# Welcome to the equipme Hub Welcome to your team’s developer platform This space brings everything together that helps you understand, use, and build with equipme. Whether you’re here to explore the platform, learn new workflows, dive into documentation, or connect with our API, this hub gives you a clear starting point. It’s designed to stay simple, practical, and easy to navigate, so you always know where to look and how to move forward. Take a moment, explore the sections you need, and make the hub part of your daily work with equipme. {% @arcade/embed url="" flowId="zneG4eDAhSNXjAmCVb7a" %} ### Getting started If you are new to equipme and want a smooth way to get started, you can find a set of onboarding guides in the Classes section. Each guide is prepared for a specific role such as Admin, Manager or Self Service, so you can begin with the parts of the platform that matter most to your daily work. These guides help you understand the setup, learn the basics and feel confident using the platform. They are a simple starting point before you explore everything else this hub offers. Whenever you need deeper information or want to look something up while working, the documentation is always there to support you. It gives you clear explanations and helps you move forward at your own pace. *** ### What's new **July 2026** — three releases, mostly about handing responsibility to teams rather than to individual people. * [**Service ownership through groups**](https://app.gitbook.com/s/XNunUyX5NO7xn5mXKS3V/2026/july#assign-service-owners-through-groups) — a service can belong to a team instead of one person, so responsibility survives someone changing role * [**Delegated portfolio management**](https://app.gitbook.com/s/XNunUyX5NO7xn5mXKS3V/2026/july#delegate-access-to-selected-service-portfolio-products) — specialist teams manage their own products without reaching the rest of the portfolio * [**Delegated fulfillment**](https://app.gitbook.com/s/XNunUyX5NO7xn5mXKS3V/2026/july#delegate-fulfillment-by-group) — the same principle for order processing, scoped by group * [**Expandable table columns**](https://app.gitbook.com/s/XNunUyX5NO7xn5mXKS3V/2026/july#customize-inventory-views-with-expandable-table-columns) — show your own asset information as columns in the inventory * [**Asset attachments**](https://app.gitbook.com/s/XNunUyX5NO7xn5mXKS3V/2026/july#store-files-directly-on-assets-with-asset-attachments) — keep documents on the asset they belong to [All releases →](https://app.gitbook.com/s/XNunUyX5NO7xn5mXKS3V/) ***
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Self Service

A simple introduction to everything you need for your daily work. This guide helps you understand how to use your services, request new ones and stay organised.

https://2506876392-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FcHXPMIIwfou9poQ54HVR%2Fuploads%2FvGifZoQgeszZ6uDWhHCL%2FSelf%20Service.png?alt=media&token=ee68e684-c1d3-42e6-a554-1352b9efc532https://app.gitbook.com/s/H1U4lgIRKYXj9ER6ohgo/employee-self-service

Manager

Your starting point for handling teams and resources. This guide shows you how to review requests, keep an overview and support smooth workflows.

https://2506876392-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FcHXPMIIwfou9poQ54HVR%2Fuploads%2FnGyy2wpjwFT7SI6vvvUt%2FManager.png?alt=media&token=45261bd0-d14f-41b8-bef7-f9d0a1360f9dhttps://app.gitbook.com/s/H1U4lgIRKYXj9ER6ohgo/manager-self-service/manager-overview

Admin

The complete setup path for your organisation. This guide walks you through configuration, structure and everything you need to run equipme with confidence.

https://2506876392-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FcHXPMIIwfou9poQ54HVR%2Fuploads%2Fgrlx6RE1qVBV0ge9lcle%2FAdmin.png?alt=media&token=3aef5252-9f63-4827-a904-6ce8fa7bd559https://app.gitbook.com/s/H1U4lgIRKYXj9ER6ohgo/administrative-functions
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API-DocumentationDocumentation of all available API endpoints, authentication methods, and integration guidelines.https://app.gitbook.com/s/TpKsWHNvbxnWLdatT7G8/https://2506876392-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FcHXPMIIwfou9poQ54HVR%2Fuploads%2F0Af4GZ6bztJ3FKhLjOwz%2FAPI.png?alt=media&token=147af399-13f5-45d5-b4be-c44c16c1eb72
Equipme DocumentationAll core documentation to understand, configure, and use equipme effectively.https://app.gitbook.com/s/sefXXH6Iz8RCwoM5daoW/main-menu/dashboardhttps://2506876392-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FcHXPMIIwfou9poQ54HVR%2Fuploads%2Ff4LK1z7BC4fdE8vox6wL%2FDocu.png?alt=media&token=55c50e93-9d78-4130-876d-2a311a5ec999
Security & PrivacyInformation on data protection, privacy standards, encryption, and compliance practices within equipme.https://app.gitbook.com/s/sefXXH6Iz8RCwoM5daoW/security-and-privacyhttps://2506876392-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FcHXPMIIwfou9poQ54HVR%2Fuploads%2FAzEHPcQHv7OcMdtyPcvI%2FSecurity%20%26%20Privacy.png?alt=media&token=5b2c3318-53af-462a-b35d-eec4c7da5d4a
# Top Banner Markdown ![Banner](https://imgur.com/a/eJXXbwT) # Welcome This space is designed to help you get started with the platform. Since everyone uses equipme differently, we have organized our training into two main areas: the initial setup and the daily tasks for each specific role. ### Getting the portal ready #### For Administrators If you are setting up your organization for the first time, start with the Portal Quick Setup. These steps cover everything from registration to configuring your first services. Completing this section ensures that the platform is ready for your team to use. {% content-ref url="/pages/4MJK4p4qdjRKkzsz2eNs" %} [Portal Quick Setup](/classes/portal-quick-setup/welcome) {% endcontent-ref %} ### Daily use by role Once the initial setup is finished, you can choose the path that fits your job. These courses focus on the tasks you will handle in your day to day work. {% content-ref url="/pages/PbYb0GukRhiS4qCHdRal" %} [Employee Self-Service](/classes/employee-self-service/quickstart) {% endcontent-ref %} {% content-ref url="/pages/aOjs4gC5WzIpifbjuGsn" %} [Manager Self-Service](/classes/manager-self-service/quickstart) {% endcontent-ref %} {% content-ref url="/pages/YxfqElLl261gfwhJsNgP" %} [Administrative functions](/classes/administrative-functions/quickstart) {% endcontent-ref %} All classes are modular. You can jump into any topic at any time or use them as a reference later on. When a topic requires more technical background, you will find direct links to the documentation to provide more context. Explore the sections above to begin. # Welcome {% @arcade/embed flowId="KDUGzQANEaBR8pqEobUX" url="" %} This Class is your starting point as an Admin in Equip Me. The video gives you a quick overview of how learning in Equip Me is structured and how **Classes** and **Documentation** work together. You do not need to understand every detail right away. The goal is to help you feel oriented and know where to start. **Classes** are designed to guide you through the most important topics in a clear order. They help you move forward and get your setup done step by step. You can follow them at your own pace and return to them whenever needed.
The **Documentation** is always available as a reference. Whenever you want to explore a topic in more detail or look something up later, you will find the full explanation there. Throughout the **Classes**, you may find links to relevant **Documentation** articles. These links are optional and meant to support you when you want to go deeper. Start with the **Classes** to build momentum. Use the **Documentation** to deepen your understanding when needed. # Portal registration {% @arcade/embed flowId="ZHKPdxf4oQ8imsLpcVDE" url="" %} When you open the equipme start page, you will initially see the login screen. This view is intended for existing users who already have a portal and want to sign in using their email address and password. At the bottom of the login screen, you will find the link [**Create new portal**.](https://app.equipme.io/register) This is where you start the registration process for a new company portal.
After clicking **Create new portal**, you will be taken to the registration screen. Here you set up your new company portal. You only need to provide: * a valid email address (this will be used as your username) * a password The password must contain at least 8 characters and include upper and lower case letters as well as at least one number. By clicking **Create new portal**, your portal is created immediately and a 14 day free trial starts automatically.
After registration, you will receive an email to verify your email address.
Once your email address is verified, you can start digitizing your company in equipme.
In the final step, you can invite additional team members to your portal. Simply enter the email addresses of your colleagues. You can add more people at any time. This step is optional. You can also use your portal on your own first and invite team members later. Click **Get started** to complete the registration.
### After registration After completing the registration, your personal company portal is ready to use immediately. You are automatically assigned as the first Admin and can start configuring equipme right away. This includes tasks such as: * Maintaining company information * Creating employees * Building structures like locations, groups, or cost centers * Preparing and testing services The 14 day trial period gives you enough time to understand how equipme works and how it fits into your organization. # Direct login with single sign on Organizations that use single sign on often have a clearly defined login method for their users. In these cases, users do not need to choose between different login options before accessing equipme. Direct SSO login links can be used to send users straight to the correct login flow. Instead of opening equipme first and selecting a login method manually, the link already includes the selected single sign on provider. For example: `https://app.equipme.io/sso?provider=microsoft` This link starts the login process directly with Microsoft as the single sign on provider. ### When to use direct SSO login links Direct SSO login links are useful when users access equipme from another system or communication channel. Common examples include internal help pages, intranet pages, onboarding instructions, customer communications or other systems that link users back to equipme. In these situations, the login method is usually already known. The direct login link gives users a clear entry point and guides them into the correct authentication flow. ### Benefits for users Direct SSO login links reduce the number of decisions users need to make during login. Users do not have to select a provider manually. They can access equipme through the login method that already matches their company setup. This makes the entry into equipme clearer, especially for users who only access equipme through internal links or predefined workflows. ### Benefits for admins and partners Admins and partners can use direct SSO login links wherever they want to guide users into equipme from a specific context. This can make internal documentation, support instructions and customer communication easier to follow, because the link already points to the intended login path. Direct SSO login links are therefore a simple way to create a more guided access experience for users. # Company Profile {% @arcade/embed flowId="TuJZmiEJ1uxPuxnpco1W" url="" %} ## Overview The **Overview** tab contains the basic information that identifies your company in equipme, together with its primary address. Keeping this information accurate ensures that your company details remain consistent throughout the platform. ### Where to find it Go to **Settings → Company profile** and open the **Overview** tab.
The company name and customer number are displayed at the top of the page. The customer number is the unique identifier assigned to your equipme account. These details are usually configured when the account is created and cannot be changed from this section. ### Updating the company address The address shown in the Overview tab is the primary address associated with your company. It serves as the central reference address within equipme. To update it, click **Edit**. The address fields will then become available for editing. Enter or update the country, street, house number, postal code, and city. Fields marked with an asterisk are required. You can also use the **Additional information** field for details that do not belong in the standard address fields, such as a building name, floor, reception desk, or other location instructions. Click **Save** to apply your changes. Select **Cancel** to leave edit mode without saving them. ### Primary address and billing address The address maintained in the Overview tab is your company’s primary address. It is separate from the billing address used for invoices. When invoices need to be sent to another location, you can manage that information in the **Billing address** tab.
# Billing address The **Billing address** tab is where you manage the addresses and contact details used for billing purposes in equipme. You can maintain multiple billing address profiles, for example when different subsidiaries, offices, or accounting departments require their own invoice information. Each billing address can also be connected to one or more cost centers. This helps ensure that the correct billing information is available for the relevant part of your organisation. ### Where to find it Go to **Settings → Company profile** and open the **Billing address** tab. The overview shows all billing address profiles currently maintained for your company. For each profile, you can see its name, address, number of connected cost centers, and any note that has been added. You can use the search field to find a specific profile. The available actions also allow you to create, edit, delete, or import billing addresses.
The profile marked with the **Default** label is the company’s default billing address. To make another profile the default, use the star icon in the corresponding row. ### Creating a billing address Click **New** to create a billing address profile. Give the profile a clear and recognisable name. This is particularly useful when you maintain several addresses, as it helps administrators identify the correct profile later. You can use the name of the company, subsidiary, branch, or accounting unit. You can also enter an email address for billing related communication, such as a central accounts payable or invoice inbox.
Enter the complete billing address. Fields marked with an asterisk are required. The **Address line 1** field can be used for information that should appear before the street address, such as the company name, subsidiary, or accounting department. Use **Additional information** for address details such as a building, floor, reception desk, or other location information. The **Note** field can contain internal context, for example which legal entity or organisational area should use the profile. Once all relevant information has been entered, click **Save**. ### Editing an existing billing address To update a billing address, select the relevant profile and click **Edit**. You can also use the edit icon directly in the corresponding row. Make the required changes and save the profile. The updated information will then be used wherever that billing address is assigned. ### Connecting billing addresses to cost centers Billing addresses can be assigned to cost centers. This allows different areas of your organisation to use separate billing information while still managing all profiles centrally. The **Cost centers** column in the overview shows how many cost centers are currently connected to each billing address. The individual assignment is managed in the cost center configuration. ### Importing billing addresses When several billing addresses need to be added, you can use **Import** instead of creating every profile manually. This is useful during the initial setup or when transferring an existing organisational structure to equipme. # Cost center Cost centers help you allocate expenses to the correct department, team, project, or business unit. By maintaining them centrally in equipme, you create a consistent structure for internal cost allocation and make it easier to understand which part of the organisation is responsible for specific expenses. Each cost center can include a responsible manager and be connected to a billing address. This ensures that organisational responsibilities and billing information are available in one place. ### Where to find it Go to **Settings → Company profile** and open the **Cost center** tab. The overview shows all cost centers currently maintained for your company. For each entry, you can see the cost center code or name, its description, the assigned manager, and the connected billing address. Use the search field to find a specific cost center. You can also select one or more entries to edit, delete, or assign a billing address.
The action menu on the right side of each row provides additional options for managing an individual cost center. ### Creating a cost center Click **New** to add a cost center.
Enter the official cost center code or name used by your organisation. This field is required and should match the structure used by your accounting or finance team. You can then add the manager responsible for the cost center. This makes it easier to identify who owns the corresponding budget or organisational area. Select the billing address that should be associated with the cost center. When your company maintains several billing profiles, this connection ensures that the correct address is used for the relevant organisational unit. Use the description field to explain what should be assigned to the cost center. For example, you can specify a department, project, location, or type of expense. A clear description helps other administrators select the correct cost center later. Click **Save** to create the cost center. ### Assigning a billing address A billing address can be assigned when the cost center is created or added later from the overview. To update several cost centers at once, select the relevant entries and click **Assign billing address**. This is useful when multiple cost centers belong to the same company entity, branch, or accounting address. The assigned address is shown directly in the **Billing address** column. ### Editing a cost center To update an existing cost center, select it and click **Edit**. You can also open the action menu in the corresponding row. You can change the manager, billing address, or description when responsibilities or organisational structures change. Keeping this information up to date helps ensure that costs continue to be assigned correctly. ### Deleting a cost center Select the relevant entry and click **Delete**, or use the action menu in its row. Before deleting a cost center, check whether it is still being used within your organisation. Removing an active cost center may affect existing assignments or internal processes. ### Importing cost centers When you need to create a larger number of cost centers, use **Import** instead of adding them individually. This is particularly useful during the initial setup or when transferring an existing cost center structure from your accounting or HR system into equipme. # Portal language & currency If you are working with equipme for the first time, it is helpful to set the language and currency that you and your users are most comfortable with. {% @arcade/embed flowId="SthVZGNROL9eZzp8DfTc" url="" %} * ### [Set your personal language](#set-your-personal-language-1) * ### [Set the default language for the entire company portal](#id-2.-set-the-default-language-for-the-entire-company-portal) * ### [Set the default currency for the entire company portal](#set-the-default-currency-for-the-entire-company-portal-1) *** ## Set your personal language
In the upper right corner of the portal, you will see your user profile. Click on it to access the “Language” option. Here you can switch directly to the language you want to use. The change will take effect immediately—you don't need to save anything. This option is quick and useful if you only want to set the language for yourself.
### 2. Set the default language for the entire company portal If you want to set a default language for new users of your company portal, you can do so in the portal settings. Go to: **Settings → Portal settings**. At the top of the page, you will find the **Preferred language** option. Select the desired language and **save** your changes. This sets the default language for new employees. {% hint style="info" %} Please note that employees can change their profile language themselves at a later date (see "1. Set your personal language"). The personal language setting overrides the company default. {% endhint %}
*** ## Set the default currency for the entire company portal You can also set the currency in which quotes are to be created and asset costs recorded under **Settings -> Portal** **settings**. {% hint style="warning" %} Please note that the currency can only be changed in the standard version if no assets have been purchased/inventoried yet. {% endhint %} {% hint style="success" %} If you need support for multiple currencies in your portal, please contact us to activate the multi-currency feature. {% endhint %}
# Theming your portal The theme settings allow you to adjust the visual appearance of your portal. Here you can change the header color and add your company logo, so the interface matches the environment your team is familiar with. Theming does not affect how equipme works — it simply defines how the portal looks. You can make these adjustments at any time, and you can always revert or update your changes later. {% @arcade/embed flowId="QyBA2iPjzLcDoGVOeTTV" url="" %} Go to **Settings → Theme**.\ Here you can adjust everything from the favicon in the browser tab to the colors of the buttons inside the portal. ![](https://media1-production-mightynetworks.imgix.net/asset/dc265d61-dc62-4c62-a832-7c7f949bfa23/1758161624757.png?ixlib=rails-4.3.1\&fm=jpg\&q=75\&auto=format\&w=1400\&h=1400\&fit=max\&impolicy=ResizeCrop\&constraint=downsize\&aspect=fit) # Remove the "Powered by equipme" Label By default, your customer portal shows a "Powered by equipme" label at the bottom of the sidebar. If you want the portal to appear fully under your own brand, this label can be removed for you.
### **Availability** Label removal is included with the Advanced license. There's no setting to activate yourself, it's not something you toggle in the portal. If your license includes this option, we handle the removal on our end. ### **How to request it** Send us a short message letting us know you'd like the label removed. We'll take care of it from there. # Single Sign-On configuration Single Sign On, usually called SSO, allows users to access equipme using one single login. Instead of creating and remembering separate usernames and passwords, users authenticate once through a central identity system and are then automatically recognized when accessing equipme.
In everyday use, this means a smoother and faster login experience with fewer password related issues. From an administrative perspective, SSO helps you keep access under control. User accounts can be managed centrally, access can be granted or revoked quickly, and security rules such as password policies or multi factor authentication are enforced consistently. In equipme, SSO is used to connect your existing identity provider, for example Microsoft Entra ID, directly to the platform. This ensures that only authorized users can sign in and that access to equipme always reflects your internal user management. This quick guide gives you a brief understanding of what SSO does and why it is relevant in equipme. For detailed instructions on how to configure Single Sign On, please refer to the dedicated SSO setup article. {% content-ref url="/spaces/sefXXH6Iz8RCwoM5daoW/pages/jflkEWlVwIn6NNMCjRpZ" %} [Single Sign-On (SSO)](/equipme/settings-1/portal-settings/single-sign-on-sso) {% endcontent-ref %} # Organizational setup {% @arcade/embed flowId="1miE8ik4R9M6X6eKKFvO" url="" %} # Automated HR Sync HR Sync connects equipme with your HR system and keeps both employee data and organizational structures aligned automatically. Instead of manually creating and maintaining users, locations, cost centers, or similar structures, changes made in your HR tool are transferred to equipme in a structured and consistent way.
In practice, this means that new employees can be created in equipme as soon as they appear in the HR system, role or department changes stay in sync, and leavers can be handled cleanly without manual follow up work. At the same time, organizational elements such as locations or cost centers can be kept up to date automatically, ensuring that assignments, reporting, and billing related processes are always based on current data. Within equipme, HR Sync is used to automate onboarding and offboarding related data flows and to maintain a reliable organizational structure. This creates a single source of truth between your HR system and equipme and significantly reduces manual maintenance over time. This quick guide explains what HR Sync does and why it is relevant in equipme. For detailed instructions on how to set up HR Sync, please refer to the dedicated HR Sync setup article in the documentation. {% content-ref url="/spaces/sefXXH6Iz8RCwoM5daoW/pages/FpFh13aNgLrcXlWyES5D" %} [HR-Sync overview](/equipme/settings-1/integrations/hr-sync-overview) {% endcontent-ref %} # Manual Creation / Import {% @arcade/embed flowId="WsXD4L2Z5zy3Srlk9JWw" url="" %} ### Creating and maintaining your organisational structure Organisational data such as locations, employees, and groups can be created and maintained in different ways. The right approach depends mainly on the size of your organisation, the amount of data you need to manage, and how frequently that data changes. For smaller organisations or occasional updates, you can create and edit the information manually in equipme. This gives you full control and is often the quickest option when only a few entries are involved. When setting up multiple entries at once, you can import the data using an Excel file. This reduces manual work and helps ensure that information such as names and structures remains consistent. For larger organisations or data that changes regularly, an HR sync provides a more scalable solution. equipme connects to your source system and automatically keeps the relevant organisational data up to date. The following sections explain each of these options in more detail and show how they are used in practice. # Create Locations In equipme, locations are more than just addresses. They define the structural backbone of your organisation and determine where employees work, where services are delivered, and where resources such as devices or stock are assigned. A clean location structure is essential for smooth ordering, approvals, logistics, and reporting. Locations are used across the entire platform. Employees are linked to a location, service availability can depend on it, deliveries are routed correctly, and costs can later be analysed per site or region. Because of this, locations are a core building block of your equipme setup. #### How locations can be created in equipme
equipme offers several ways to create and maintain locations. Which option makes sense depends mainly on the size of your organisation and how often your structure changes. **Manual creation**\ This option is ideal for smaller organisations or for adding individual locations quickly. Locations are created directly in equipme by entering the required information in a form. This works well when only a few locations are needed or changes are rare. **Excel import**\ If you manage multiple locations or already have structured data in a spreadsheet, the Excel import is the more efficient choice. You can upload several locations at once, keep naming consistent, and avoid duplicates. This method is especially useful when setting up equipme for the first time or restructuring an existing setup. **HR Sync**\ For larger organisations or environments with frequent changes, HR Sync is the recommended approach. equipme connects directly to your HR or identity system and automatically synchronises locations along with employees and other organisational data. This minimises manual effort and ensures that your structure in equipme always reflects your source system. This class focuses on helping you understand what locations are, why they are important, and which creation options are available. For detailed, step by step instructions on manual creation, Excel imports, or HR Sync configuration, please refer to the dedicated documentation article where each method is explained in detail. {% content-ref url="/spaces/sefXXH6Iz8RCwoM5daoW/pages/pYjwX1nInR812ah4rHNS" %} [Locations](/equipme/my-company/locations) {% endcontent-ref %} # Add Employees Employees are at the center of your setup in equipme. Once employees are created, you can assign services, manage devices, handle onboarding and offboarding, and keep your organisational structure consistent and up to date. To support different team sizes and workflows, equipme offers multiple ways to bring employee data into the platform. Depending on how your organisation manages employee information, you can create employees manually, import them via Excel, or connect your HR system using HR Sync. For larger organisations or teams with frequent changes, HR Sync is the recommended approach.
#### How employees can be created in equipme equipme provides flexible options to create and maintain employees, allowing you to choose the method that best fits your setup. **Manual creation**\ This option is best suited for small teams or quick adjustments. You can add individual employees directly in equipme by entering their information manually. It is ideal when you need full control over the data or only manage a limited number of employees. **Excel import**\ If you manage a larger workforce or already maintain employee data in spreadsheets, the Excel import is a more efficient solution. You can upload multiple employees at once, ensure consistent data, and reduce manual effort. This method works especially well during initial setup or larger onboarding phases. **HR Sync**\ For organisations that already manage employees in an HR or identity system, HR Sync offers the most scalable solution. equipme connects directly to your source system and automatically synchronises employee data. Updates such as new hires, changes, or leavers are reflected in equipme automatically, keeping your data aligned without ongoing manual work. This class gives you an overview of how employees are managed in equipme and which creation options are available. For detailed, step by step instructions on manual creation, Excel imports, or HR Sync configuration, please refer to the dedicated documentation article. {% content-ref url="/spaces/sefXXH6Iz8RCwoM5daoW/pages/CVuLmqt5Ookxpnb8Ks7K" %} [Employees](/equipme/my-company/employees) {% endcontent-ref %} # Create Groups ### Organise employees with groups Groups help you represent how people are organised within your company. They can reflect traditional structures such as departments, but they can also be used for project teams, regional teams, cost areas, or any other structure that is relevant to your organisation. This makes groups more than just a way to sort employees. They provide context and allow you to manage recurring requirements for multiple people at once. For example, you could create groups for: **Departments**, such as IT, Finance, or Human Resources **Project teams**, whose members need access to the same tools and services **Regional teams**, such as Berlin Office or Southern Germany **Custom structures**, such as Field Sales, Working Students, or External Consultants An employee can be assigned to the groups that match their role and responsibilities. This makes it easier to maintain your organisational structure without managing every employee individually. ### Creating a group To create a new group, go to **My Company → Groups** and select **Create**. Enter a clear name that makes the purpose of the group immediately understandable. You can also select a group type, add a category, assign tags, and include a description with further information. A useful description can explain who belongs to the group, what it is responsible for, or when employees should be added to it. This becomes especially helpful as the number of groups in your organisation grows. Once all relevant information has been added, select **Create**.
### Adding employees to a group After the group has been created, you can assign the relevant employees to it. The group will then appear as part of their organisational information in equipme. Keeping group memberships accurate is important, especially when employees change departments, join a project, or move into a different role. This ensures that the structure in equipme continues to reflect how your organisation actually works. ### Using groups for service assignment Groups can also be connected to services. This allows you to define which services should be available to the members of a specific department, team, or project. For example, a **Field Sales** group could be connected to the services its members regularly need, while an **IT** group could have a different set of available services. When an employee joins the group, the relevant group based services become available automatically. This reduces repetitive setup work and helps ensure that employees with similar responsibilities receive a consistent service offering. Groups therefore connect your organisational structure with practical processes inside equipme. Instead of maintaining the same assignments employee by employee, you can define them once at group level and apply them consistently across the organisation. # Marketplace setup (internal Shop) {% @arcade/embed flowId="kbLha9Au6c7y3mTFcHjm" url="" %} # Internal provided Services This is where you manage all services and items that your organization offers directly. These services don't come from external providers. Instead, you create and maintain them in equipme, then make them available to your employees or customers. In this section, you can structure your complete offering: from simple items to complex services for daily operations. You decide how services are displayed, how they're organized, and who can request them. This keeps you independent from external providers and gives you a clear overview of everything you offer internally. Internal Provided Services form the foundation for the service portfolio, order processing, and template management in equipme. Together, these areas ensure that your internal offerings stay consistent, transparent, and easy to access. #### Service portfolio The service portfolio is where you shape your entire internal offering. Here you create and manage the services and items that your organisation provides. You decide how each service should behave, whether it is something that can be requested once, rented for a period, purchased outright, or offered as a special internal arrangement. You can define prices, availability, and the full set of details that describe how the service should be used. This area gives you complete control over how your internal catalogue is structured and how your employees or customers will experience it inside equipme. {% content-ref url="/spaces/sefXXH6Iz8RCwoM5daoW/pages/S0bezxo4Cr2c6vac6ijG" %} [Service Portfolio](/equipme/offer-management/service-portfolio) {% endcontent-ref %} #### Order processing Order processing is the working space for handling incoming requests. Whenever someone orders one of your internal services, the request appears here and moves through the steps that you manage. You can check who requested it, which service is involved, the location, the order date, and the current process stage. This list shows you everything that is waiting for your action. You can approve, process, complete, or cancel orders depending on what is required. It is the place where you keep internal demand flowing and make sure that each request is handled in a clear and predictable way. #### Template management Template management allows you to prepare repeatable service combinations that can be used across different scenarios. You can create templates for employees, locations, or cloud scenarios, depending on how your organisation works. A template can include a set of services that should always be assigned together, which helps you keep internal processes consistent. When someone is added to a specific group or location, these templates can simplify onboarding and reduce manual work. You decide which templates are active and available, and you can update them at any time as your service structure evolves. {% content-ref url="/spaces/sefXXH6Iz8RCwoM5daoW/pages/nApeKYjcyYz9yzaDlEe4" %} [Template management](/equipme/offer-management/template-management) {% endcontent-ref %} # Creating a product or service To create something new in your portfolio, open the **Service Portfolio** in the Equipme app and select **Add**. The system first asks you to choose whether you are creating a **Service** or a **Product**. Both represent offers in your portal, but they follow different lifecycles and are managed differently. *** #### What is a **Service** A **Service** describes something functional that you provide, such as software access, a support package, a managed device setup, or anything that requires ongoing usage, assignment or billing.\ Services often define the work or value a user receives rather than the physical object itself. *** #### What is a **Product** A **Product** describes something physical that is held in inventory, such as a device or accessory, which is delivered to someone and may be combined with a service.\ Products are normally tracked, stored and assigned through inventory workflows. *** If you want a deeper explanation of how products and services differ in Equipme and how they work together, you can find more information in the dedicated article here. {% content-ref url="/spaces/sefXXH6Iz8RCwoM5daoW/pages/K0VatCfmDUG6nhnDZE4a" %} [Products vs. Services](/equipme/offer-management/service-portfolio/products-vs.-services) {% endcontent-ref %} *** #### Creating a new **Service** For this course we will focus on services. Once you choose **Service**, a creation flow opens where you set up the basic information that defines how your service should appear in your portal.
The first step is **Service details**.\ Here you define the core information that identifies and explains your service: * A **name** so it can be displayed correctly * A **category** so it becomes part of your structured catalogue * Optional identifiers such as **EAN GTIN** or an internal code * A short **description** that helps others understand what it is You can also decide whether to make the service directly available in the Marketplace by selecting **Activate offer in the marketplace**. If you are still preparing the offer, leave it inactive and publish it later. Activation makes the service visible and orderable. When you have entered the details, continue to the next step to define the **pricing model**. ## Pricing model
The pricing model defines how a service is sold, billed and renewed in the Equipme app. It is not simply a price tag, it represents the commercial structure behind an offer. When you configure a pricing model, you decide whether something is a one time purchase, an ongoing subscription, or a more flexible arrangement that combines both. This information is essential because it affects how users request a service, how contracts behave and how costs are calculated over time. The more accurately you describe the commercial model, the more predictable and automated the lifecycle becomes for both the organisation and the customer. *** ### Offer name The pricing step begins with an optional **offer name**.\ This allows you to use a more user friendly or context specific name for the commercial offer, without changing the general technical name of the service. For example, a service called "Microsoft 365 Business Standard" could have an offer called "M365 Standard monthly subscription". This is not required, but it becomes useful when you create different commercial variants of the same service. *** ### Offer type The core of the pricing model is the **offer type**.\ This setting defines how the offer behaves commercially. The most common types are: **Purchase**\ A one time transaction where the customer pays a single price.\ There is no renewal or recurring behaviour. **Subscription**\ A recurring fee that continues over time.\ The customer pays monthly or annually for ongoing access or service delivery. **Hybrid models**\ A combination of upfront cost and recurring billing.\ Useful for services that have an initial setup plus ongoing maintenance. The offer type determines which pricing fields appear and which lifecycle controls are available. Choosing the wrong type will lead to confusing behaviour later, so it is worth selecting the model that accurately reflects the service you provide. *** ### Prices and currency Once you choose an offer type, you enter the prices that apply to it.\ Equipme supports two fundamental price fields: **One time price**\ Charged once at the moment the order starts. **Monthly price**\ Charged repeatedly for as long as the service is active. These can be combined, which allows you to reflect real world commercial models, such as: * A device setup fee plus monthly support * A low entry price plus a higher recurring cost * A completely free setup with paid usage You also set the **currency**.\ Currency is defined at the offer level, so you can price services differently across regions or customers when needed. If your portal works with international billing, consistent currency selection keeps reporting, invoicing and budgeting predictable. *** ### Term and runtime extension Subscriptions often rely on a defined runtime.\ The **term** represents the initial commitment period measured in months. For example, a twelve month term means the customer commits for a full year from the start date. Once the term expires, you define how the service continues. This is managed through the **runtime extension**. An extension of one month means that after the initial period ends, the service renews every month unless cancelled. This structure is essential because it determines: * When renewals happen * How costs are scheduled * When termination options are available * How long a customer uses the service Without a controlled runtime model, recurring services would behave unpredictably.\ Equipme enforces structure so ongoing subscriptions can be managed and billed automatically. *** ### Activation and publication The pricing model includes two controls that influence visibility and availability. **Publish offer for direct customers**\ Publication makes the offer available to your customer base once the service itself becomes active.\ It does not automatically make the service visible, it simply prepares the commercial settings. **Activate offer in the marketplace** (in the service step)\ Activation makes the service visible and orderable in the marketplace. Publication and activation work together: * Publication prepares the offer * Activation makes the service public You can publish an offer early without distributing it immediately.\ This gives you time to refine pricing or run internal approval before launching. #### Adding images The final step of the creation flow lets you add images that visually represent your service. Images are optional, but they help users recognise and differentiate services more quickly, especially when working with a larger portfolio. A clear visual identity also makes the marketplace easier to navigate and more pleasant to use. You can upload one or multiple images depending on how you want the service to appear. The first image acts as the preview, so choose something that reflects the service clearly. If you offer configurable or product linked services, images can give users an immediate sense of what they are ordering instead of relying on descriptions alone. Images do not influence the behaviour or pricing of the service, but they have a significant effect on usability and recognition, particularly when many services are active at the same time. *** #### Completing the setup Once you have reviewed all settings and added the images you want, select **Save** to complete the creation process. Saving finalises the service and adds it to your portfolio. If the service is already activated, it becomes visible and orderable in the marketplace immediately. If it is still inactive, it remains in your portfolio without being visible to users until you decide to publish and activate it. Creating a service is therefore a two step process: first defining what it is, how it behaves and how it looks, and then deciding when it should become available. This gives you full control over both the internal setup and the public release.
# Supplier provided Services Partner Connect allows you to bring selected suppliers and service providers directly into your equipme environment. Instead of managing external offers, products, and communication separately, you can include trusted partners in the same processes you already use for internal services and procurement. This is particularly useful when your organisation already works with established IT suppliers, leasing providers, resellers, or other service partners and wants to continue those relationships within equipme. ### How Partner Connect works A partner connection is created between your company and a specific external provider. Once the connection is active, the partner can make selected products and services available to you through equipme. These offerings appear in your Marketplace alongside your existing services. From the customer’s perspective, they can therefore be discovered and used through the same familiar interface, regardless of whether the service is managed internally or provided by an external partner. This creates a more consistent experience for employees while keeping the underlying responsibilities clearly separated. {% content-ref url="/spaces/sefXXH6Iz8RCwoM5daoW/pages/TNrGaMs9i5vovnZSvmJs" %} [Partner connect](/equipme/offer-management/partner-connect) {% endcontent-ref %} ### Integrating existing suppliers Partner Connect is not intended to replace your trusted vendors. Instead, it allows you to integrate them into your existing equipme setup. For example, a connected partner could provide: Hardware and workplace equipment Software subscriptions and licences Managed IT services Installation, support, or logistics services Other products and services agreed between your organisation and the partner Which offerings are available depends on the individual partner relationship and the services configured for your company. ### One central service experience Supplier-provided services can be managed alongside internal and existing services. This means users do not need to know which provider is responsible behind the scenes or switch between different platforms to request what they need. For administrators and service teams, Partner Connect helps bring external offerings into a more structured and transparent process. Relevant services remain accessible through equipme, while the selected partner can contribute directly to the delivery of their own products and services. ### A controlled partner network Partner Connect is not a public marketplace where any supplier can list services freely. Every connection is established deliberately between your organisation and a selected partner. You decide which providers become part of your setup and which offerings should be available. This keeps the partner network controlled and ensures that employees only see services that are relevant and approved for your organisation. In this way, Partner Connect combines the flexibility of working with external providers with the consistency of managing services through one central platform. # Connect / Invite suppliers To work with an external vendor through equip me, you first need to connect them using Partner Connect. This allows the provider to unlock their offers and make them available to you inside the platform. #### Where to find Partner Connect You can find Partner Connect in the main navigation under: **Offer Management → Partner Connect** This opens the **Partners & Suppliers** overview, where all connected providers are listed.
*** #### Inviting a new provider To invite a new external provider, select the **Add partner** tile in the overview.
This opens the invitation dialog, where you enter the basic contact information for the provider.
Once the invitation is sent, the provider receives an email with access to equipme. The invitation establishes the connection between your company and the provider. Until it is accepted, the provider cannot yet share offers or services with you. *** #### After the provider accepts the invitation Once the provider accepts the invitation, the connection becomes active. From this point on, the provider can make their services and products available to you through equip me. These offers can then be used in your Marketplace and follow the same ordering and approval flows as other services. # Inventory recording {% @arcade/embed flowId="B26dlzLyDIdHhavW3seP" url="" %} Bringing existing inventory into equip me can be done in two different ways. The right approach depends on where your inventory is currently managed and how automated your setup should be. There are two available options: • **Import via Excel** • **Import via API**
The Excel based import is typically used when inventory already exists in a structured format and should be transferred into equip me as a one time or initial step. The API based import is used when inventory is managed in another system and should be connected to equip me for ongoing synchronization or automation. This overview is meant to help you understand the two possible directions. Each option is explained in more detail in the individual courses below. # per Excel {% @arcade/embed flowId="sMJgnZ36syjLop1D36yt" url="" %} {% content-ref url="/spaces/sefXXH6Iz8RCwoM5daoW/pages/gLVyGs5hsvL5vVIhKCuc" %} [Import Inventory via Excel](/equipme/assets/understanding-the-inventory/import-inventory-via-excel) {% endcontent-ref %} The Excel based import is used when inventory already exists in a structured format, such as spreadsheets.
This approach allows you to bring multiple inventory items into equipme at once, without having to create each item manually. It is especially useful for the initial setup or when migrating larger inventories. The focus here is on transferring existing data into equip me in a clean and structured way. No automation or system integration is required. This option is often chosen as a first step before expanding inventory processes further. # per API {% @arcade/embed flowId="iJlWytV6neMj965fLOSZ" url="" %} You can also import your inventory into equip me via API.\ This is ideal if you want to connect existing systems and transfer inventory data automatically. Find all technical details in our API documentation: {% content-ref url="/spaces/tFGK2XUpplIeJvAK4Aab" %} [Broken mention](broken://spaces/tFGK2XUpplIeJvAK4Aab) {% endcontent-ref %} # Ticket System setup {% @arcade/embed flowId="1li7tZ5JpKr52YC4T5EY" url="" %} {% content-ref url="/spaces/sefXXH6Iz8RCwoM5daoW/pages/HySiXCmBa4TnIz6DUBZ3" %} [The Ticket-System](/equipme/my-company/employees/the-ticket-system) {% endcontent-ref %} # Invite users # How to invite a user Inviting users in equipme is intentionally separated from creating them.\ This applies to everyone who should access the platform, regardless of what they will do later or which responsibilities they might get. Once you understand this separation, the onboarding flow becomes very clear and predictable. *** #### Why inviting users is a separate step When you create a user in equipme, you are not giving access yet.\ You are simply adding a person to the system. This allows you to prepare your setup first. You can import users, sync them from an HR system, or structure locations and groups before anyone logs in. Only when you actively send an invitation does the user receive access. Because of this, users are never invited automatically. The invitation is always a deliberate action. *** #### Two ways to invite a user There are two ways to invite a user in equipme. Both lead to the same result. The only difference is when you decide to send the invitation. *** #### Inviting a user during creation
If you manually create a user and already know that this person should get access immediately, you can send the invitation right away. During the creation process, you simply enable the option to send an email invitation and choose how the user should log in. As soon as the user is saved, the invitation email is sent and the user can access equipme. This approach is straightforward and works well for small teams or individual users. *** #### Inviting a user later from the user list
In many real setups, users already exist in equipme before they are invited. This often happens when users are imported, synchronized from an HR system, or created in advance as part of a larger rollout. In this case, you invite users from the user list. You select one or multiple users, open the actions menu, and send the invitation from there. You can decide on the login method and add a short message if needed. This way of inviting users is especially useful when access should be granted at a specific point in time or to many users at once. *** #### What the invitation does and what it does not do Sending an invitation only gives the user access to equipme. It does not define what the user can do or what they are responsible for. Permissions, roles, and responsibilities are handled separately and can be adjusted at any time. You can invite users first and fine tune their setup later without sending another invitation. *** #### A simple way to remember it Creating a user means the person exists in the system.\ Inviting a user means the person can log in. equipme keeps these two steps separate to stay flexible, especially in larger or more complex setups. # Invite Employees for Self-Service Employees can only use Self-Service in equipme if Self-Service is explicitly enabled for them. This allows you to control who can access the marketplace and interact with equipme independently. Self-Service is usually enabled once employees are created and ready to use the platform. A key advantage is that this can be done very easily for multiple employees at the same time. #### What enabling Self-Service means When Self-Service is enabled, employees gain access to the Self-Service area and the marketplace in equipme. Depending on their role and permissions, they can browse available services, request services, view assigned devices and services, and track the status of their requests. Enabling Self-Service does not automatically assign services or trigger orders. It simply unlocks access for the employee to the marketplace. #### Enabling Self-Service via the employee list Self-Service is enabled directly from the **Employees** list, which makes the process fast and scalable.
You can select one or multiple employees in the list and open the **Actions** menu. From there, you can enable Self-Service for all selected employees in a single step. This bulk action is especially useful after onboarding, Excel imports, or HR Sync synchronisations.
After confirming the action, equipme processes the activation. The progress and result can be tracked directly in the status column of the employee list.
Once completed, the selected employees are immediately able to use Self-Service. If required, Self-Service can also be disabled again using the same bulk action. #### Typical use cases Bulk Self-Service activation is ideal when rolling out equipme to a larger team, enabling access after onboarding, or activating Self-Service for multiple employees following an import or synchronisation. This class explains when and how Self-Service is enabled and how bulk actions help you manage access efficiently. For more details about permissions and Self-Service behaviour, see the documentation. {% content-ref url="/spaces/sefXXH6Iz8RCwoM5daoW/pages/tnGZ7zWKoqUUx04e2RsM" %} [Activate Self-Service for Employees](/equipme/my-company/employees/activate-self-service-for-employees) {% endcontent-ref %} # Advanced configuration # E-Mail notifications {% @arcade/embed flowId="6rFSqsweb8z7fIU7PvVK" url="" %} {% content-ref url="/spaces/sefXXH6Iz8RCwoM5daoW/pages/4CeGJb7tD388eljOD92E" %} [Email notifications](/equipme/settings-1/email-notifications) {% endcontent-ref %} # Configure approval flows # Configure Workflows # Your first login To access equipme for the very first time, you’ll receive an invitation email from your employer. This message includes your login details along with a link to the platform. All you need to do is click on the "Accept invitation" button, and you’ll be guided to the login page. ![](https://media1-production-mightynetworks.imgix.net/asset/5a51284f-0341-4cf4-af47-52578c23cdb5/1756200540765.png?ixlib=rails-4.2.0\&fm=jpg\&q=75\&auto=format\&w=1400\&h=1400\&fit=max\&impolicy=ResizeCrop\&constraint=downsize\&aspect=fit) ### Logging in via username and password In the invitation email you’ll find a temporary username, usually your email address, and a temporary password. On your very first login you’ll be asked to set a new password of your own. Once this step is complete, your account is ready, and you can return to equipme at any time using the link provided. Logging in is straightforward. Enter your email address and the password you’ve chosen, and you’re in.
### Logging in via Single Sign-On (preferred) If your company uses Single Sign-On, for example with a Microsoft account, you may NOT receive a password with the invitation email. In this case, you can simply log in by clicking “Sign in with Microsoft” without having to enter a username or separate password. {% hint style="success" %} Tip: Even if you received a temporary password with the invitation email, your organization may have enabled Single Sign-On. Just try it out or ask your administrator. {% endhint %}
### You're in Once you have successfully logged in, equipme will take you straight to your Self-Service Dashboard. This is the place where everything starts — it’s where you’ll see your active services, request new equipment, or report a problem if something doesn’t work. From this point on, equipme becomes your central hub for managing the tools you use every day. ![](https://media1-production-mightynetworks.imgix.net/asset/2625acc0-bab9-4f1c-9e21-911a4564ac4f/1756198858128.png?ixlib=rails-4.2.0\&fm=jpg\&q=75\&auto=format\&w=1400\&h=1400\&fit=max\&impolicy=ResizeCrop\&constraint=downsize\&aspect=fit) # Setting your default language equipme supports multiple languages, so you can use the platform in the language you feel most comfortable with. #### How to Change Your Language 1. Click on your **username** in the top-right corner. 2. In the dropdown menu, select **Language**. 3. Choose from the available options, such as: * German (DE) * English (EN) * French (FR) * Italian (IT) * Polish (PL) * Norwegian Bokmål (NB) * Dutch (NL) {% hint style="success" %} If another language is required, please let us know. {% endhint %} Once selected, the interface will automatically update to your chosen language for future logins.


# Self-Service Overview ### The Dashboard
When you log in to **equipme** for the first time, you’ll land directly in the Self-Service Dashboard. This dashboard is your personal starting point. It brings together everything you need to manage your devices, services, and requests in one central place. At the top, you’ll be greeted by name. Just below, you’ll find the main areas you’ll use most often. Four large tiles form the core navigation: *My services*, *Marketplace*, *My tickets*, and *Report problem*. Whatever you need to do — whether it’s checking your equipment, requesting something new, or reporting an issue — it all begins here. ### **My services - Manage your equipment** The “**My services**” section displays all devices and software programs currently assigned to you. Each card functions as a quick profile: you can immediately see whether the service is active, how long it will remain available, when it will be renewed, and (unless hidden by your administrator) the associated costs. Clicking “**Show details**” opens a full view with additional information and possible actions for each service. ![](https://media1-production-mightynetworks.imgix.net/asset/2625acc0-bab9-4f1c-9e21-911a4564ac4f/1756198858128.png?ixlib=rails-4.2.0\&fm=jpg\&q=75\&auto=format\&w=1400\&h=1400\&fit=max\&impolicy=ResizeCrop\&constraint=downsize\&aspect=fit) ### **Marketplace – Request new equipment** If you need new products or services for your work, you can find them in the Marketplace. Here you can browse everything that your company provides to employees in your role. You can search for specific items, compare options, and - depending on your organization's configuration - start the procurement or approval process.
### **My tickets & Report problem - Open and track support requests** If something isn't working as expected, you can create a support request directly via the “*Report a problem*” tile. Just add a brief description and your ticket will be submitted. All your requests, whether open or resolved, can then be tracked under “*My tickets*” This way, you always know whether your problem is already being worked on and where the process stands. {% hint style="warning" %} Please note: If "My Tickets" and "Report problem" are not displayed, this may be because your administrator has blocked the ticket system, for example because your organization already uses a different ticket system. {% endhint %} ![](https://media1-production-mightynetworks.imgix.net/asset/3932425a-1787-4ca3-8278-11825146af27/1756199072469.png?ixlib=rails-4.2.0\&fm=jpg\&q=75\&auto=format\&w=1400\&h=1400\&fit=max\&impolicy=ResizeCrop\&constraint=downsize\&aspect=fit) ### **Profile and Standard delivery address** On the right side of the dashboard, you’ll find your personal profile information — things like your department, assigned groups, or your supervisor. This information is specified by your organization and cannot be changed independently, except for your phone number. {% hint style="danger" %} If the profile settings are incorrect, please contact your administrator. {% endhint %} Directly below this is your default delivery address. Here you can specify whether physical products should be delivered to your office or home office. When you request something from the marketplace, this address will be suggested by default, but you can change it during each request. ![](/files/TF3yr7NIVlt1hAeTWHFg) #### **Wrapping Up** The self-service dashboard is your central point of contact in equipme. It provides you with an overview of your current services, allows you to request new services, helps you manage support cases, and ensures transparency regarding your profile and costs. When you log in for the first time, take a few minutes to explore the different areas. Once you have clicked through all the areas, you will quickly find your way around and know exactly where to go when you need something.
# Manage your Equipment (My services)
## My services – Manage what is assigned to you **My services** is the place where you manage everything that has been issued to you for work, whether it’s a device, a software subscription, or another resource you rely on in your daily tasks. The goal isn’t just to show what you have, but to give you clarity and autonomy over the lifecycle of those items. Instead of relying on back-and-forth communication with your IT team, you can access the key information directly. Every service card reflects its current status, how long it remains available, and whether it is renewed automatically. This helps you understand the commitments attached to a device or application without needing to interpret contracts or internal policies. ### Confirming receipt and reporting issues Some resources require a short acknowledgement once you have received them physically. This small step ensures that the system keeps an accurate record of what is in your possession and prevents misunderstandings later. You can complete this with one click as soon as the item arrives. If something is not working as expected—whether the device is damaged, misconfigured, or simply cannot be used—you can report the problem directly from the same place. You do not need to search for contact forms or explain what you are referring to, because the system automatically links your request to the correct item. This makes support faster and easier for both sides. ### Exploring a service in detail By selecting **Show details**, you can access a deeper view of an individual service.\ This page gives you the full context: what exactly has been assigned, under which plan or subscription, and what terms apply to it. Depending on how your organization works, you may also see assignment information, renewal conditions, or other details that help you understand the lifecycle of the item. The purpose here is transparency: you shouldn’t have to guess how something is managed or who is responsible for it. ### Requesting changes or taking actions
In many cases, you can request adjustments directly from the service instead of opening tickets manually. Typical examples include returning a device you no longer need, asking for a replacement, or requesting a successor service when something needs to be upgraded. * **Return** the device when it is no longer required * **Swap** it if it is broken, lost, or outdated * Request a **Successor service** when you need the next version or an alternative These actions follow automated workflows behind the scenes, so your request doesn’t get lost in emails or chats. It also ensures that your organization can track processes, stock, and costs in a structured way. # Request new Services (Marketplace) ### What it is
Imagine having a single place where you can view all the IT and work related tools that your organization offers to provide you with optimal support - that's exactly what the Marketplace is:\ **Your company's internal online shop.** Everything is already set up for you, so you can choose exactly the equipment that is available for your role based on company guidelines. The marketplace is designed to make your work life easier: * You don’t have to guess where to order. * You always know what’s available. * You can trust that your order is tracked and managed properly. No complicated processes, no confusion – just a simple way to get the tools you need to do your job. ### What you can do #### **Browse the catalog** Search through devices, software and services, just like in a normal online shop.
{% hint style="success" %} Tip: If you see a lot of products, use the filter to find what you're looking for faster. {% endhint %}
#### **Check the details** Every product has a short description and a optional detailed description (e.g. Data Sheet) so you know what you’re requesting. Some products also offer options and variants that you can choose from (e.g., color or size).
#### Enter delivery address When you request a physical product, you can decide where it should be delivered: * to your assigned office location * to your home office * or even to a temporary address if you’re working somewhere else for a while. {% hint style="success" %} For each item, you can specify a preferred delivery date if you wish to deviate from the default setting of "immediately". {% endhint %}
#### **Request for approval** Once you have completed your product selection and delivery settings, click "Request approval." {% hint style="info" %} Depending on how your administrator has configured the portal, you may or may not see the cost of the service. {% endhint %}
Depending on your company's configuration, your order will be processed immediately; otherwise, prior approval is required. This ensures everything stays in line with your company's policies, and you can always be confident that your request is in good hands. {% hint style="info" %} Depending on your company's settings, you may need to provide a reason for your request to help the approver make their decision. {% endhint %}
#### Track the status Once you have submitted a request, the requested product will appear under "**My services**", where you can track the order progress. Clicking on the requested item opens the detailed view with further information and options. {% hint style="success" %} Based on your company's settings, you will be kept up to date via email throughout the entire order progress. {% endhint %}
#### Change / Cancel your request As long as the request has not yet been processed, you have the option to cancel the request or adjust the delivery address / delivery date.
# Report a problem
If you have a problem with one of your services or a general question, you can simply create a new ticket via “Report problem,” which will be automatically assigned to the correct processing group. {% hint style="warning" %} Please note: If "Report Problem" is not displayed, this may be because your administrator has blocked the ticket system, for example because your organization already uses a different ticket system. {% endhint %} ### Creating a new ticket When you click on “Report problem,” a form will open where you can enter the following information: * Request type: Decide whether you want to report a problem or have another concern (e.g., a general question). * Affected person: Pre-filled with your name * Affected services: Select the services that are affected by the issue *(optional but highly recommended to speed up the assignment process)* * Subject: Describe your problem in a few words * Description: Describe your problem as precisely as possible * Attachments: Attach a file, e.g., a screenshot that will help support better understand your problem *(optional)* Then click on “Save” – your request will be logged immediately and sent to the appropriate team. You can track the progress of your ticket under “My tickets” and will also be informed of any progress by email. ![](/files/ibc0ZTCHBFniX2T7zQ4d) ### Shortcut via "My services" To speed up the ticket creation process, you can click directly on the support icon for the relevant service under “My services” – this will pre-assign the affected service with the ticket creation form.
# Manage your Tickets (My Tickets) You can find an overview of your current and completed tickets under “**My Tickets**” on your dashboard.
{% hint style="warning" %} Please note: If My Tickets is not displayed, this may be because your administrator has blocked the ticket system, for example because your organization already uses a different ticket system. {% endhint %} #### What you can do * **See your tickets** – all open and past requests are listed and can be filtered by status. * **Check the status** – you can see whether your issue is being worked on or already resolved. * **Respond to support inquiries** or provide additional information about one of your requests. * **Report a new problem** – by clicking "Report Problem", you can create a new ticket and describe what’s wrong. #### # Your first login as a Manager To access equipme for the very first time, you’ll receive an invitation email from your employer. This message includes your login details along with a link to the platform. All you need to do is click on the "Accept invitation" button, and you’ll be guided to the login page. ![](https://media1-production-mightynetworks.imgix.net/asset/5a51284f-0341-4cf4-af47-52578c23cdb5/1756200540765.png?ixlib=rails-4.2.0\&fm=jpg\&q=75\&auto=format\&w=1400\&h=1400\&fit=max\&impolicy=ResizeCrop\&constraint=downsize\&aspect=fit) ### Logging in via username and password In the invitation email you’ll find a temporary username, usually your email address, and a temporary password. On your very first login you’ll be asked to set a new password of your own. Once this step is complete, your account is ready, and you can return to equipme at any time using the link provided. Logging in is straightforward. Enter your email address and the password you’ve chosen, and you’re in.
### Logging in via Single Sign-On (preferred) If your company uses Single Sign-On, for example with a Microsoft account, you may NOT receive a password with the invitation email. In this case, you can simply log in by clicking “Sign in with Microsoft” without having to enter a username or separate password. {% hint style="success" %} Tip: Even if you received a temporary password with the invitation email, your organization may have enabled Single Sign-On. Just try it out or ask your administrator. {% endhint %}
### You're in Once you have successfully logged in, equipme will redirect you directly to your manager dashboard. This is where it all begins—here you can order services for your employees and locations, approve requests, and manage the inventory of the organizational units you are responsible for. From this point on, equipme will become your central hub for managing the tools you and your team use every day.
# Setting your default language equipme supports multiple languages, so you can use the platform in the language you feel most comfortable with. #### How to Change Your Language 1. Click on your **username** in the top-right corner. 2. In the dropdown menu, select **Language**. 3. Choose from the available options, such as: * German (DE) * English (EN) * French (FR) * Italian (IT) * Polish (PL) * Norwegian Bokmål (NB) * Dutch (NL) {% hint style="success" %} If another language is required, please let us know. {% endhint %} Once selected, the interface will automatically update to your chosen language for future logins.


# Manager overview In equipme you can take responsibility for different parts of your organization. You might oversee people, locations or groups and each of these perspectives gives you access to different parts of the data and different actions you can take. The idea is not to create hierarchy for the sake of hierarchy but to give you the right view for the things you are accountable for. Depending on which role you have been assigned you may see more or less information than someone else in a similar position. It is common that roles evolve over time so your administrator can change your access level if your responsibilities change. If you feel that you are missing functions that are relevant for your work it is always worth checking this with your administrator so the access reflects what you actually do. {% hint style="warning" %} Please contact your administrator if you are missing functions that are important for your work. {% endhint %} The following chapters show you the three types of manager roles in equipme and what they are used for. ### Employee Manager As an employee manager, you supervise all individuals in your team - either because you have been explicitly **assigned to these employees as their manager** or because your responsibility for a location means you are also responsible for **managing the employees associated with that location**. You can view and manage the services, approval requests, and service tickets of all employees visible to you. In the event of onboarding or offboarding, you can make decisions regarding their equipment. You ensure that someone joining your team doesn't have to wait two weeks for a laptop and that someone leaving the company doesn't take company equipment with them. You can also order new services, devices, and apps centrally for your team. You can find the employees you manage under “**My Organization**” -> “**Employees**”.
*** ### Location Manager As a site manager, you are responsible for one or more physical locations belonging to your company. These may be offices, branches, or subsidiaries. You can view and manage all services, assets, and orders assigned to your sites, as well as plan and - if you have been assigned the purchasing role - order new equipment for your sites. {% hint style="info" %} There are two types of location managers: the location manager (planner) and the location manager (purchaser), whose role differs from that of the planner in that they are not only responsible for planning but also for placing binding orders. {% endhint %} The Location Manager role is useful when a location is operated with a high degree of autonomy. It prevents delays that would arise if every decision had to go through a central office. You can approve requests, arrange for replacements, manage local inventory, and see what is coming in and out of your area. You ensure a stable environment so that people can work without worrying about the infrastructure. {% hint style="success" %} Depending on your administrator's settings, you also view and manage the employees and their inventory assigned to your locations (similar to “Employee Manager”). {% endhint %} You can find the locations you manage under “**My Organization**” -> “**Locations**”
*** ### Group (Team) Manager Unlike the Location or Employee Manager, whose task is clearly focused on managing the inventory of their assigned locations/employees as simply as possible, the Group Manager has access to significantly more functions and system areas. For example, they have access to the warehouse, internal order processing, and cost controlling, but in terms of data, this is limited to entities and assets that belong to the group for which they are responsible. This role is used, for example, in corporate environments to manage subsidiaries autonomously. The respective employee has extensive system and reporting functions at their disposal, but these are limited to the data scope of the respective subsidiary they manage.
### Your personal Self-service In addition to your responsibility for other employees, locations, or organizational units, you can use the regular Employee Self-Service to manage your own work equipment. You can access this via the “Company” -> “Self-service” toggle in the top banner of the equipme application.
{% hint style="info" %} For instructions on how to use “**Employee Self-Service**” please refer to the corresponding instructions. {% endhint %} # Manage Locations # Assigning Services to a Location In many companies, equipment and services are not only used by individual employees. Offices, warehouses, shops, project sites or shared workspaces often need devices or resources that are tied to a physical place. Maybe a new office is opening and you want to prepare laptops and monitors for the team. Maybe a site needs networking equipment, printers or shared devices. Or maybe you simply want to build up stock in your warehouse because you expect new colleagues to arrive soon. In equipme, you can handle this by assigning services directly to a location.\ This makes it easy to plan what each location should get, prepare stock in advance, and keep everything visible before you actually order anything. The process is simple: you select a service, assign it to one or more locations, and equipme collects those assignments in a list that can later be approved.\ Only after approval does an order go out to the provider. This gives you a flexible way to plan without committing budget immediately. ### **How to assign a service to a location** You start in the Marketplace, which lists all available services.\ When you open a service, you see details such as pricing, specs and options. If you want this service to be prepared for a specific location, click **Assign**. equipme opens a window where you choose which locations should receive it. {% @arcade/embed flowId="q6roEDIRygj814jxht6V" url="" %} ### **Selecting locations** All locations defined in your company account are listed in this window.\ Each location is shown as a separate row. You can select one or multiple locations, depending on what you need. For example: * preparing devices for a new office * replacing equipment across multiple branches * setting up stock in your warehouse Selecting several locations at once is possible, so you don’t have to repeat the process for each one.
### **Setting quantities**
For each selected location, you choose how many units you want.\ This happens per row, so you can set different amounts for different sites. Example: * HQ office 10 laptops * Remote office 3 laptops * Warehouse 5 laptops equipme does not calculate quantities automatically.\ It always asks you directly, because only you know what each place actually needs. ### **Place of use**
You can decide whether the service should be: * used at the location * or stored in the warehouse Choosing **Location** means devices will be delivered and used there.\ Choosing **Warehouse** means you keep them ready until they are needed. This helps if you want to: * prepare stock for upcoming hires * stage equipment for project rollouts * swap devices later if something breaks It keeps planning flexible without losing track. ### **Optional settings** There are two optional fields you can use to refine your planning: * **Group** – helps organize responsibilities or cost allocation later * **Preferred delivery date** – if you want delivery to happen later instead of immediately For example, you can say: > “We need this, but not before next month when the office opens.” equipme stores this information in the request, so the order will match your timing once approved.**Confirming the assignment** When you're done, click **Assign services**. equipme registers these assignments and stores them as pending requests.\ Nothing has been ordered yet, and there are no costs. If you selected multiple locations, one request is created per location. This stage is about planning, not ordering. ### **Pending approvals** All assigned services appear in the **Approvals** area.\ This is a list showing everything that was planned but not yet approved. Requests stay here until someone with the right permission approves them. # Manage inventory on your location Many companies operate across several locations. Offices, branches, warehouses or project sites all require equipment and services to keep daily work running. This can include laptops, monitors, network devices, phones, printers or any other resource that supports the people on site. In many organisations equipment is ordered and delivered and used somewhere but nobody really knows where it went after that. Some locations have equipment sitting unused in a cupboard while another location is short on resources. The picture becomes unclear and someone tries to solve the problem with a spreadsheet or a list once an issue appears. equipme takes a different approach.
Every location in the system has its own inventory view. Services that have been assigned to this location are visible and can be managed directly. This includes active services, stored equipment and items that are waiting to be delivered. Instead of treating the entire company as one large pile of equipment equipme gives each location a clear and separate perspective. This makes planning easier. It makes it possible to solve issues quickly and keep equipment under control without constantly searching for information. #### Managing services on a specific location To see and manage the services that belong to a specific site you first navigate to **My Company** and then open **Locations**. This page lists all locations that exist in your organisation. Once you select a location you enter its dashboard. This dashboard is the central place where information for this site is collected and organised. It includes several sections that reflect different aspects of the location such as **Dashboard**, **Services**, **Employees**, **Template** and **Further information**. To manage the services that are assigned to this location you select the tab **Services**. This tab shows a list of all services that are currently connected to the site. The list contains information such as the name of the service the status group allocation cost information duration and other details that help you understand what exists on the location and what condition it is in. If you click on any item in the list you open the detailed view for that service. This view shows product information activation date contract details and the current assignment. It is also the place where you can take action on the service if something changes.
### Managing services Daily operations constantly change. Devices break. Equipment becomes outdated. People move to another location. Some resources are not needed for a period of time. equipme provides actions that help you respond to these situations without long communication or separate tools. You can open the menu **Actions** on a service and perform tasks such as * creating a successor service * booking additional related services * storing the service in warehouse stock * replacing the service * reporting a problem * ending the service This approach removes unnecessary friction. You do not need to write emails or open support tickets to describe what should happen. You select an action directly on the item while equipme records it and processes the next step. The system already understands the context such as the service the location the costs and whether the service is in use. This means actions can be handled efficiently without searching for information.
### Adjusting assignments Sometimes a service does not need to end. It simply needs to move. For example you may want to * give a device to another employee * move a service from active use into storage * activate a stored service again You can adjust the assignment in the detailed view.\ equipme updates the assignment automatically and adjusts cost and visibility.\ There is no need to manually update spreadsheets or documents. . # Manage Employees # Assigning services to employees As a manager, you can directly assign services to your team members. This is helpful when you know exactly what someone needs, for example a phone, a laptop, or specific software. To assign a service, go to the **Marketplace** and select the item or service you want. On the service page, click **Assign**. A window will open where you can choose the employee who should receive it. Simply select the person from the list and confirm by clicking **Assign services**. ![](/files/TGEIaHAf0CvaodMCiiR0) Once you’ve done this, the assignment creates an order in the same way it would if the employee had requested it through self-service. ![](/files/IPX9oxdHfUB0imaRAmKs) You’ll then see the order appear in your **Approvals** section. From there, you can approve it and the process is officially started. That’s it! With just a few clicks, you’ve made sure your employee has the resources they need. # How to Review and Approve Service Requests When someone from your team places an order, it will first appear in your approvals. You can see this directly on your dashboard under **Open approvals** or by going to **Approvals** in the side menu. ![](/files/UUAbmhcnL2bu2CMTMpsM) Clicking either option takes you to the overview of all requests waiting for your decision. Here you’ll find the details of the order, such as who placed it and what has been requested. ![](/files/H5VKf4iGZY6CeHFR9kWh) Once you’ve reviewed the information, you can move the order forward by confirming it. This step triggers the actual ordering process and ensures that the service or item will be delivered. After approval, the request becomes an open order. You can track these at any time under **Controlling → Orders**, where you’ll see the status of each order and whether further action is needed. That’s it - with just a few clicks, you’ve approved a request and helped your team get what they need.
# Manage inventory # Returning or Swapping Services Devices break, get lost, or simply stop being needed. In many companies, those situations quickly become messy: emails, messages, spreadsheets, unclear responsibilities, and a general sense that no one really knows what happened to the equipment. In equipme, you handle returns and replacements directly from the service item so these everyday issues stay organized and visible. If a device should be returned or replaced you open the employee profile and go to the **Services** section. Select the relevant service and open **Actions** to start the return process. The form asks for a brief explanation such as defective lost or another reason. This small step ensures that the removal of a device is transparent and not forgotten over time. ### Managing urgency without informal pressure Some situations break daily work while others are inconvenient but tolerable. A missing laptop tends to stop someone from working while a faulty adapter rarely does. In the request you can indicate how urgent the situation is so the provider understands whether immediate attention is needed. Clarity at this point prevents frustration and repeated reminders. ![](/files/cgm8ymxowt5E1jTi8JgE) ### Sending a replacement to the correct location If a replacement device is needed you select the delivery address in the same process. You can use the default company address or choose another location when someone works remotely or temporarily elsewhere. equipme includes this information directly in the request so deliveries do not rely on side conversations or personal memory. ### Approvals as a safeguard not a slowdown After submitting the request it moves to **Approvals** where it needs to be confirmed before it becomes active. This makes sure that changes to hardware inventory are intentional and documented. It prevents expensive devices from disappearing quietly and gives everyone involved a single moment of acknowledgement before money is spent or equipment is moved. Returns and replacements become predictable instead of chaotic. Devices do not vanish without context. Employees receive working equipment faster. Administrators know what changed and when it changed. The process becomes a normal part of lifecycle management rather than a small crisis that someone has to solve in a rush. # Manage tickets # Controlling Orders and Services As a manager, you are responsible for keeping an eye on the costs, orders, and services your team is using. In equipme, you’ll find all relevant information under the **Controlling** section of your manager dashboard. ![](/files/8Cazm9I6xLYaJI7o1UeW) **Viewing Open Orders**\ The **Orders** view gives you a clear overview of all open and completed orders for your team. You can check the current status of each order and see whether it has already been processed, is still pending, or has been fulfilled and is active. **Checking Delivery and Fulfillment**\ Within Controlling, you can track the progress of deliveries and fulfillment. This makes it easy to follow up on orders without needing to chase individual requests manually. **Monitoring Ongoing Subscriptions**\ In the **Cost Management** view, you can monitor all active subscriptions assigned to your team. Here you’ll also find an overview of current costs and predicted costs for the next billing cycle. This allows you to keep budgets under control and spot irregularities early on. By using Controlling effectively, you always have the financial and operational status of your team’s services at hand, ensuring transparency and better decision-making. # Personal Self-Service As a manager you have two different perspectives in equipme. You take care of your own equipment and you oversee what your team needs. Personal Self Service is the part of the application where you manage your own devices requests and orders. It works exactly like the regular Self Service experience for employees which means you can browse items place orders request replacements or track updates for yourself without switching into an administrative mindset.
At the top of the interface you can move between **Company** and **Self service**. When you are in **Self service** you see only your own items and requests. When you switch back to **Company** you return to your manager workspace where you see your team their orders and anything that needs your approval. Using Personal Self Service keeps things simple because you do not need to approach your own requests as an administrator. You are using equipme like any other person ordering a device or reporting an issue. It also means you experience the same flows your team goes through which can make it easier to understand where friction appears or where something could be improved. When you open the **Self service** space you see your personal catalog. You can request items for yourself just as your team would. You choose what you need confirm the request and follow the status updates in the application. Your devices and their lifecycle are always visible so you do not have to rely on messages or memory to check what is currently active or pending. If you want to dive deeper into how ordering returning swapping or tracking services works you can find the detailed explanation in the main article for employees. The manager Self Service follows the same logic so there is no need to duplicate the information here. The complete walkthrough can be found in the **Employee Self Service guide** which is linked below. [**Employee Self Service guide**](/classes/employee-self-service/manage-your-equipment-my-services) You can think of Personal Self Service as your everyday workspace where you act as a normal user. It sits next to your managerial workspace but stays separate so you never mix personal requests with team responsibilities. You move between the two views when you need to. The application stays consistent and predictable so that equipment management is not something you have to think about constantly but something that blends into your workflow. # Understanding Service Dependencies (Basis Services) Not every service in equipme can stand on its own. In many cases, one service depends on another. To make sure everything is set up correctly and nothing important is missing, equipme uses what we call **Basis Services**. A Basis Service is like the foundation of a house. Before you can add the upper floors, you first need a solid base. The same applies here: a Basis Service must be active before additional services can be assigned. Take an example: your company uses **mobile device management (MDM)**. The MDM setup would be created as a Basis Service. Only once this service is in place can employees order mobile devices that are managed through it. Without the Basis Service, the system simply doesn’t allow the additional order. This logic has two big advantages: * It **prevents mistakes**, because employees can’t accidentally request services that don’t make sense without the foundation. * It **keeps everything structured**, since the relationships between services are clear and transparent. For you as a manager, Basis Services make the process much easier. You don’t have to constantly double-check whether something is missing or whether the order is valid. The system automatically ensures that only services which fit together are available. # Your first login as a Administrator If you did not create the company portal yourself, you will receive an invitation email from your service provider or employer to access equipme for the first time. This message contains your login details and a link to the platform. Simply click on the “Accept Invitation” button and you will be redirected to the login page. ![](https://media1-production-mightynetworks.imgix.net/asset/5a51284f-0341-4cf4-af47-52578c23cdb5/1756200540765.png?ixlib=rails-4.2.0\&fm=jpg\&q=75\&auto=format\&w=1400\&h=1400\&fit=max\&impolicy=ResizeCrop\&constraint=downsize\&aspect=fit) ### Logging in via username and password In the invitation email you’ll find a temporary username, usually your email address, and a temporary password. On your very first login you’ll be asked to set a new password of your own. Once this step is complete, your account is ready, and you can return to equipme at any time using the link provided. Logging in is straightforward. Enter your email address and the password you’ve chosen, and you’re in.
### Logging in via Single Sign-On (preferred) If your company uses Single Sign-On, for example with a Microsoft account, you may NOT receive a password with the invitation email. In this case, you can simply log in by clicking “Sign in with Microsoft” without having to enter a username or separate password. {% hint style="success" %} Tip: Even if you received a temporary password with the invitation email, your organization may have enabled Single Sign-On. Just try it out or ask your administrator. {% endhint %}
### You're in Once you have successfully logged in, equipme will redirect you directly to your administrative dashboard.
This is where it all begins—here you can map out your organizational structure, invite your team, inventory assets, and offer products and services for your employees and locations that your business can order. From this point on, equipme becomes your one-stop shop for managing the tools you and your team use every day. # Setting your default language equipme supports multiple languages, so you can use the platform in the language you feel most comfortable with. #### How to Change Your Language 1. Click on your **username** in the top-right corner. 2. In the dropdown menu, select **Language**. 3. Choose from the available options, such as: * German (DE) * English (EN) * French (FR) * Italian (IT) * Polish (PL) * Norwegian Bokmål (NB) * Dutch (NL) {% hint style="success" %} If another language is required, please let us know. {% endhint %} Once selected, the interface will automatically update to your chosen language for future logins.


# General overview {% @arcade/embed flowId="saP3AgMiKh3yt2sqlpK8" url="" %} ### General overview As an administrator, you are responsible for structuring and managing how services are provided across your organization. equipme gives you a central place to do exactly that, without forcing you into rigid processes or one-off decisions. Instead of handling requests, assets, and orders in separate systems, equipme brings everything together. Your role as an admin is not to react to every individual task, but to create clear structures that work consistently for employees, teams, and locations. *** ### How equipme is structured equipme is built around a simple lifecycle that connects planning, control, and daily operations.\ Instead of treating services, assets, and requests as separate topics, equipme brings them together in one continuous flow. The lifecycle starts with **procure**.\ This is where services enter your organization. The Marketplace, vendor management, and approval processes help you decide which services are available and how orders are reviewed before anything is executed. Once services are in place, the focus shifts to **manage**.\ Here, you maintain visibility and control. Assets, inventory, warehouse management, and cost controlling give you a clear overview of what exists, where it is located, and how it is used across the organization. The final part is **operate**.\ This is where services are actively used in everyday work. Onboarding and offboarding, workflows, and the ticketing system support operational processes and ensure that services continue to work smoothly over time. As an administrator, your role is to connect these three areas. You define structures and rules so services move cleanly from procurement to management and into daily operation. This structure allows equipme to stay flexible while remaining consistent, even as your organization grows. *** ### Your role as an administrator Your main responsibility is to define **how services are handled**, not to manage every single action manually. This includes:\ – structuring employees, teams, and locations\ – deciding which services are available\ – assigning services centrally when needed\ – reviewing and approving orders\ – keeping visibility over costs, inventory, and orders equipme supports this by separating preparation, approval, and execution, so processes stay clear even as your organization grows. *** ### What to expect in the next sections The following sections go deeper into specific admin tasks, such as assigning services centrally, handling approvals, placing orders, and managing inventory. You do not need to understand everything at once. equipme is designed so you can start simple and expand your setup over time. # Assign services centrally {% @arcade/embed flowId="YyJywPzZQanc7FwQamEy" url="" %} *** ### Defining service assignments When assigning services centrally, you decide **what should be assigned** and **to which scope**. Assignments can be made for: * individual employees * complete teams * departments * locations This makes it easy to reflect organizational structures and roles directly in your service setup. *** ### Assigning services to multiple recipients A key benefit of central assignment is the ability to assign the same services to multiple recipients at once.
For example, when a team requires a standard set of services, you can assign this setup centrally instead of repeating the same configuration for each individual employee. The same applies to departments or locations where identical service structures are required. This helps ensure: * consistent service setups * identical configurations * reduced manual effort * clear visibility across the organization *** ### Preparation, not execution Assigning services centrally does **not** place an order by itself.\ At this stage, you are defining structure and intent. The actual execution happens later, when these assignments are turned into orders and enter the approval flow. Only after approval are services provisioned, delivered, and activated. *** ### How this fits into the overall process Central service assignment is an important step before placing orders.\ It separates planning from execution and allows you to prepare clean, scalable setups before anything is processed operationally. This approach is especially useful for: * onboarding scenarios * team or department expansions * recurring service distributions * standardized setups across locations # Approve requests Approving requests is one of the core responsibilities of an Admin in equipme. This is the moment where a request turns into a binding action. Whether it is a service order, a change to an existing setup, or a request created through a template, approval is the control point that keeps processes clean, costs transparent, and responsibilities clear. As an Admin, you do not decide whether approvals exist. You are the role that reviews and approves them.
### What a request represents A request is a formal ask within equipme that requires an explicit decision. It usually originates from the Self Service area or from structured internal processes. Typical examples are new service orders, changes to active services, or assignments that were prepared automatically but must be confirmed before they move forward. The key idea is simple. A request can be fully prepared and visible in the system, but nothing is executed until it is approved. This separation is what prevents uncontrolled actions and unexpected costs. ### How to approve a request To approve a request, you work directly from the **Approvals** area in the main navigation. This is the central place where all requests that require an administrative decision are collected.
Inside the Approvals view, each row represents a request or a change that is waiting for approval. You can see all relevant information at a glance, including the service name, assignment context, costs, provider, and current status. To review a request in detail, select it from the list. Once selected, the request becomes active and its full context is displayed. This allows you to verify what exactly will happen once the request is approved. Before approving, take a moment to review the following: * The requested service and configuration * The assignment, such as employee, group, or location * One time and monthly costs * Delivery and provider information, if applicable * Any notes or justification added to the request If everything is correct, you approve the request by proceeding with the action provided in the approval view. At this point, you also confirm the applicable terms, such as the general conditions, before finalizing the approval. Once approved, the request immediately moves forward in the process. Depending on the type of request, this can trigger order placement, fulfillment steps, or downstream processes with the connected provider. From this moment on, the request is no longer pending and becomes an active operation within equipme. Approval is therefore the final checkpoint before execution. Nothing is ordered, assigned, or fulfilled until this step is completed. # Automatic Approval Automatic Approval is the simplest approval mode in equipme.
It allows marketplace and self service requests to move directly into the order request process without an additional manual approval step. When a user submits a request, equipme approves it automatically and shows it in the approved order requests. This mode is useful for companies that want to keep their request process lightweight and do not need every request to be manually approved before it can be ordered. ### How Automatic Approval works When Automatic Approval is active, new marketplace and self service requests are approved automatically. There is no approval task for a supervisor, department manager, location manager, cost center manager, or custom workflow. The request does not wait for a manual decision. Instead, it appears directly in the approved order requests. From there, the request can be processed and ordered as usual. ### What this means for the order process Automatic Approval keeps the path from request to order simple. A user submits a request through the marketplace or self service area. equipme approves the request automatically. The request then becomes available in the approved order requests, where it can be handled by the responsible team. This means that teams can continue working with approved requests directly, without first waiting for an approval decision. ### Approved and pending requests The order request area separates requests by approval status. Approved requests are ready to be processed. Pending approvals are requests that still need a decision before they can move forward. With Automatic Approval, new requests move directly into the approved area because no manual approval is required. ### When Automatic Approval is the right choice Automatic Approval is a good fit when an organization does not need an additional approval step for incoming requests. For example, it can be used when requests should move quickly into the order process, or when the company already has a simple internal request structure and does not require approval by a specific manager or approver. It is the most direct approval setup in equipme. ### Automatic Approval compared to other approval modes equipme supports different approval modes for different levels of control. Automatic Approval approves requests without a manual approval step. Simple Approval adds a predefined approval step, such as approval by a supervisor, department manager, location manager, or cost center manager. Custom Approval uses workflows for more advanced approval processes. If your company wants requests to move directly into the approved order requests, Automatic Approval is the right setup. If requests need to be checked before they can be ordered, Simple Approval or Custom Approval may be a better fit. # Simple Approval Simple Approval gives companies a structured approval step for marketplace and self service requests without requiring a custom workflow. Many organizations want requests to be checked before they can become orders. In some cases, this approval should come from a supervisor. In others, it should come from a department manager, location manager, or cost center manager. Simple Approval covers these common approval cases with predefined approval types that can be activated directly in equipme. ### How Simple Approval works When Simple Approval is active, new marketplace and self service requests are routed through a predefined approval step. equipme creates an approval request and makes it available to the responsible approver or approvers. They can review the request and decide whether it should be approved or rejected. If the request is approved, it moves into the approved order requests. From there, it can be processed and ordered. If the request is rejected, it is discarded and does not move forward into ordering. ### Available approval types Simple Approval supports predefined approval types that follow common company responsibilities. Admins can currently choose from the following options:
**Supervisor Approval** **Department Manager Approval** **Location Manager Approval** **Cost Center Manager Approval** The selected approval type defines who is responsible for approving incoming requests. ### Approval based on company structure Simple Approval uses existing responsibilities in equipme to find the right approvers. For example, if Department Manager Approval is active, equipme checks the requester’s department and routes the approval request to the responsible department manager or managers. The same principle applies to supervisor, location manager, and cost center manager approval. This keeps the setup simple. Admins do not need to build a workflow or define each approval route manually. The approval responsibility comes from the structure already maintained in equipme. ### Multiple approvers for one request In some cases, more than one person can be responsible for the same approval level. For example, a department can have more than one department manager. In that case, equipme creates one shared approval request and makes it available to the responsible managers. This does not create separate approval requests for each manager. There is one approval request that can be handled by the responsible approvers. Once one approver approves or rejects the request, the approval request is resolved. ### Approval on the same level Simple Approval also includes a setting for approval on the same level. This setting controls what happens when the requester is also part of the responsible approval group. By default, if a person would effectively approve their own request, equipme does not create an extra approval step. The request is approved automatically because self approval would not add meaningful control. If approval on the same level is required, the request can still be routed to other responsible approvers on the same level. This can be useful for larger organizations where several managers share the same responsibility and one manager’s own request should still be reviewed by another manager. ### Approved and pending requests The order request area separates approved requests from requests that are still waiting for approval. Pending approvals are requests that still need a decision before they can move forward in the standard ordering process. Approved requests have already passed the required approval step and can continue in the order process. This separation helps teams understand which requests are ready to move forward and which ones still require action. ### Notifications Approvers receive a notification when a request needs their approval. The requester receives a notification once the request has been approved or rejected. If more than one approver is assigned to the same request, the request is resolved as soon as one approver makes a decision. ### When Simple Approval is the right choice Simple Approval is a good fit when your organization needs a clear approval responsibility, but does not need a fully custom approval workflow. It works well when requests should be checked by a specific role, such as a supervisor, department manager, location manager, or cost center manager. For more advanced approval rules, such as approval based on specific services, budgets, or other custom conditions, Custom Approval may be the better option. ### Simple Approval compared to other approval modes equipme supports different approval modes for different levels of control. Automatic Approval approves requests without a manual approval step. Simple Approval adds a predefined approval step based on a selected responsibility. Custom Approval uses workflows for more advanced approval processes. If your company needs a simple and structured approval step before requests can be ordered, Simple Approval is the right setup. # Custom Approval Custom Approval is the most flexible approval mode in equipme.
It is designed for companies that need approval logic beyond the predefined Simple Approval options. Instead of using one standard approval responsibility, Custom Approval works with a configured workflow in the equipme Automation module. This makes it possible to reflect more specific approval rules and internal processes. ### When Custom Approval is needed Not every approval process can be covered by one predefined responsibility. Simple Approval works well when requests should be approved by a supervisor, department manager, location manager, or cost center manager. Custom Approval is used when the approval process needs more specific logic. For example, approval may depend on the requested service, budget related rules, internal policies, or other conditions that are specific to the organization. In these cases, the approval process needs to be modeled through a workflow. ### How Custom Approval works When Custom Approval is active, incoming marketplace and self service requests are handled through a configured workflow. The workflow defines what should happen when a new request is created, which approval steps are required, and how the request should continue after the approval decision. This gives companies more flexibility than a predefined approval type. At the same time, it also means that the workflow must be configured correctly before Custom Approval can be used effectively. ### Custom Approval requires a workflow Custom Approval is not just a switch that activates a ready made approval process. It requires a workflow in the equipme Automation module. Without the required workflow, equipme does not have the custom approval logic needed to process new requests through this mode. That is why Custom Approval should be planned carefully and set up with the right workflow configuration. ### What the workflow can control A custom approval workflow can define approval behavior that is specific to your organization. Depending on the configuration, it can determine which approval components are used, which approval steps are required, and when a request should be marked as approved. This is useful when the approval process cannot be represented by one predefined approval responsibility alone. ### Approved and pending requests Custom Approval still works with the approval status of order requests. Requests that have not completed the required approval workflow remain pending and do not move forward in the standard ordering process. Once the workflow approves the request, it can move into the approved order requests. From there, it can be processed and ordered. ### When Custom Approval is the right choice Custom Approval is the right choice when your organization needs a tailored approval process. It is useful when approval depends on rules or conditions that go beyond a single predefined approval responsibility. If your approval process can be handled by supervisor, department manager, location manager, or cost center manager approval, Simple Approval is usually the easier setup. If your approval process requires custom logic, Custom Approval gives you the flexibility to model it through a workflow. ### Custom Approval compared to other approval modes equipme supports different approval modes for different levels of control. Automatic Approval approves requests without a manual approval step. Simple Approval adds a predefined approval step based on a selected responsibility. Custom Approval uses workflows for more advanced approval processes. If your company needs a tailored approval process, Custom Approval provides the flexibility to build it. Because this mode depends on workflow configuration, it should be planned and set up carefully. # Place orders {% @arcade/embed flowId="eXMIsWy9lYPWo2MHqXQ3" url="" %} *** ### Selecting a product or service When you open a product or service in the Marketplace, you see all relevant information such as pricing, description, and available options.
From here, you do not place the order directly.\ Instead, you assign the selected item to its intended recipient using the **Assign** action. This applies to: * individual employees * multiple employees * teams * departments or locations At this point, you are defining **who should receive what**, not executing the order yet. *** ### Assigning services via the Marketplace Assigning a service in the Marketplace prepares it for ordering.\ You select the target recipient and confirm the assignment. This step defines the scope of the order and ensures the service is linked to the correct employee, team, or location.
This approach is especially useful when: * multiple people need the same setup * teams are onboarded together * standardized services are rolled out * assignments should be prepared centrally *** ### From assignment to approval
After a service is assigned, the order is not executed immediately.\ Instead, it appears in the approvals. This approval step allows the assignment to be reviewed before it turns into an actual order. Once the approval is granted, the order is executed. *** ### Executing the order After approval, the order is created in the system.\ The service is assigned to the selected recipient and moves into the standard fulfillment process. From here on, the usual workflows apply, including provisioning, delivery, and service activation. # Manage inventory Inventory management is where services and physical items come together.\ It is not just about tracking devices, but about understanding where they are, who is responsible for them, and what stage they are in. As an administrator, this area helps you keep an overview of everything that has already been ordered and delivered. It connects services with real items and makes sure that changes, returns, and follow up actions remain traceable. Managing inventory is less about day to day interaction and more about clarity over time. You see what is in use, what is waiting for confirmation, and what needs a next step. This is especially important once organizations grow and hardware moves between people, teams, or locations. The topics in this section focus on typical situations that happen after delivery. Confirming receipt, handling returns or swaps, and assigning successor services all belong here. They help you keep inventory accurate without adding unnecessary complexity. This section is meant to give you confidence in handling inventory related tasks. You do not need to solve everything at once. equipme is designed so inventory stays structured even when changes happen gradually. # Confirmation of receipt When items are delivered, the last step is often the least visible one: making sure they actually reached the right person. Requesting a confirmation of receipt closes that gap.
Instead of assuming a product or service has arrived, the assigned employee confirms the receipt themselves. This creates a clear handover and avoids uncertainty around deliveries, missing items, or unclear responsibility. From an admin perspective, this is not about control, but about clarity. Once a confirmation is requested, the employee sees it directly in their self service dashboard. Pending confirmations are clearly visible, so it is easy to keep track of what still needs to be acknowledged. As soon as the employee confirms the receipt, the status is updated in the system. This works especially well in larger or distributed teams where hardware and services are delivered to different locations. It helps document successful deliveries, reduces follow up questions, and keeps inventory information reliable without adding extra manual steps. Requesting a confirmation of receipt fits naturally into inventory and asset management. It adds a simple, final check after delivery and makes sure that items are not only shipped, but actually received and ready to be used. # Returning or swapping Services {% @arcade/embed flowId="KdS0p92rTnEofmAGJmU0" url="" %} Returning or swapping services follows the same structured logic as ordering services, but from a different angle.\ Instead of requesting something new, an existing service is changed, replaced, or returned. As an administrator, your role is not to initiate these requests, but to **review and approve them** once they are submitted. *** ### How swap and return requests are created Swap or return requests are initiated directly on the service itself.\ The process is described in detail in the documentation and focuses on how a request is created from an active service. Once submitted, the request does not execute immediately.\ It is routed into the approvals, just like a regular order. If you want to understand how swap requests are created from a service, you can find the full step by step explanation in the documentation linked below. {% content-ref url="/spaces/sefXXH6Iz8RCwoM5daoW/pages/GmpvcmWUDY0Yvcrs6w3v" %} [How to request a swap](/equipme/assets/understanding-the-inventory/how-to-request-a-swap) {% endcontent-ref %} *** ### Swap requests in approvals For administrators, swap and return requests appear in the approvals view as **changes**. While the flow is similar to approving an order, the context is different: * the service already exists * the request modifies or replaces it * no new service is being requested This allows you to clearly distinguish between new orders and changes to existing services. *** ### Reviewing a swap or return request When reviewing a swap or return request, you see all relevant information needed to make a decision.\ This includes the affected service, the assigned employee or location, and the requested change. From an admin perspective, this keeps the process consistent. Whether it is a new order or a service change, approvals always follow the same pattern. *** ### Approval and execution Once the swap or return request is approved, the change is executed.\ The existing service is updated accordingly and continues through the standard fulfillment process. This may include returning hardware, exchanging devices, or adjusting the service configuration, depending on the request. # Assigning successor services Successor services are used when an existing service does not simply end, but continues in a different form. This can be the case when a device is replaced, returned, or when a service setup changes and a follow-up step is required. From an admin perspective, successor services help keep things connected. Instead of stopping one service and manually starting another, you define what should happen next and let the process continue in a controlled way. Successor services are always assigned to existing services. You are not creating something new from scratch, but deciding how an active service should move forward. This keeps changes traceable and avoids breaks in the service lifecycle. In many cases, the same situation applies to more than one service. When that happens, successor services can be assigned to several services at once. equipme supports this by showing only the options that actually work for the selected services. If something is not possible, the reason is shown clearly, so you always understand why a service is included or excluded. The assignment itself prepares the change, but it does not execute it immediately. Just like other changes, successor services follow the standard approval flow. Once approved, the successor is applied and continues through the usual fulfillment and delivery processes. This approach keeps service transitions predictable, even when multiple devices, locations, or regions are involved. If you want to see the exact steps for assigning successor services, the detailed guide in the documentation below walks through the process in depth. This course focuses on how to think about successor services from an administrative point of view. {% content-ref url="/spaces/sefXXH6Iz8RCwoM5daoW/pages/Ghn8nWASNAh9BKNYmCz3" %} [Assigning Successor Services to Multiple Devices](/equipme/assets/understanding-the-inventory/assigning-successor-services-to-multiple-devices) {% endcontent-ref %} # Manage Warehouse As an administrator, warehouse management helps you stay in control of where services and devices are stored and how they move through your organization. It gives you visibility into what is available, what is already reserved, and where items are physically located. Instead of treating storage as something separate from ordering or fulfillment, equipme integrates warehouse management directly into the service lifecycle. This allows you to see whether items are already in stock and can be reused, before placing new orders. Your role here is not to manage every single movement manually. Warehouse management gives you a structured overview so you can make informed decisions without digging through individual orders or inventory records. You can work with internal warehouses as well as supplier warehouses, depending on how your organization is set up. Both follow the same logic, so you always have a consistent view of stored items, regardless of where they are held. Warehouse management also becomes important after services are returned or changed. Devices that are no longer assigned do not disappear from the system. Instead, they move into a defined warehouse context where you can track them, prepare them, or make them available again. For you as an administrator, this creates clarity and reliability. You know what exists, where it is, and how it can be used next, while keeping inventory, orders, and fulfillment aligned. # Moving items within the warehouse Keeping warehouse data accurate means reflecting what actually happens on site. When items are moved from one storage location to another, the system needs to reflect that change. Moving items within the warehouse is used to update storage locations without affecting stock levels. Nothing is ordered, removed, or consumed. You are simply aligning the recorded location with the physical one. This typically happens during inventory checks, reorganizations, or when storage areas are restructured. Updating the location ensures that future processes, such as picking, reservations, or service assignments, continue to work reliably. From an administrative point of view, this action helps maintain trust in inventory data. When locations are correct, everyone working with inventory and fulfillment sees the same, up to date information. This course focuses on the context and purpose of moving items. The detailed, step by step instructions are covered in the documentation linked below, where you can see exactly how storage locations are updated in the system. The full guide for moving items within the warehouse is available in the documentation linked below. {% content-ref url="/spaces/sefXXH6Iz8RCwoM5daoW/pages/HYzVkSCDvZgxGVyD1XKr" %} [Warehouse mangagement](/equipme/assets/warehouse-mangagement) {% endcontent-ref %} # Fulfill internal orders {% @arcade/embed flowId="1Bx0CcIO3Ox5i2Tyajan" url="" %} *** #### From approval to fulfillment After an order has passed all approvals, it appears in **Order processing**. At this point, no further decisions are required. The order is ready to be handled operationally. This marks a clear transition in the process. The Marketplace and approval steps focus on defining what should be ordered and in which context it will be used. Order processing focuses on execution and delivery. Here, approved orders become actionable items.
*** #### Order processing as the operational view Order processing provides a consolidated view of all internal orders that are waiting to be fulfilled, currently in delivery, or already completed. Each entry represents a concrete service or asset that requires action. This might be a device coming from internal inventory, a service that needs to be provisioned, or an asset that must be assigned before it can be used. This view helps ensure that fulfillment is handled consistently and that no approved order is left unattended. *** #### Reviewing an order before delivery Opening an internal order shows the full service view. This is where all relevant details come together before delivery begins.
You can review the selected options, such as configuration or variants, and verify the intended assignment. Depending on how the order was prepared, the service may already be linked to an employee, a location, or a group. Contract and billing related information is also visible, providing additional context for the service lifecycle. This review step helps ensure that delivery aligns with what was approved and expected. *** #### Updating the delivery status Internal fulfillment is tracked using delivery statuses. These statuses reflect the current state of execution and make progress visible without additional coordination.
When fulfillment starts, the delivery status is set to **Delivery in progress**. This indicates that the service or asset is being prepared, provisioned, or physically delivered. Once the service is available or the asset has been handed over, the status is updated to **Delivery completed**. This marks the completion of the fulfillment phase and confirms that delivery has taken place. *** #### Completing or adjusting assignment during fulfillment In some cases, services are ordered before the final assignment is known. During fulfillment, assignment can be completed or adjusted if needed. Services can be assigned to an employee, a location, or a group directly from the service view. This allows fulfillment to remain flexible while still ensuring that services are correctly linked once delivery is complete. After assignment and delivery completion, the service becomes fully active and traceable within the system. *** #### Fulfillment as part of the service lifecycle Fulfillment connects approvals with ongoing service management. Once delivery is completed, the order itself becomes less relevant, but the service continues as an active part of the environment. From this point forward, the service can be monitored, modified, extended, or eventually offboarded. A clean fulfillment process ensures that this lifecycle starts with accurate data and clear status information. Internal fulfillment helps maintain consistency, transparency, and reliability across all services. # Manage Tickets The ticket system in equipme is the structured communication layer between your organisation and the responsible service teams or providers. As an Admin, you use it to maintain clarity, ownership, and transparency when requests, incidents, or questions arise. Managing tickets is not about reacting to noise. It is about keeping processes predictable and ensuring that every request is handled by the right people in the right way. > 💡 **Important** > > To manage and process tickets in equipme, you must be assigned the **Service Desk Agent** role. > > This applies even if you are an Admin. Without the Service Desk Agent role, access to the Ticket system is restricted and tickets cannot be processed. ### Your responsibility as an Admin As an Admin, you oversee how tickets are handled across your organisation. This does not necessarily mean solving every ticket yourself, but ensuring that tickets are properly reviewed, assigned, and tracked until resolution. You are responsible for making sure that tickets do not get lost, blocked, or handled outside the system. The ticket system is the single source of truth for support related communication. ### Accessing the ticket system You can access the ticket system via the **Support** section in the main navigation.
The Support area is structured into three parts: * **Support request** for creating new tickets * **My tickets** for tickets you personally created or are involved in * **Ticket system** for managing and processing tickets As an Admin, the **Ticket system** is your primary workspace. This is where incoming tickets are listed and where you manage their lifecycle. ### Understanding tickets Each ticket represents a structured request or incident raised by a user. Tickets can relate to services, devices, access issues, or general support topics. When opening a ticket, you see its full context, including the requester, description, status, and any related references. This allows you to understand the issue without switching tools or relying on external communication. Your task is to ensure that the ticket is handled correctly, not necessarily to handle it personally. ### Assigning and managing tickets One of the most important responsibilities for Admins is ensuring clear ownership. Every ticket should have a responsible person or team assigned. From the Ticket system view, you can assign tickets to the appropriate Service Desk Agents. If priorities change or the initial assignment is not suitable, tickets can be reassigned to keep the process moving. Tickets without ownership tend to stall. Clear assignment is essential for predictable resolution times. ### Monitoring progress and status Ticket statuses provide transparency for everyone involved. They show whether a ticket is new, in progress, waiting for input, or resolved. As an Admin, you should regularly review open tickets to identify delays or bottlenecks. If a ticket remains unchanged for too long, it is your responsibility to intervene, clarify ownership, or adjust priorities. ### Communication through tickets All communication related to a request should happen directly within the ticket. Updates, questions, and responses remain documented and visible to everyone involved. This avoids fragmented conversations and ensures that the full history is preserved, even if responsibilities change over time. ### Closing tickets properly Before closing a ticket, ensure that the issue has been fully resolved and that the requester received a clear answer or outcome. A properly closed ticket documents what was done and leaves no open questions. This improves transparency and reduces repeated requests in the future. # Manage Organizational Structure # Location Management # Employee Management # Permissions Roles set the baseline. Sometimes, though, you need to fine-tune what a single person can do. That’s what the **Permissions** tab is for. **Path:** **My Company → Employees → (open employee) → Permissions**\ *Note at the top of the page:* permissions that come **from assigned roles** can’t be edited here. You can only add or restrict what isn’t already locked by a role. ![](https://media1-production-mightynetworks.imgix.net/asset/89dcdc3d-b22d-4171-abcc-8d0d26023afc/1758002448530.png?ixlib=rails-4.3.1\&fm=jpg\&q=75\&auto=format\&w=1400\&h=1400\&fit=max\&impolicy=ResizeCrop\&constraint=downsize\&aspect=fit) **1) Self service**\ Let this person request services on their own in the marketplace. Orders still follow your approval rules—this doesn’t bypass approvals.\ *Use when:* you want normal employees to “shop” their work essentials.\ *Turn off when:* requests must always be created by managers or IT. **2) Show prices and costs**\ Shows unit prices in the marketplace and costs in self-service/controlling views (only applies to self-service views).\ *Use when:* you want transparency (e.g., cost-aware ordering or chargeback culture).\ *Turn off when:* you prefer employees to pick by policy, not by price. **3) Access to the entire marketplace**\ Lets the person request **all** services offered - also those not explicitly enabled for self-service.\ *Use when:* power users or IT staff should see/request everything.\ *Caution:* keep approvals in place; this is broad visibility. **4) Record service instances & inventory**\ Allows creating active service instances **without** running through approval, ordering, or fulfillment (e.g., retroactive entry from existing stock).\ *Use when:* onboarding historical assets, warehouse/asset ops, data clean-ups.\ *Caution:* it skips process steps - treat as an operator power tool. **5) Remove service instances & inventory**\ Allows removing inventory objects and active service instances **without** approval or deprovisioning flows.\ *Use when:* senior asset managers need to correct data quickly.\ *Caution:* high-impact. Removing outside the standard offboarding can affect billing, compliance, and audit history. Keep this tight. **6) Access to employees for the location manager**\ Gives access needed to manage employees and their services for a location.\ *Use when:* someone acts as **location manager** and must support “their” site without full admin rights. #### Saving and reviewing After changing any toggle, click **Save**. Revisit these settings when someone changes team, role, or responsibilities. At the bottom you’ll see **Roles** assigned to this person (e.g., *User*, *Team Manager*). Those links take you straight to the role configuration:\ **Settings → Roles & rights**
# Assign roles In equipme, roles define what employees can see and do. As an admin, you not only create employees but also control which roles they hold. This ensures that each person has exactly the level of access they need - no more, no less. #### Where to Manage Roles To assign or change roles, go to:\ **Settings → Roles and rights** Here you’ll see an overview of all available roles in your organization. Each role has a description, so you can quickly understand what permissions it includes. #### Assigning a Role to an Employee 1. Open **Settings → Roles and rights**.\ \ ![](https://media1-production-mightynetworks.imgix.net/asset/de9159f4-21f0-40c4-b4e0-d37cacb66d79/1758160856134.png?ixlib=rails-4.3.1\&fm=jpg\&q=75\&auto=format\&w=1400\&h=1400\&fit=max\&impolicy=ResizeCrop\&constraint=downsize\&aspect=fit)\
2. Click on the role you want to assign (for example, *Service Desk Agent*).\ \ ![](https://media1-production-mightynetworks.imgix.net/asset/eebfa53e-9947-45fa-a21f-01111d901e5e/1758160887214.png?ixlib=rails-4.3.1\&fm=jpg\&q=75\&auto=format\&w=1400\&h=1400\&fit=max\&impolicy=ResizeCrop\&constraint=downsize\&aspect=fit)
3. In the role view, switch to the **Users** tab. 4. Click **Add** and select the employee(s) who should receive this role. 5. Confirm your choice - the role is now active for that employee.
# Offboarding employees When someone leaves, two things have to line up: the employee record needs to reflect it, and whatever they were using has to come back. equipme connects those two, so in most cases you react to something the system already noticed instead of tracking leavers yourself. #### How equipme learns that someone is leaving If you work with HR Sync, you usually do not set anything manually. When an employee disappears from your HR system, or is excluded by your sync filter — for example when the filter only syncs active accounts and the account gets deactivated — equipme picks this up on the next sync. What happens then depends on a single question: does the employee still have services assigned? * **No services assigned.** The employee is removed automatically. Nothing left for you to do. * **Services still assigned.** The employee is set to the **Offboarding** status and the record stays, because someone has to decide what happens to those services. That second case is why offboarding is not fully automatic. equipme will not quietly drop a record while a laptop is still out there. If you do not use HR Sync, the same status exists. You set it on the employee record yourself. {% content-ref url="/spaces/sefXXH6Iz8RCwoM5daoW/pages/UTyFPQC2JUdHXr0xMH59" %} [Managing Employee Status in equipme](/equipme/my-company/employees/managing-employee-status-in-equipme) {% endcontent-ref %} #### Finding who is currently offboarding The status is visible in the employee list. Filter on **Offboarding** and save the result as a view, so the overview is simply there when you need it instead of something you rebuild each time. Treat that list as your working queue. Everyone on it still has something outstanding. {% content-ref url="/spaces/sefXXH6Iz8RCwoM5daoW/pages/ETTrSu9XAY89YIncNeLS" %} [HR-Sync FAQs](/equipme/settings-1/integrations/hr-sync-overview/hr-sync-faqs) {% endcontent-ref %} #### Deciding what happens to the services Open the employee and look at the services assigned to them. For each one you have a few directions: * **Store it.** Choose internal to keep the item in your own warehouse, or external to send it back to the provider. * **Move it.** If the device goes straight to a colleague or stays with a location, you can move the service instead of returning it. * **Cancel it.** For services that simply end with the person, such as a subscription. One thing worth knowing about returns: they are not finished the moment you request them. The request lands in order processing and has to be completed there before the item actually appears in your warehouse. That split is deliberate — it gives whoever handles processing a chance to catch mistakes before stock officially changes. {% content-ref url="/spaces/sefXXH6Iz8RCwoM5daoW/pages/HYzVkSCDvZgxGVyD1XKr" %} [Warehouse mangagement](/equipme/assets/warehouse-mangagement) {% endcontent-ref %} #### Why this matters beyond tidiness An employee record that stays open with services attached is the most common way equipment quietly disappears. The Offboarding status exists to make that visible rather than leaving it to memory. Working through the list is what keeps your inventory honest. # Group Management # Welcome to equipme This documentation helps you understand how equipme works, from everyday actions to the bigger picture of how processes and information come together.\ It’s built to give you a clear path through all areas of the platform, whether you want to look something up quickly or explore a topic in more detail. Each section follows the structure of the app itself, so navigation feels familiar.\ You’ll find explanations for everything you see in your equipme environment, from managing company data and locations to organizing assets, handling orders, and understanding automated processes.\ Each topic is described step by step, often with visuals or examples that show how things work in context. The goal of this documentation is not only to explain how something works but also why it works that way.\ equipme connects many moving parts such as requests, approvals, assets, services, and automation into one system that keeps your organization running smoothly.\ Understanding these connections will help you make better use of the platform and see how actions in one area can affect others. If you’re new to equipme, start with the Dashboard to get a sense of where things are and how navigation works. From there, you can explore each section at your own pace.\ If you’re already familiar with the basics, use the documentation as a reference whenever you need clarity on a specific feature or process. Everything here is designed to be simple, transparent, and practical so you can work confidently, no matter your role or experience level. # Dashboard The dashboard gives you a clear overview of your organization’s most important key figures in one place. Instead of digging into detailed reports, you can immediately see where action is needed and how your resources are being used.
### Open Approvals Here you’ll find all requests waiting for your review. By checking approvals directly on the dashboard, you can keep processes moving without delay. ### Employees This tile shows the total number of employees currently managed in the platform. ### Locations See at a glance how many company locations are registered. This gives transparency on how resources and services are distributed across offices or branches. ### Active Assets Here you’ll find the number of devices and resources currently assigned and in use. This helps you track your company’s inventory and manage lifecycle processes. ### Costs for the Current Month This section shows the current monthly costs divided into recurring and one-time items. With this quick view, you can monitor spending and keep budgets under control. ### Open Support Tickets All open support cases are shown here, so you always know how many issues are being handled at the moment. ### Overdue Confirmations of Receipt If employees haven’t confirmed the receipt of their equipment, you’ll see it here. From this section, you can review and follow up directly to make sure nothing gets lost along the way. **Working with Icons** On many tiles, you’ll see **shortcut icons** in the top right corner. * The **list icon** takes you directly to the full overview. * The **plus icon** lets you create a new entry (e.g., employee, location, asset) immediately. * The **import icon** allows you to add items in bulk. This way, you can jump straight from the dashboard into the right action without extra clicks. # Marketplace
**Exploring the Equipme Marketplace: Your One-Stop Shop** The Equipme marketplace is your hub for a wide selection of carefully curated products and services. It's designed to make your life easier, offering a streamlined and convenient way to access what you need. **Browsing and Ordering:** In the marketplace, you can effortlessly browse through an array of products and services. Think of it like an online shop, where you can view product/service listings, check out their descriptions, and explore the features and benefits. Once you've found what you need, simply click on the item you want to order. It's as easy as online shopping, and the item will be added to your cart. **Choose Your delivery Address:** What's more, right there in the ordering process, you have the flexibility to select your preferred delivery address. You can choose whether to have the item delivered to your office address or your remote address, ensuring your order arrives exactly where you need it.
**The Approval Process:** After placing your order, it doesn't go through right away. Instead, it's sent for approval to your supervisor. This additional step ensures that all purchases align with your organization's policies and budget constraints. Your supervisor will review the order, and if approved, it will be processed. This mechanism adds an extra layer of control and accountability to the purchasing process. The Equipme marketplace is designed with user-friendliness and efficiency in mind, offering a hassle-free shopping experience while maintaining a structured and responsible approach to procurement. # Ordering Services for Employees To order a service for one of your employees, navigate to the marketplace and select the appropriate service.
Once you click on the desired service, you will be taken to the service detail page. There, you can configure and customize the service as needed.
Once you have completed the service configuration and decided between purchasing or renting, you can assign it. You have the option to assign the service to an individual employee or make a multiple selection. By clicking on "Assign Service," you will send the request for approval.
**Approval**
In the approval process, you can then select the services you just requested, confirm the terms and conditions, and proceed with the order. # Where a Service Can Be Assigned Assigning a service sometimes gives you a single list of employees. Sometimes you get two lists, employees and locations. And sometimes the marketplace shows fewer services than you expected. None of that is arbitrary. It follows one rule, and knowing it explains several things at once. #### Every service carries its allowed targets Each service defines which kinds of targets it can be assigned to: * an **employee** * a **location** — sites and warehouses both count here * a **cloud service** * your **company as a whole**, for services that are not tied to a single person or place * an **existing service**, for add-ons that extend something you already have This belongs to the service definition. It is decided when the service is set up in the portfolio, not when you order it, so the target type is not something you can change at ordering time. #### Why some services offer two lists A service can allow more than one target type, and one of them can be optional. The most common combination is employee and location, where assigning to an employee is possible but not required. That is why the assignment dialog offers both lists and lets you decide whether the service goes to a person or straight to a site. That combination exists for a good reason: it keeps hardware mobile across its lifecycle. A notebook belongs to an employee while they are with the company. When they leave, it does not disappear — it moves to a location such as a warehouse, and later to a new colleague. Same service throughout, no duplicates. Services with only one allowed target behave more strictly. A service that allows only employees always needs a person attached to it. #### Why the marketplace sometimes shows less The same rule shapes what you see while browsing. Open the marketplace from an employee and you see only services assignable to an employee. From a location, only location-assignable services. From a cloud service, only cloud services. Browsing the marketplace directly, without a target in mind, shows the full set your permissions allow. So a shorter list usually does not mean a service is missing. It means the marketplace is narrowing to what actually fits the target you started from. #### Where you notice this again When you move services from the inventory, the dialog checks every possible target and reports the result in the **Availability** column. A target that cannot receive the selected services is flagged there, rather than letting the move fail later. It is the same rule doing the same job, just at a different point in the process. {% content-ref url="/spaces/sefXXH6Iz8RCwoM5daoW/pages/hTBskHQoBUUO9FKTDXmF" %} [Moving Services from Inventory](/equipme/assets/understanding-the-inventory/moving-services-from-inventory) {% endcontent-ref %} # Approvals
The Approvals page is your central hub for reviewing and authorizing requests before they become orders. Whether employees submit requests through the Marketplace or Self-Service, every request flows through here first, giving you complete visibility and control over what gets purchased or fulfilled. ### Getting notified when approvals are needed You'll never miss a pending request. A notification badge appears next to **Approvals** in the sidebar whenever something needs your attention. The number inside shows exactly how many requests are waiting for review. For example, if the badge displays "1", you have one pending approval. This real-time indicator helps you stay on top of requests without manually checking the page. ### Understanding the Approvals overview The overview presents all pending requests in a single, comprehensive table. Each row represents an individual request from your organization, with all the essential information at a glance: * **Service details** – What was requested * **Requester information** – Who submitted the request (employee name and group) * **Financial impact** – One-time and monthly costs * **Contract details** – Term length, offer type, and specific offer name * **Delivery information** – Shipping address and location * **Additional context** – Any add-ons, notes, or special requirements This consolidated view enables you to make informed decisions quickly without switching between multiple screens. ### Reviewing request details Click any row to open the complete request details. Inside, you can verify: * Full service specifications * Pricing breakdown * Delivery preferences * Assigned employee information * Attached notes from the requester If you need clarification or want to document your decision, you can add your own internal notes before taking action. ### Cost summary The right side of the page displays a cost overview for the selected request: * **Monthly costs** – Recurring subscription or rental fees * **One-time costs** – Initial purchase price, setup fees, or deposits This financial snapshot helps you quickly assess budget impact before approving. ### Approving and placing orders When you're satisfied with the request: 1. Review and confirm the terms 2. Add a Purchase Order (PO) number if required by your process 3. Click **Place Order** to approve Once approved, the request automatically moves into fulfillment, and your operations team can begin processing the order. The requester will be notified, and the service will appear in the relevant dashboards for tracking. # Pending and approved order requests
The Order requests area shows which requests are ready to move forward and which requests still need approval. When a marketplace or self service request is created, equipme checks the active approval setup. Depending on the selected approval mode, the request can either be approved automatically or wait for an approval decision first. To make this status clear, order requests are separated into two areas: Approved and Pending approvals. ### Approved order requests Approved order requests are requests that can move forward in the order process. A request can become approved in different ways. With Automatic Approval, the request is approved immediately after it is submitted. It appears directly in the approved order requests. With Simple Approval, the request appears in the approved order requests after the responsible approver has approved it. If no manual approval is required based on the selected setup, the request can also move directly into the approved order requests. With Custom Approval, the request appears in the approved order requests once the configured workflow has marked the request as approved. Approved requests can then be processed and ordered as usual. ### Pending approvals Pending approvals are requests that have been submitted but are not approved yet. These requests still need an approval decision before they can move forward in the standard order process. They may be waiting for a supervisor, department manager, location manager, cost center manager, or a custom approval workflow. The Pending approvals area helps teams understand why a request is not available for ordering yet. It shows requests that exist in the system, but still need approval before they can continue. ### A clearer order request view The separation between approved requests and pending approvals makes the order process easier to follow. Approved requests are ready for the next operational step. Pending approvals still need a decision. This helps teams avoid mixing requests that are already approved with requests that are still waiting for approval. It also gives admins a clearer view of where a request currently stands. ### What happens when a request is approved When a pending request is approved, it moves into the approved order requests. From there, the responsible team can continue with the order process. The request is no longer waiting for an approval decision and can be handled like any other approved request. ### What happens when a request is rejected When a request is rejected, it does not move forward into the order process. Rejected requests are discarded and do not appear as approved order requests. This keeps the ordering area focused on requests that are allowed to continue. ### Admin visibility Admins can use the Pending approvals area to keep visibility into requests that are still waiting for approval. This can be useful when an approval is delayed, when a request needs to be checked, or when a team needs to understand why a request has not moved forward yet. In the standard process, requests should move from pending approval to approved order requests through the selected approval mode. Admin visibility helps make exceptions and blocked requests easier to identify. ### How this works with the approval modes The request status depends on the selected approval mode. With Automatic Approval, new requests move directly into approved order requests because no manual approval step is required. With Simple Approval, requests usually remain pending until the responsible approver approves or rejects them. If no manual approval is required based on the selected setup, they can move directly into approved order requests. With Custom Approval, new requests remain pending until the configured workflow completes the required approval logic and marks the request as approved. This keeps the order request process consistent across different approval setups, while still allowing each company to choose the level of control it needs. ### A clearer path from request to order Pending and approved order requests help teams understand exactly where each request stands. Pending means the request still needs a decision. Approved means the request can move forward. This creates a clearer path from internal demand to ordering and gives companies better control over which requests are ready to be processed. # Automatic Approval Automatic Approval is the most direct approval mode in equipme.
It allows marketplace and self service requests to move into the order request process without an additional manual approval step. When a user submits a request, equipme approves it automatically and shows it in the approved order requests. This mode is useful for companies that want to keep the request process lightweight and do not need every request to be reviewed before it can be ordered. ### How Automatic Approval works When Automatic Approval is active, new marketplace and self service requests are approved automatically. Once Automatic Approval is saved, the selected setup applies to new incoming requests. There is no approval task for a supervisor, department manager, location manager, cost center manager, or custom workflow. The request does not wait for a manual approval decision. Instead, it appears directly in the approved order requests. From there, the request can be processed and ordered as usual. ### Approved does not mean ordered Automatic Approval approves the request, but it does not automatically complete the order. The request still appears in the Order requests area, where the responsible team can continue with the order process. This keeps the operational process clear: the request is approved first, then it can be ordered. ### Approved and pending requests The Order requests area separates approved requests from requests that are still waiting for approval. With Automatic Approval, new requests move directly into the approved area because no manual approval step is required. Pending approvals are used when a request still needs a manual approval decision, for example with Simple Approval or Custom Approval. ### When Automatic Approval is the right choice Automatic Approval is a good fit when an organization does not need an additional approval step for incoming requests. It works well when requests should move quickly into the order process and do not need to be checked by a specific approver first. This makes Automatic Approval the simplest setup for companies that want a direct path from request to order request. ### Automatic Approval compared to other approval modes equipme supports different approval modes for different levels of control. Automatic Approval approves requests without a manual approval step. Simple Approval adds a predefined approval step based on a selected responsibility, such as supervisor, department manager, location manager, or cost center manager approval. Custom Approval uses workflows for more advanced approval processes. If your company wants requests to move directly into the approved order requests, Automatic Approval is the right setup. If requests need to be checked before they can be ordered, Simple Approval or Custom Approval may be a better fit. # Simple Approval Simple Approval gives companies a structured approval step for marketplace and self service requests without requiring a custom workflow. Many organizations want requests to be checked before they can become orders. In some cases, this approval should come from a supervisor. In others, it should come from a department manager, location manager, or cost center manager. Simple Approval covers these common approval cases with predefined approval types that can be activated directly in equipme. ### How Simple Approval works When Simple Approval is active, new marketplace and self service requests are routed through a predefined approval step. Once Simple Approval is saved, the selected approval setup applies to new incoming requests. equipme creates an approval request and makes it available to the responsible approver or approvers. They can review the request and decide whether it should be approved or rejected. If the request is approved, it moves into the approved order requests. From there, it can be processed and ordered. If the request is rejected, it is discarded and does not move forward into ordering. ### Available approval types Simple Approval supports predefined approval types that follow common company responsibilities. Admins can currently choose from the following options: Supervisor Approval Department Manager Approval Location Manager Approval Cost Center Manager Approval
The selected approval type defines who is responsible for approving incoming requests. ### Approval based on company structure Simple Approval uses existing responsibilities in equipme to find the right approvers. For example, if Department Manager Approval is active, equipme checks the requester’s department and routes the approval request to the responsible department manager or managers. For Department Manager Approval, equipme uses departments maintained in equipme. Other group types are not used for this approval type. The same principle applies to supervisor, location manager, and cost center manager approval. This keeps the setup simple. Admins do not need to build a workflow or define each approval route manually. The approval responsibility comes from the structure already maintained in equipme. ### Multiple approvers for one request In some cases, more than one person can be responsible for the same approval level. For example, a department can have more than one department manager. In that case, equipme creates one shared approval request and makes it available to the responsible managers. This does not create separate approval requests for each manager. There is one approval request that can be handled by the responsible approvers. Once one approver approves or rejects the request, the approval request is resolved. ### Approval on the same level Simple Approval also includes a setting for approval on the same level. This setting controls what happens when the requester is also part of the responsible approval group. By default, if a person would effectively approve their own request, equipme does not create an extra approval step. The request is approved automatically because self approval would not add meaningful control. If approval on the same level is required, the request can still be routed to other responsible approvers on the same level. This can be useful for larger organizations where several managers share the same responsibility and one manager’s own request should still be reviewed by another manager. ### Approved and pending requests The order request area separates approved requests from requests that are still waiting for approval. Pending approvals are requests that still need a decision before they can move forward in the standard ordering process. Approved requests are approved and can continue in the order process. This separation helps teams understand which requests are ready to move forward and which ones still require action. ### Notifications Approvers receive a notification when a request needs their approval. The requester receives a notification once the request has been approved or rejected. If more than one approver is assigned to the same request, the request is resolved as soon as one approver makes a decision. ### When Simple Approval is the right choice Simple Approval is a good fit when your organization needs a clear approval responsibility, but does not need a fully custom approval workflow. It works well when requests should be checked by a specific role, such as a supervisor, department manager, location manager, or cost center manager. For more advanced approval rules, such as approval based on specific services, budgets, or other custom conditions, Custom Approval may be the better option. ### Simple Approval compared to other approval modes equipme supports different approval modes for different levels of control. Automatic Approval approves requests without a manual approval step. Simple Approval adds a predefined approval step based on a selected responsibility. Custom Approval uses workflows for more advanced approval processes. If your company needs a simple and structured approval step before requests can be ordered, Simple Approval is the right setup. # Custom Approval Custom Approval is the most flexible approval mode in equipme.
It is designed for companies that need approval logic beyond the predefined Simple Approval options. Instead of using one standard approval responsibility, Custom Approval works with a configured workflow in the equipme Automation module. This makes it possible to reflect more specific approval rules and internal processes. ### When Custom Approval is needed Not every approval process can be covered by one predefined responsibility. Simple Approval works well when requests should be approved by a supervisor, department manager, location manager, or cost center manager. Custom Approval is used when the approval process needs more specific logic. For example, approval may depend on requested services, budget related rules, internal policies, or other conditions that are specific to the organization. In these cases, the approval process needs to be modeled through a workflow. ### How Custom Approval works When Custom Approval is active, incoming marketplace and self service requests are handled through a configured workflow. Once Custom Approval is saved, the selected setup applies to new incoming requests. The workflow defines what should happen when a new request is created, which approval steps are required, and how the request should continue after the required approval logic has been completed. This gives companies more flexibility than a predefined approval type. At the same time, it also means that the workflow must be configured correctly before Custom Approval can be used effectively. ### Custom Approval requires a workflow Custom Approval is not just a switch that activates a ready made approval process. It requires a workflow in the equipme Automation module. Without the required workflow, equipme does not have the custom approval logic needed to process new requests through this mode. That is why Custom Approval should be planned carefully and set up with the right workflow configuration. ### What the workflow can control A custom approval workflow can define approval behavior that is specific to your organization. Depending on the configuration, it can determine which approval components are used, which approval steps are required, and when a request should be marked as approved. This is useful when the approval process cannot be represented by one predefined approval responsibility alone. ### Approved and pending requests Custom Approval still works with the approval status of order requests. Requests remain pending until the configured workflow completes the required approval logic and marks the request as approved. Once the workflow has marked the request as approved, it can move into the approved order requests. From there, it can be processed and ordered. ### When Custom Approval is the right choice Custom Approval is the right choice when your organization needs a tailored approval process. It is useful when approval depends on rules or conditions that go beyond a single predefined approval responsibility. If your approval process can be handled by supervisor, department manager, location manager, or cost center manager approval, Simple Approval is usually the easier setup. If your approval process requires custom logic, Custom Approval gives you the flexibility to model it through a workflow. ### Custom Approval compared to other approval modes equipme supports different approval modes for different levels of control. Automatic Approval approves requests without a manual approval step. Simple Approval adds a predefined approval step based on a selected responsibility, such as supervisor, department manager, location manager, or cost center manager approval. Custom Approval uses workflows for more advanced approval processes. If your company needs a tailored approval process, Custom Approval provides the flexibility to build it. Because this mode depends on workflow configuration, it should be planned and set up carefully. # Basics # Filtering, Sorting & Saving Views in Equipme The grid view is a powerful feature across the **equipme** platform that helps you **filter**, **sort**, and **save custom views** of data. Whether you're looking at services, customers, products, or any other data set, the grid behaves consistently and is designed to make your work faster and more organized. Once you understand how the grid works in one area, you can confidently use it across the entire platform.
## What is the Grid View? The grid shows records in a table format. Each **row** represents one item (e.g., a customer or product), and each **column** shows a specific data point (like Name, Type, Status, or Date). You can customize what you see, apply filters, and save those settings for future use. ## How to Use Filters Filters help you narrow down what you see in the grid. For example, you might want to only see active items or products of a specific type. ### Example: Boolean Filter 1. Click the **three vertical dots** (⋮) in any column. 2. A menu will appear with filtering options. 3. If the column supports Boolean values (like True/False), you can choose: * ☑️ **True** = Item matches the condition (e.g., "active" is true) * ☑️ **False** = Item does not match the condition Apply the filter and the grid will update accordingly. This method works the same way across all grids in equipme. ## Saving Custom Views After applying filters or sorting, you can save the current setup as a **View** to quickly access it again later. ### How to Save a View There are two ways to save a custom view: **Option 1 – Top Right View Manager** 1. Click the **Views** icon: (far right in the top corner next to the reload and visibility icons) 2. Click the **+ button** to create a new view. 3. Give your view a name (e.g., "Active Customers") 4. Click **Save** **Option 2 – View Tabs Above the Grid** 1. After applying your filters, click the **+ icon** above the grid (next to other tabs). 2. A new tab will appear; name it accordingly. 3. That tab is now a saved view you can return to anytime. This functionality is consistent across all grids. ### 🗑️ Deleting Views To remove a view: * Click the **Views** icon * Hover over the view name and click the **trash can icon** 🗑️ # My Profile ### **Your Profile in equipme** Your profile is the place where all your personal information comes together. It decides how you log in, which email address receives updates, and where equipment or other items are sent. When your profile is correct, everything around ordering, approval, and communication works without friction. *** ### **How to open your profile** You can access your profile from anywhere in equipme. 1. Look at the top-right corner of the screen. 2. Click the small arrow next to your email address. 3. Select **My profile** from the dropdown.
You will land on a page with several tabs: **Profile**, **Account**, **Permissions**, and **Further information**. Each tab manages a different part of your user data. *** ### **Profile — your basic information**
The Profile tab shows your personal details: * First name * Last name * Username (usually your login email) * Business email (if your organization set one) If something is incorrect — for example, your name is misspelled — click the small **edit** icon next to “Person” to update it.\ These details are used across the platform, especially in approval flows and order communication. *** ### **Account — your login and invitations** This section controls how you access equipme. #### **Password management** You see your username again and, if you have the rights, an option to reset the password.\ If a password is reset, the user must create a new one the next time they log in. #### **Login methods** Depending on what your organization uses, you may log in with: * **Username / Password** * **Single Sign-On (SSO)** If your organization prefers SSO, the admin can set this here before sending an invitation. #### **Inviting employees** If you are an administrator, you can invite new users directly from this page by entering their email and choosing the preferred login method.\ This does not apply to regular users. *** ### **Permissions — what you can do in equipme** The Permissions tab shows you what actions you’re allowed to perform inside equipme.\ Even if you’re an Administrator, some permissions may still come from roles, and role-based permissions can’t be edited here. You’ll see that note at the top of the page.
#### **Record service instances & inventory** This allows you to manually capture hardware or other items that already exist in your stock.\ You can create active services directly out of inventory without going through the usual approval, ordering, or fulfillment steps.\ Organizations use this when they want to document older devices, retroactively clean up data, or quickly onboard equipment that’s already on the shelf. #### **Remove service instances & inventory** With this permission you’re allowed to remove deployed services or delete inventory objects entirely.\ You can skip approval, ordering, and deprovisioning flows to clean things up instantly.\ This is usually only given to people who manage stock or need to fix incorrect entries. #### **Manage customer settings** This gives access to portal-level settings for each customer — for example, activating or deactivating order approvals or enabling premium features.\ It requires access to customer management and is often given only to administrators or customer success roles. #### **Confirm received customer orders** When a customer places an order, it lands in the provider’s fulfillment pipeline.\ This permission allows you to check and confirm those orders so they can be released for processing.\ Without it, the order stays in a waiting state. #### **Access to employees for the location manager** If someone manages a specific location (for example, a branch office or subsidiary), they may need to see employees associated with that location.\ This permission unlocks access to those employees and their services so the manager can keep everything up to date. *** ### **Further information — custom fields** This tab contains additional information your organization may want to store about you.\ Examples could be: * Employee ID * Department * Location code * Cost center * Any other custom attribute You can add fields using **Add**, or edit existing ones if they’re visible.\ Some companies don’t use this area at all—others use it heavily to support reporting or automatic workflows. # Locations Locations help you structure your organisation clearly and logically. They represent the physical places where your teams work, equipment is stored, or services are delivered—from head offices and warehouses to small remote workspaces. Once created, locations can be used throughout equipme to assign employees, manage services, and organise your overall setup. equipme offers several flexible ways to create locations, making it easy to start small and scale your structure over time. You can add individual locations manually, import multiple locations using an Excel file, or use HR Sync, which is the recommended method for larger organisations. [**Create locations manually**](/equipme/my-company/locations/add-locations-manually) For organisations managing only a few locations or needing to add something quickly, the manual method is simplest. Navigate to Locations and select Add Location. Fill in the required details directly in the form and save. This approach works well for smaller setups or occasional additions. [**Create locations with an Excel import**](/equipme/my-company/locations/import-update-locations-via-excel) If you manage numerous locations or already have your data in a spreadsheet, the Excel import is more efficient. Download the sample file to see the required format, populate it with your data, and upload it to equipme. The system will read your information and create or update locations accordingly. This method maintains organisation and helps prevent duplicate entries. **Create locations through HR Sync** For organisations with larger teams and frequent structural changes, HR Sync is the preferred solution. equipme connects directly to your identity or HR system and automatically imports locations along with all relevant information. This approach minimises manual work, maintains data consistency, and ensures updates are reflected in equipme automatically. # Add locations manually Adding a location manually is the quickest way to bring a new office, warehouse or workspace into your equipme setup. It is simple and direct and works well when you only need to add a few locations or when you want to build your structure step by step.\ This method gives you full control over the information you enter and helps keep your organisation clean and clear. For larger teams or continuously changing structures however, **HR-Sync is usually the more efficient solution**. It allows locations and employees to stay updated automatically, rather than requiring individual manual imports. Manual entry is ideal for small adjustments – HR-Sync is ideal when things grow and evolve. {% content-ref url="/pages/FpFh13aNgLrcXlWyES5D" %} [HR-Sync overview](/equipme/settings-1/integrations/hr-sync-overview) {% endcontent-ref %} {% embed url="" %} # Import/Update Locations via Excel {% embed url="" %} When your organization manages only a few locations, adding them manually in **Locations → Add Location** is usually the quickest and most practical approach. An XLSX import becomes useful once the number of locations grows or when your data already exists in spreadsheets and needs to be brought into equipme in a structured way. The import relies on a formatted XLSX file that includes all fields relevant for a location. A sample file is always provided in the import dialog, so you can download it and follow the structure directly. The file shows both required information and optional attributes that can enrich each location. #### Country validation through ISO-2 codes The sample file also includes a country field that expects an **ISO-2 country code** — meaning two letters, such as *DE*, *US*, *NL*, *FR*.\ equipme validates this automatically. If the value doesn’t match a valid ISO-2 code, the import will flag it so you can correct it before completing the process. This ensures consistent data quality across all your locations, even when preparing lists from external sources. #### Optional and custom attributes Depending on how you organize your data, you may include additional fields such as cost center, manager information, or other values specific to your workflow. These appear in the sample file as additional columns and are validated the same way as the standard fields.\ They give you flexibility without forcing complexity — you can use them if you need them, or leave them out entirely. #### Updating Existing Locations
If you plan to update multiple locations at once, the most reliable workflow is to start with an **export** of your current locations. The exported XLSX file contains all existing records including their internal **Location IDs**. Those IDs are essential, because they tell equipme which entry should be updated during an import. Working directly with the exported file avoids formatting mistakes and ensures that all IDs remain untouched. You can adjust any fields and then re-import the modified file. equipme matches each row to the correct location based on its ID and applies your updates automatically. **If you want to add new locations in the same file, simply leave the ID field empty for those rows. equipme will generate IDs for them during the import while still updating the existing locations correctly.** This combined approach keeps everything consistent and prevents accidental duplicates. # Importing locations through HR Sync The HR Sync is the most convenient way to bring your location structure into equipme. If your organisation already manages its offices and workplaces in an HR or identity system, equipme can fetch this information automatically. This reduces manual work and keeps your setup clean and consistent, even when many changes happen over time. The HR Sync is ideal for larger organisations that want all locations, departments and employees to stay aligned with their existing source of truth. #### How the HR Sync works Once the HR Sync is connected to your HR or identity system, equipme can read the locations that already exist there. These locations are then created in equipme with the same names and details. Updates in your HR system are reflected automatically, so you do not need to maintain the structure in several places. The sync does not overwrite information randomly. It uses the data from your HR system as the leading source, which means changes made inside equipme are adjusted again as soon as the next sync runs. #### Where to find the HR Sync You can access the HR Sync setup in the Administration area. In the section for integrations you will find the option to connect your HR or identity system. Once the connection is active, you can select which types of information should be imported. Locations are included as part of this structure. {% content-ref url="/pages/g9lSa0kXc5HdK7jyszIA" %} [HR-Sync Advanced Configuration](/equipme/settings-1/integrations/hr-sync-overview/hr-sync-advanced-configuration) {% endcontent-ref %} #### What gets imported The HR Sync brings in all locations that your connected system provides. This usually includes the location name and the basic information your organisation stores. When employees or departments are imported through the same sync, they are automatically assigned to the correct location. This keeps your entire structure accurate without extra work. If your HR system uses specific identifiers or codes for locations, equipme keeps this information internally so everything stays consistent across systems. #### When HR Sync is the right choice The HR Sync is perfect if your organisation already manages its structure in a central system and needs equipme to stay aligned at all times. It removes the need for manual maintenance and ensures that all related data, such as employees and departments, follow the same structure. If you only need to add a few locations manually or want to import a spreadsheet, you can still do that. But once the HR Sync is active, it becomes your main source for structural updates. # Assign Managers via Excel Import {% embed url="" %} ### Assign Managers to Locations via Excel Assigning or updating managers across multiple locations can become time-consuming if done individually. The Excel import is designed to handle this efficiently – especially when structures change regularly, new managers join or responsibilities shift between teams. Instead of editing assignments one by one, you can prepare all changes in an Excel file and apply them in bulk. This keeps your data consistent, reduces manual effort and lowers the risk of human error. *** #### Excel Structure and Required Fields For the import to work smoothly, the spreadsheet must follow a defined structure. The sample file provides the correct layout and can be used as a direct template. The following attributes are required: | Field | Purpose | | -------------------- | ------------------------------------------------------------ | | **Location ID** | Defines which location the assignment applies to | | **Manager username** | Email or username of the manager being assigned or updated | | **Manager role** | Role type such as `location-executive` or `location-manager` | | **Action** | Defines the intended change: `add`, `update` or `remove` | Additional fields may appear depending on configuration, but these four are essential for a valid import. # Groups Groups in equipme are a way to organise people so that the system understands how your organisation is arranged. They can represent departments, teams or cost areas, but they do not need to reflect your full company structure. The idea is simply to group people who work together or share responsibilities, so that actions in the platform can follow that logic. Groups also give context to tasks that are not visible at first glance. When employees request items, when something needs approval, or when a new person joins a team, the system looks at groups to understand who is involved and what should happen next.
### How decisions travel through the organisation Different organisations handle decisions differently. Sometimes a manager signs off on everything, sometimes approval depends on budget, and sometimes a team makes decisions collectively. Groups provide a way for equipme to follow those patterns.\ When a request enters the system, it does not need to be pushed around manually. The platform uses the group structure to identify who should respond to it. This makes approval processes more predictable, not because they are automated, but because the system knows where to send the decision. ### Routine work when people join Onboarding usually repeats the same steps: a new person arrives, needs devices, software, access, and maybe licences. Without structure, every onboarding starts from scratch and depends on someone remembering the process. If a group in equipme has default resources assigned to it, new employees automatically receive what that group needs to work.\ No one needs to maintain a checklist or explain the process every time. This turns onboarding from a manual routine into something the system quietly manages in the background. [Learn more](/equipme/my-company/groups/automated-service-assignment-with-templates) *** Groups in equipme help translate your organisation into something the system can work with.\ They are not there to enforce rules, but to support everyday work by giving context to decisions, onboarding and resource use. They do not need to be complex.\ If they reflect how people actually work together, the platform can handle a large part of the operational detail on its own. --- [Next Page](/llms-full.txt/1)