Recover devices from departed employees
Reconcile weekly departures against your IT asset tracking software, email former employees about unreturned equipment, escalate stalled laptop retrieval cases, and report every outstanding device to IT as part of employee offboarding automation.
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Every week on [day of week for the weekly run], pull recent employee departure records from [HR system] and cross reference them against [IT asset inventory system] to find devices still marked as assigned to someone who has left. For each outstanding device, send the former employee a reminder through [email platform] listing the device, its identifier, and the return instructions, then record the reminder and its running count on that device's record in [IT asset inventory system]. When a case passes [reminder threshold before escalation, e.g. three reminders], stop reminding the employee and instead notify the IT team and the employee's former manager, looked up in [HR system], through [IT team notification channel, e.g. team chat or shared inbox]. Once the run completes, post a consolidated summary of every outstanding device, who is holding it, and how long it has been overdue to the same [IT team notification channel].
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Problem
IT teams manually compare recent departure lists against the device inventory to work out which laptops, phones, and peripherals are still outstanding, then chase each former employee by email one at a time. Because the check only happens when someone remembers to run it, devices sit unreturned for long stretches and drop out of sight once the offboarding paperwork closes.
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Solution
Each week, the automation pulls recent departure records from the HR system, cross references them against the IT asset inventory to identify devices still marked as assigned, and emails each former employee a reminder with return instructions. It records each reminder on the asset record and, once a case passes the escalation threshold, notifies the IT team and the employee's former manager. It then delivers a consolidated summary of every outstanding device, who is holding it, and how long it has been overdue to the IT team.
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Impact
Outstanding devices are identified and chased every week without manual reconciliation, so hardware is recovered while former employees are still responsive and stalled cases reach IT instead of going quiet.
Benefits
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Faster device recovery
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Reduced hardware losses
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Lower replacement costs
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Accurate asset records
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Success stories
Adapt at speed with visual-first automation and AI
Make drives efficiencies, solves problems, and speeds innovation by breaking down silos across your business.
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