Overview
IT Inventory is the first product in Factorial’s IT Management domain. It provides:
- A unified list of all devices with status, ownership, and history
- Fast CSV/Excel import with AI-assisted cleanup (normalize model names, flag errors)
- Device detail pages (specs, purchase date, warranty)
- Assign/unassign actions to employees (with an audit trail)
- Filters and grouping to find what you need quickly
Tip: Keep your employee records up to date in people so assignments remain accurate.
When and why it should be used
Use IT Inventory when you want to replace scattered spreadsheets or disconnected tools with a single source of truth inside Factorial. It’s ideal for:
- Tracking who has what and what’s in stock
- Streamlining onboarding/offboarding handovers
- Maintaining purchase/warranty context and device history
- Preparing for upcoming automations across the IT Management domain
How to use
- On your sidebar, go to IT Inventory
- Go to IT Management → Inventory to access the devices list.
- Prepare your import file (CSV/Excel)
Include columns such as:
type (Laptop/Phone/Accessory…), model_name, serial_number, status (In Stock/Assigned/Under Repair/Retired), employee_email (optional), purchase_date (optional), purchase_price (optional), warranty_end_date (optional).
- Import your data
Click Import and upload your file. IT Inventory will run AI-assisted cleanup to normalize model names and highlight issues (e.g., invalid emails, missing status).
- Review & confirm
Use the preview to accept suggested fixes or correct flagged rows. Confirm to create your devices.
- Browse and filter devices
Use filters (e.g., status, type) and grouping to view stock levels and assignments at a glance.
- Open a device detail page
Click any device to view specs, purchase/warranty info, ownership, and full history.
- Assign or unassign a device
From the device page (or list action), select Assign to choose an employee. Unassign when a device is returned. All actions are tracked in the history.
- Edit device details
Update model, notes, purchase or warranty info from Edit.
Optional next steps: continue imports in batches as your data matures, then use filters to drive day-to-day allocation and stock decisions.
FAQ
- What statuses are supported?
Typical statuses include In Stock, Assigned, Under Repair, and Retired. Your workspace may display a subset at first.
- Do I need serial numbers for every item?
Not necessarily. Accessories without serials can still be tracked. We recommend serials for primary devices (laptops/phones) for better traceability.
- What does the AI-assisted import actually do?
It helps normalize model names, flag invalid fields (like unknown emails or statuses), and surface duplicates before you confirm the import. You can accept or override suggestions.
- Who can assign devices?
Users with the appropriate permissions (e.g., IT Manager or designated roles) can assign/unassign. Speak with your admin to enable the right permissions.
- Can I assign a device to a space (meeting room/hotdesk)?
This capability is planned as part of the upcoming Spaces integration. For now, devices are primarily assigned to employees.
- Does it integrate with MDM/IdP?
Not in the current release. IT Inventory focuses on inventory, ownership, and history inside Factorial.
- Will onboarding suggest devices automatically?
Role-based suggestions via Job Catalog and the Onboarding flow are planned. Today you can assign devices manually; suggestions will roll out as those integrations become available.
- Can I generate handover/acknowledgement documents for employees?
This will be supported via Factorial Documents integration: you’ll select an employee and their assigned devices to auto-generate a document from a legal template (e.g., aligned with NIS 2 Article 21) and store it for signature.