Assigned Resources
Assigned Resources is the catalog of everything your company hands over or grants to someone because they hold a job: software (Office 365, Trello), licenses (AutoCAD, an antivirus), access to systems or physical areas (the ERP, the warehouse, the main gate), equipment (laptop, phone, vehicle), tools, uniforms, keys… whatever applies in your operation.
It's not used on its own: its value comes from linking it to Positions, so you have a written record of what whoever holds each job is entitled to, and nothing is forgotten when onboarding or offboarding.
What is it and what is it for?
Each catalog record is an individual resource, with a Type that classifies it (for example "Software", "License", "Access", "Equipment" or "Tool") and a free description of what it is used for. It is an independent catalog: you enter it once and reuse it across every Position that needs it, without retyping the name.
From a Position's Assigned Resources tab you assign the catalog records the job requires, and on each assignment you can write a detail specific to that job: the license tier it gets, the role it should have inside the tool, the equipment model, or any remark; plus the position in charge of handing it over or granting it (for example IT Support for system accounts and the Warehouse for physical equipment). That way the same "Office 365" can be "E3 license" for one position and "basic license" for another, and the same "Laptop" can be a different model per job.
Examples of what you can record
| Type | Examples |
|---|---|
| Software | Office 365, Trello, AdmCloud itself, a CRM. |
| License | AutoCAD, antivirus, a professional license or a certificate. |
| Access | Access to the ERP, the warehouse, the production floor, the main gate, a shared folder. |
| Equipment | Laptop, extra monitor, company phone, vehicle, radio. |
| Tool | Toolbox, measuring instrument, forklift. |
| Other | Uniform, safety footwear, badge, set of keys, fuel card. |
Type is free text: use whatever categories make sense in your company. The examples above are only a guide.
How to use it, step by step
- Register the resource in the catalog. Go to Assigned Resources, click New and enter the Name, and optionally the Type, Description and Notes.
- Assign it to the Positions that require it. On the Position, open the Assigned Resources tab, search the record by name and write the note for that assignment if it applies.
- Create it without leaving the Position. If while documenting a job you find a resource that isn't in the catalog yet, use the New Resource button on that same tab: it is created in the catalog right away and becomes available to pick on the line.
- Check it when hiring or offboarding. The Position's detail screen shows the full list of resources next to the job's onboarding and offboarding steps — exactly when they have to be handed over or recovered.
Key fields
| Field | What it's for |
|---|---|
| Name | The name of the resource (for example "Office 365" or "Laptop"). Required and unique: it cannot be repeated in the catalog. |
| Type | A free category to group similar resources ("Software", "License", "Access", "Equipment", "Tool"). It drives the color and initial of the avatar that identifies it in the lists. |
| Description | Free text explaining what the resource is used for. |
| Notes | Additional internal comments. |
| Assignment note | Entered on the Position, not on the catalog. It's the detail specific to that job: license tier, role inside the tool, equipment model or remark. |
| Responsible Position | Entered on the Position. The position in charge of handing over or granting that resource, so you know who to ask when hiring and who to notify when offboarding. |
Validations on save
- The name is required and cannot exceed 200 characters.
- The name must be unique. If a resource with that exact name already exists, the save is rejected stating that the record already exists.
- The type cannot exceed 50 characters.
- The same resource cannot be indicated twice within the same Position.
- A resource in use cannot be deleted: if it is assigned to a Position, the system blocks the deletion and lists the affected jobs.
Availability and permissions
- Requires the Enterprise Human Resources (HHRR) module active in your company. Without it, neither the screen nor the Position tab is available.
- Access is controlled by the "Assigned Resources" permission of your user group, with separate levels to browse, add, edit and delete.
Tips and common mistakes
One record per resource, not per job. Create "Laptop" once and capture what differs between jobs in the assignment note; that keeps the catalog short and the per-resource lists useful.
Use the same Type consistently (for example always "Equipment" and not sometimes "Equipments"), since the color avatar in the lists is based on the exact Type text.
"Cannot delete due to dependencies": before deleting a resource, remove it from the Positions it is assigned to; the error message tells you where it is still in use.