Assigning an Existing Argus-Inventoried Device to a Staff Member

⚠️ NOTICE: Hardware will NOT be deployed until this form is completed in full AND manager approval is confirmed. Incomplete requests will be placed on hold and returned for the missing information. Please submit your request as early as possible — deployment is typically same-day to 2 business days for assets already configured for the recipient's role.

Use this form to request that an existing Argus IT–inventoried device (a laptop, desktop, monitor, etc. that Argus already owns) be issued to a specific staff member. This is different from requesting new hardware to be ordered — see "Is This the Right Form?" below.

Before You Submit — Is This the Right Form?

Please check that this article matches your situation:

• ✅ Yes, use this form if: the device already exists in Argus inventory and needs to be assigned/deployed to a specific staff member. You may already know the asset tag of the device being assigned, OR you may be asking IT to pick a suitable device from stock.
• ❌ No — use a different article if:
  • You're onboarding a brand-new employee → use New User Onboarding Request — What to Include (KB-3001). Hardware for new hires is captured in the onboarding form.
  • You need a brand-new piece of hardware ordered that isn't already in inventory → use Requesting New Hardware (KB-200001).
  • The user's existing hardware is broken or not working → submit a troubleshooting ticket instead (e.g., printer issues → KB-20001, monitor issues → KB-150002).
  • This is Squirrel POS hardware (iPads, terminals, receipt printers) → use Requesting New Hardware (KB-200001) — IT handles all Squirrel hardware orders.

Required Information

Copy the block below into your ticket, then fill it in:

ASSET ASSIGNMENT REQUEST
=========================

REQUESTER (who is submitting this ticket)
Your name:
Your email:
Your job title:
Your department / property:

RECIPIENT (who will receive the device)
Recipient name:
Recipient email:
Recipient job title:
Recipient property / venue:

DEVICE BEING ASSIGNED
[ ] Specific device — Asset tag:
[ ] Any suitable device from stock (IT will select an appropriate one)

DEVICE TYPE — REQUIRED
[ ] Laptop
[ ] Desktop
[ ] Monitor (specify quantity / size if known):
[ ] Docking station
[ ] Keyboard / mouse / headset
[ ] Cell phone (already-provisioned company device — requires HR / management awareness)
[ ] Other — describe:

REASON FOR ASSIGNMENT — REQUIRED
[ ] Replacement for a failing or outdated device — old asset tag:
[ ] Replacement for a lost / stolen device (incident report submitted: [ ] Yes [ ] No)
[ ] Additional device for an existing role (e.g., second monitor, dock at a new desk)
[ ] New role assignment requiring different hardware
[ ] Returning / re-deployed device (was previously reclaimed, now being re-issued)
[ ] Transfer from another staff member (previous user's name):

CONFIGURATION / ACCESS NEEDED
[ ] Standard configuration (Microsoft 365, Outlook, browser, light business apps)
[ ] Specific systems or software needed (list — e.g., OPERA Cloud for which property, Squirrel back office, Adobe Acrobat license, FortiClient VPN, Optimum Control for which venue, etc.):
[ ] Copy access from existing user (whose access should we mirror? — this is the fastest way to get permissions right):

DELIVERY / PICKUP — REQUIRED
[ ] Pickup at IT office
[ ] Deliver to property — property and full address:
[ ] Attention to (full name):
Any access notes (gate codes, hours when reception is staffed, etc.):

TIMELINE
When is this needed by:
Is this urgent (operations-affecting): [ ] Yes [ ] No

APPROVAL — REQUIRED
Approved by (manager name and email):
Approval date:
Has the manager been notified that this ticket is going in?
[ ] Yes — they are expecting it
[ ] Not yet — IT may need to contact them for confirmation

ADDITIONAL NOTES
(Anything else relevant — accessibility needs, travel schedule for delivery, project context, etc.)

Why Each Field Matters

Asset tag of the device being assigned. If you already know which specific device is being deployed (e.g., "issue laptop #02001"), please include it. This speeds up the workflow — IT can pull that specific device from inventory and start configuring it immediately. If you don't know, leave it blank and check the "any suitable device from stock" option.

Reason for assignment. This affects how we prepare the device. A replacement may need data migration from the old device; a transfer from another staff member needs the old user's profile cleared first; a new role assignment may need different software loaded.

Copy access from existing user. This is the single fastest way to set up permissions correctly. Naming a colleague in a similar role lets us mirror their access (shared folders, distribution lists, application permissions) in a single operation. Without it, we have to determine each permission individually.

Delivery details. For staff at remote properties (Four Points YLW, Hampton Inn / Home2 Suites in Fort St John, etc.), incomplete delivery addresses are the #1 cause of order delays. Please include full mailing address, attention-to name, and any access notes.

Manager approval. All asset assignments require management approval. Tickets submitted without approval will be held while we contact the manager — this can add days to the timeline.

Standard Lead Times

Approximate timelines once we have a complete request and approval:

• Specific device already in inventory and standard config — same business day to 1 business day
• Specific device requiring software/access setup — 1–2 business days
• Any-device-from-stock with new configuration — 2–3 business days
• If the requested device isn't actually in stock — we'll convert this into a hardware order via KB-200001, which has its own lead time (typically up to 5+ business days).

Common Mistakes to Avoid

• Submitting without manager approval. This is the most common cause of delays. Get approval first, then submit the ticket.
• "Just give them the same setup as Jane." This is helpful context but please be specific — name Jane in the "copy access from existing user" field rather than just mentioning her in notes.
• No delivery address. Especially for remote properties — without an address we cannot dispatch hardware.
• Mixing asset assignment with troubleshooting. If the user's existing device is broken, submit a separate troubleshooting ticket. This form is for assignment of a working device.
• Using this form for new employees. Onboarding has its own process — use KB-3001 instead. The onboarding form captures hardware assignment along with everything else a new hire needs.
• Using this form for Squirrel POS hardware. Even though Argus IT manages Squirrel hardware orders, the workflow goes through KB-200001 because Squirrel deployment has additional vendor-side coordination.

What Happens Next

1. Your ticket is received and reviewed. If any required info or approval is missing, we'll reply asking for it.
2. We confirm the device is available in inventory (or contact the manager if it's been moved/reassigned).
3. The device is configured for the recipient — Microsoft 365 sign-in, requested software, access permissions mirrored from the reference user (if provided), and standard Argus security policies.
4. The device is tested before delivery.
5. The asset is shipped or made available for pickup per your delivery instructions.
6. The recipient receives a confirmation when the device is in their hands. They will be reminded to record the asset tag — future support tickets about this device will ask for it.

After the Recipient Has the Device

• Verify it works as expected within the first business day. If anything is wrong, report it promptly so we can address it.
• Note the asset tag if you don't already know it — future support tickets about the device will need this number.
• If this assignment was a replacement, please return the old device to IT. Keeping it "just in case" prevents us from refurbishing it for the next requester.

Related Articles

• New User Onboarding Request — What to Include (KB-3001) — for new staff who need hardware AND user account setup together
• Requesting New Hardware (KB-200001) — for ordering hardware that isn't already in inventory
• User Departure / Deactivation Request — What to Include (KB-3002) — covers retrieval of assets when staff leave
• Monitor Not Working — Troubleshooting Steps (KB-150002) — for hardware that isn't working

KB-200003 | Created: May 20, 2026