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The asset lifecycle

From the first request to the final disposal

Every asset moves through seven stages. Each step is recorded on the asset, with who did it and when. Stages 3 to 6 repeat for each new holder, depreciation runs across the whole life, and history records every step.

AvailableAssignedIn repairAvailableRetiredDisposedplus Lost for missing items
  1. 1Status: Requested

    Request & plan

    Employees ask for equipment from their portal, a category such as Laptop or a specific model, with a reason. Approvers see a “Waiting for your review” queue, approve by picking an available asset (which checks it out in the same step) or deny with a note.

    Recorded on the asset
    Requested category or model, reason, requester, decision note
    Where in RaqeebHQ
    Requests, Models
  2. 2Status: Available

    Procure & register

    Assets arrive four ways: added by hand, imported from CSV with a preview that flags problems, generated in bulk from a model with a list of serial numbers, or registered straight from the Agents inbox when a new computer reports in. Each category draws tags from its own tag series.

    Recorded on the asset
    Tag, serial, model, brand, vendor, cost, purchase date, warranty end, useful life, salvage value, custom fields, photo
    Where in RaqeebHQ
    Assets › Add / Import CSV, Models › Generate, Agents › Register
  3. 3Status: Assigned

    Assign & accept

    Checking an asset out records the holder, an optional expected return date, location and notes. The recipient confirms receipt by typing their full name (recorded with the time) or declines with a reason. Record-only people cover reception desks, meeting rooms and contractors.

    Recorded on the asset
    Holder, department, location, expected return date, notes, acceptance
    Where in RaqeebHQ
    Check-in / out, My assets
  4. 4Status: Assigned · reporting

    Use & monitor

    Computers running the RaqeebHQ agent report their specifications and software every hour. The asset page shows Last seen, IP addresses and the full device profile; memory upgrades or newly installed software appear in the change log and the asset's history.

    Recorded on the asset
    Live specs, installed software, last seen, IP, hardware and software changes, license seats, consumables used
    Where in RaqeebHQ
    Agents, Licenses, Stock, Dashboard
  5. 5Status: In repair

    Maintain

    Log repair, preventive maintenance, upgrade, inspection or calibration work with a vendor, scheduled date, cost and resolution. Starting a job puts an available asset In repair; completing it brings it back.

    Recorded on the asset
    Job title, type, vendor, schedule, start, completion, cost, resolution
    Where in RaqeebHQ
    Maintenance
  6. 6Status: Available

    Return & move

    Check-in records the return condition (good, fair or damaged) with notes and where the asset goes. A damaged return goes to repair by default. Moves between sites and re-tags are logged; overdue returns are highlighted.

    Recorded on the asset
    Check-in condition, notes, new location; moves and re-tags
    Where in RaqeebHQ
    Check-in / out, asset Actions
  7. 7Status: Disposed

    Retire & dispose

    Disposal closes the asset's life with a proper record: date, method (sold, recycled, donated, scrapped, returned to vendor, lost or stolen), reason, recipient, reference and value received. Open maintenance is cancelled automatically, and a disposal can be restored if made by mistake.

    Recorded on the asset
    Date, method, reason, recipient, reference, value received
    Where in RaqeebHQ
    Disposals
Example

One laptop's life in RaqeebHQ

Dell Latitude 7450, AST-0001, from request to recycling.

  1. Jan 2026Request

    Finance asks for a laptop for a new analyst; the IT admin approves it.

  2. 10 Feb 2026Register

    Bought from Desert Systems Distribution for AED 6,850, 3-year warranty, 4-year useful life; tag AST-0001 issued.

  3. Feb 2026Assign & accept

    Checked out to Ahmed Rahman (Finance); Ahmed signs the acceptance in his portal.

  4. Every hourMonitor

    The agent on GHT-FIN-LT01 reports Windows 11 Pro 24H2, Core Ultra 7, 32 GB, 512 GB NVMe and 6 apps.

  5. 2027Maintain

    Battery replacement by the vendor, AED 420; the laptop is In repair for two days.

  6. 2029Return

    Ahmed leaves; check-in in fair condition, moved to the IT Store Room.

  7. 2030Dispose

    Fully depreciated; recycled through a certified e-waste partner, with a disposal record.

Across the whole life: depreciation and history

Depreciation is calculated straight-line from purchase cost, purchase date, useful life and salvage value, giving the current book value of each asset and the totals by category and site. History keeps every event (created, edited, checked out, accepted, moved, repaired, agent change, disposed) with who did it and when, for the life of the asset.

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