Overview
Accessories are small peripheral items that you track by quantity rather than individual serial numbers. Think keyboards, mice, phone chargers, dongles, webcams, and similar items where you manage inventory in bulk.Key Characteristics
Quantity-Based
Track items by total quantity, not individual serial numbers.
Multiple Checkouts
One accessory can be checked out to multiple users or assets simultaneously.
No Unique IDs
Unlike assets, accessories don’t require unique asset tags.
Simple Tracking
Streamlined for items that don’t need detailed lifecycle management.
Creating Accessories
Basic Details
- Name (e.g., “USB-C Charger”)
- Category (accessories category)
- Quantity on hand
- Model number (optional)
Checkout Process
Checking Out to Users
- Navigate to the accessory
- Click “Check Out”
- Select the user
- Specify quantity (defaults to 1)
- Add optional note
- Confirm checkout
Each checkout reduces the available quantity. Total remaining = Total quantity - Sum of all checkouts.
Checking Out to Assets
Accessories can be assigned to assets:- Useful for bundled items (e.g., laptop charger with laptop)
- Tracks accessories per asset
- Links to asset’s assigned user
- Shows in asset detail view
Check-In Process
When checking in accessories:- Find the checkout record
- Click “Check In”
- Quantity is returned to available pool
- Checkout history is preserved in audit log
Inventory Management
Available Quantity
- Total purchased/on hand
- Currently checked out
- Remaining available
- Percentage utilized
Minimum Quantity Alerts
Set a minimum threshold:- Receive alerts when quantity drops below minimum
- Plan reorder points
- Prevent stockouts
- Email notifications (if configured)
Requestable Accessories
Enable user self-service:Setup
Setup
- Mark accessory as “Requestable”
- Ensure quantity is available
- Category must allow requests
User Experience
User Experience
- Users browse requestable accessories
- Submit request with notes
- Admins receive notification
- Approve/deny requests
Admin Workflow
Admin Workflow
- View pending requests
- Approve or deny with reason
- Auto-checkout on approval
- Email confirmation to user
Categories
Organize accessories by category:- Input Devices - Keyboards, mice, trackpads
- Cables & Adapters - Dongles, converters, cables
- Power Supplies - Chargers, power bricks
- Peripherals - Webcams, headsets, speakers
- Custom Categories - Define your own
Custom Fields
Accessories support custom fields:- Color/variant tracking
- Connector types
- Compatibility notes
- Internal part numbers
- Warranty information
Bulk Operations
Adding Inventory
When receiving new accessories:- Edit the accessory
- Increase the quantity
- Update purchase information if needed
- Change logged in audit trail
Removing Inventory
For lost, damaged, or disposed accessories:- Edit the accessory
- Decrease the quantity
- Add note explaining reduction
- Cannot reduce below checked-out amount
Reporting
Generate reports on:Low Stock
Accessories below minimum quantity threshold.
Checkout History
Who has what accessories and when they were assigned.
Inventory Value
Total value of accessory inventory by cost.
User Assignments
What accessories are assigned to each user.
Email Notifications
Accessories can trigger notifications:- Checkout confirmation - When accessory is assigned
- Check-in confirmation - When accessory is returned
- Low stock alerts - When quantity drops below minimum
- User acceptance - If category requires acceptance
Email settings are configured at the category level and globally in settings.
Location Tracking
Assign accessories to locations:- Default storage location
- Where to find/return items
- Multi-location inventory
- Location-based reporting
Company Assignment
For multi-company deployments:- Assign accessories to specific companies
- Enforce company boundaries
- Company-specific reporting
- Separate inventory pools
Cost Tracking
Total Cost Calculation
- Per-unit cost
- Total inventory value
- Cost per checkout
- Spend by category
Financial Reporting
- Accessory spend by time period
- Cost by department/company
- Budget vs. actual
- Trend analysis
Image Support
Add images to accessories:- Upload product photo
- Shows in listings and detail view
- Helps users identify correct item
- Inherits category image if none set
Best Practices
Naming Convention
Naming Convention
Use descriptive names including brand and model: “Logitech MX Master 3 Mouse” instead of just “Mouse”.
Minimum Quantities
Minimum Quantities
Set minimums at 2-3× your typical monthly usage to avoid stockouts.
Regular Audits
Regular Audits
Periodically verify physical count matches system count, especially for high-value accessories.
Purchase Tracking
Purchase Tracking
Always record purchase cost and supplier to track spending and reorder from reliable sources.
User Returns
User Returns
Require users to return accessories when they leave or change roles.
Model Numbers
Model Numbers
Include model numbers to distinguish between similar accessories (e.g., different USB-C cable types).
Common Use Cases
New Employee Onboarding
- Create checkout request for standard accessory kit
- Assign keyboard, mouse, headset
- User accepts items
- Inventory automatically updated
Device Bundling
- Check out laptop to user (asset)
- Check out charger to same laptop (accessory to asset)
- Both items tracked together
- Both returned when user leaves
Spare Parts Pool
- Maintain quantity of common items
- Set minimum quantities
- Reorder when low
- Check out for temporary/replacement use
Limitations
Accessories cannot:- Have individual serial numbers
- Be depreciated
- Have warranty tracking per unit
- Support checkout to locations (only users/assets)
- Have individual maintenance records
Related Features
- Assets - For items requiring individual tracking
- Components - For parts installed in assets
- Consumables - For items that are consumed/not returned
- Users - Assign accessories to people