission: Clean ones can go through Register all clean.

Import equipment

1. On the other register: Inventory → Export CSV.
2. Here: Inventory → Import equipment (CSV) → pick the file. Rows at Flashship locations (FLS or 1301) are ticked; tick or untick any row before importing.
3. Each ticked row becomes a new record with an FS number. Locations become 1301-101, 1301-102 or 1301-104. The old ID is kept, so scanning an old sticker here still finds the record.
4. MACs sent by the computer's own registration file show Verified; any other MAC shows Not verified. Every MAC goes through the same checks as Register.
5. Skipped: decommissioned items, serials or MACs already in this register, invalid MACs, and rows imported before.
6. New records go to Labels → Needs printing, and to MAC Whitelist → Not whitelisted yet.

Production equipment, leases, maintenance

• Production equipment has its own codes: DTG printers such as Kornit (DTGP), DTF printers (DTFP), UV printers (UVPR), sublimation printers (SBPR), cutters (CUTR), heat presses (HPRS) and other machines (MACH).
• Record owned or leased, the leasing company, end date and monthly payment. The register flags leases ending within 60 days.
• Record the service company, support phone and warranty end so anyone can call for service.
• Set maintenance every N days and use Log maintenance. Overdue machines show under Needs attention.

MAC Whitelist

1. IT signs in with the IT PIN (IT_PIN) and opens on MAC Whitelist. Same rights as Admin.
2. Devices are grouped by type. Show limits the list to one group; Copy all and Export follow it.
3. Copy each MAC address and check off Whitelisted once completed. Each check records who and when.
4. Status under each MAC: Verified (read by the PC itself or checked on the device), Not verified (confirm on the device before checking off), Temporary address or Random address active (fix on the device first), Adapter MAC (belongs to a dock or USB adapter). Copy all includes verified MACs only.
5. To be removed lists MACs of decommissioned or deleted devices and MACs that were replaced. Check off once removed.
6. Verify (next to Not verified): type the MAC shown on the device; it must match the record exactly. Staff can do the same on their Verify MACs tab. Every check is logged with name and time; a wrong reading is flagged Mismatch reported for Admin.

Registration tracker

1. Click Download template for the columns: PC name, User, Department, Location, Monitors, Accessories, Notes. Fill it in Excel (or use your own list with similar column names).
2. Import list loads it. Choose Add (updates stations with the same PC name) or Replace.
3. Each station shows: PC registered, sent and waiting, or not yet; Monitors registered against the number expected; Accessories kit registered.
4. The PC matches by computer name. Monitors and kits match through the PC's workstation, or by the same location. If one doesn't match, click Edit and link the PC or workstation directly.
5. Add a new PC or laptop with Add station, or import again. Export to Excel gives the current status.

Network access

1. Every device allowed on the work network must be registered with its MAC address. Computers send theirs with the registration file; for printers and machines, read it from the network settings page or the sticker.
2. Inventory → No MAC address shows what is still missing.
3. Network access on each device: Unrestricted (executives), Standard (employee and floor PCs: chat allowed, video blocked), Device only (printers and machines, no browsing).
4. On company PCs, turn off Random hardware addresses for the work Wi-Fi (Settings → Network & internet → Wi-Fi).

Teams alerts

Posts a message in Teams for every new request and every new equipment registration, with a button that opens it here. Requests marked "I can't do my work" come in red as URGENT.

Checking…

1. In Teams, open the chat or channel that should get the alerts → … (More options) → Workflows.
2. Pick "Send webhook alerts to a chat" (for a channel: "Send webhook alerts to a channel"). Name it Flashship Asset Register → Next → choose the chat or channel → Add workflow.
3. Copy the link it shows.
4. Cloudflare → Workers & Pages → fs-it-asset → Settings → Variables and Secrets → Add → type Secret, name TEAMS_WEBHOOK, paste the link → Save.
5. Upload the site again (Deployments → Create deployment), sign in, and click Send test alert.

The link works like a password for posting into that chat. Keep it only in Cloudflare.

Equipment requests

• Staff sign in with the staff PIN and only see the request form. They scan the sticker on their device, pick what they need and how much it affects their work.
• Admin reviews in Requests: Start review → Approve or Decline → Ordered → Completed.
• Approved purchases: use Copy for Odoo to paste the 5W1H into the purchase request.
• When the replacement arrives, register and tag it first, then complete the request. The new unit is checked out to the person and the old one comes back to storage for wiping.
• Computers 5 or more years old show Due for replacement.

Decommission

• Never delete a real unit. Use Decommission with a reason: recycled, sold, donated, lost, stolen, damaged.
• Computers, tablets and printers with storage must be wiped or have the drive removed first.
• Remove or cross out the sticker. The record stays for audits.
• Delete record is only for mistakes and duplicates (test entries, the same PC registered twice). It removes the history. If a label was printed, the number stays used and scanning that sticker says it was deleted.

Scanning

• Phone: open the camera and point it at the sticker. The link opens the record. Each phone asks for the team PIN once.
• USB scanner: click in the Scan box and scan. Works for QR stickers and manufacturer serial barcodes.
• Camera button: scans live inside the register. Android phones also read serial barcodes; iPhones read QR codes only.
• Photo: reads a code from a picture you take, as a fallback.