Equipment transfer agreements

A transfer agreement is a dated deed that records equipment changing hands — a transfer when you hand devices to an employee, or a return when they come back. Each agreement carries a sequential number, the parties, the line items, and a signature-ready PDF.

You work from Transfer agreements in the admin sidebar. An agreement moves through a fixed lifecycle: a draft is fully editable; once you issue it, the row locks and only its signed or voided state can change after that. Issuing a transfer also assigns the listed assets to the employee, and issuing a return closes those assignments — so the deed and the hardware register stay in step.

:::note Before you begin

• You have an admin role (admin, it-admin, or super-admin).
• The employee already has a user account in your workspace.
• The hardware you're handing out exists in the register. To add a device, see Add a hardware asset. :::

How the lifecycle works

Status	Colour	Editable	What it means	Available actions
Draft	Slate	Yes	Created but not in force. Nothing has changed in the register.	Issue & lock, Delete draft, PDF
Issued	Sky	No	In force. Hardware assignments have been applied (transfer) or closed (return).	Mark signed, Void, PDF
Signed	Emerald	No	Both parties have signed.	Void, PDF
Voided	Rose	No	Cancelled. Stays on file as a permanent record.	PDF

note

Issued, signed, and voided agreements are locked — you can't edit their fields or line items. To correct a mistake after issuing, void the agreement and create a new one.

Create an agreement

1. In the admin sidebar, open Transfer agreements, then select + New agreement.
2. Fill in 1. Document details (see the field reference below).
3. Under 2. Employee, pick the recipient. Search by name or email to filter the list.
4. Under 3. Equipment on the deed, add at least one item — see Add equipment.
5. Add anything internal under 4. Internal notes if you need to. Notes never appear on the PDF.
6. Choose whether to issue right away with Issue immediately (locks edits, ready to print).
7. Select Create agreement.

On save the agreement gets the next sequential number and opens on its detail page. If you left Issue immediately unchecked, it lands as a draft you can still edit; if you checked it, it's issued and locked.

warning

You must add at least one piece of equipment. Saving with no assets and no ad-hoc rows returns Add at least one piece of equipment to the agreement. and keeps your other entries.

Document details

Field	Required	Default	Notes
Type	Yes	Transfer	Transfer — Company → Employee hands equipment out; Return — Employee → Company records its return. Drives which PDF template and which register action runs on issue.
Legal entity	Yes	First active entity	The legal entity printed on the deed, which selects the PDF template and its governing-law text. Only the configured home entity is active today; other country templates show as coming soon until they're wired up.
Date	Yes	Today	The agreement date (YYYY-MM-DD). Also used as the assignment or return date stamped on the hardware when you issue.
Company representative	No	You	The signer on the company side. Defaults to you; pick another admin if someone else signs.

Employee

Field	Required	Default	Notes
Pick the recipient	Yes	—	The employee receiving or returning the equipment. The list shows each user's name, email, and job title.

Add equipment to the deed

The Equipment on the deed section combines catalogued assets with free-typed rows. Use any mix of the three sources below; together they must total at least one item.

Source	When it appears	What it does
Currently held	After you pick an employee who has assigned hardware	Lists the devices that employee currently holds — the usual starting point for a return. Select Select all to tick every held device.
Available stock	Always	Devices ready to hand out — those in Available, In storage, or Reserved status. Filter by tag, model, brand, or serial. The usual starting point for a transfer.
Ad-hoc items	Always	Free-typed rows for items not in the register — cables, headsets, peripherals. Select + Add row to add one, remove to drop it.

Each ad-hoc row takes these fields:

Field	Required	Notes
Name	Yes	The item description, for example USB-C cable. A row is saved only if it has a name; blank rows are dropped. Max 191 characters.
Brand	No	For example Logitech. Max 191 characters.
Serial / ID	No	Serial or asset identifier. Max 191 characters.
Condition	No	One of Excellent, Good, Fair, Poor, or Broken. Defaults to Good.

note

Catalogued assets copy their name, brand, serial number, and current condition onto the deed automatically. If a device has no serial number, its asset tag is used instead.

Issue an agreement

Issuing puts the deed in force and syncs the hardware register. Issue from a draft, either by checking Issue immediately at creation or with Issue & lock on the detail page.

To issue an existing draft:

1. Open the draft from Transfer agreements.
2. In the Status card, select Issue & lock.

What issuing does, by type:

Type	Effect on the register	Effect on the asset's status
Transfer	Opens an active assignment to the employee for each catalogued item, dated with the agreement date.	Each item's status changes to Assigned.
Return	Closes the employee's active assignment for each catalogued item, stamped with the agreement date and the line's condition.	Each item moves to In storage (re-status it to Available or In repair afterward as needed).

After issuing, the agreement is locked and the employee is emailed a copy of the PDF asking them to review, sign, and return it.

warning

A transfer won't issue if one of its assets is already assigned to a different person — you'll see <asset-tag> is already assigned to someone else. Recover it first. Recover the asset from its current holder, then issue again. Ad-hoc items aren't synced to the register; only catalogued assets are.

note

The signing email is best-effort. If it can't be sent, the agreement still issues — you can always re-download the PDF from the detail page and send it yourself.

Mark an agreement signed

Once both parties have signed the printed deed, record it so the status reflects reality. You can mark signed only while the agreement is issued.

1. Open the issued agreement.
2. In the Status card, set the signed at date and time (it defaults to now).
3. Select Mark signed.

The status changes to signed and the card shows the signed timestamp.

Void or delete an agreement

To…	When it's allowed	How
Void an agreement	It's issued or signed	Open the agreement and select Void in the Status card, then confirm. The agreement stays on file as cancelled.
Delete a draft	It's still a draft	Open the draft and select Delete draft, then confirm. Issued, signed, and voided agreements can't be deleted — void them instead.

note

Voiding changes only the agreement's status. It doesn't reverse a transfer's hardware assignments — recover the assets from the register if the equipment is coming back.

Download or print the PDF

Select PDF, Open PDF, or Download / print PDF from the list, the detail page, or its sidebar. The PDF opens in a new tab and is named after the agreement number, for example TA-2026-0001.pdf. It carries your workspace logo and company name, the parties, and every line item, and is available at any status — draft included.

tip

After a transfer, use Create return for same employee in the detail-page sidebar to start the matching return deed pre-filled with that employee. The action flips to Create transfer for same employee when viewing a return.

Find an agreement

The Transfer agreements list shows a KPI strip with Total, Drafts, Issued, and Signed counts, then a filterable table.

Filter	Options
Search	Agreement number, or employee first name, last name, or email.
Type	Any type, Transfer (to employee), or Return (from employee).
Status	Any status, Draft, Issued, Signed, or Voided.
Entity	Any entity, or a specific legal entity.

Each row links to the agreement, and the Number, Type, Entity, Employee, Date, Items, and Status columns let you scan the register at a glance.

Verify

• After creating without issuing, the new agreement shows a slate Draft badge and the Issue & lock and Delete draft actions.
• After issuing a transfer, each catalogued asset reads Assigned on its detail page and shows the employee as its current holder; the agreement badge reads sky Issued.
• After issuing a return, the employee's assignments for those assets are closed and the assets sit in In storage.
• After marking signed, the badge reads emerald Signed and the Status card shows the signed timestamp.

Troubleshooting

Symptom	What to do
Add at least one piece of equipment to the agreement.	The deed has no items. Tick at least one device under Available stock or Currently held, or add a named Ad-hoc row, then save again.
<asset-tag> is already assigned to someone else. Recover it first.	A transfer item is held by another person. Recover the asset, then issue again.
Currently held is empty for the employee	That employee has no assigned hardware on file. Add items from Available stock or as ad-hoc rows instead.
Available stock shows nothing	Every catalogued device is assigned, in repair, or retired. Free up a device by recovering it, or add the item as an ad-hoc row.
The Issue & lock action is missing	The agreement is no longer a draft. Issued, signed, and voided agreements are locked.
Only draft agreements can be deleted.	The agreement is issued, signed, or voided. Select Void instead to cancel it while keeping the record.
The employee didn't get the signing email	Sending is best-effort and may have failed silently. Open the agreement and use Download / print PDF, then send it yourself.

Related

Assign and recover hardwareRecord who holds a device and take it back, with or without a deed.Read →Wipe certificatesProve a device's data was sanitised when it leaves the fleet.Read →OffboardingRecover equipment and access from a departing employee.Read →Audit logSee the trail of agreement and assignment changes.Read →