Employees request IT equipment through email, chat or hallway conversations — none of which scale. The result: lost requests, missing approvals, laptops that never come back, and finance unable to trace who has what.

Without a structured workflow, equipment handover has no signature, returns are not tracked, and offboarding becomes a scramble to recover assets.

Utilyx models asset self-service as an executable workflow with a portal, approval chain, provisioning, signed handover and return tracking — with a PDF receipt for every transaction.

• Equipment request portal: employees browse a catalog (laptop, phone, monitor, peripheral) and submit a request with business justification and delivery date.

• Manager approval: the request routes to the line manager for approval; the AI copilot flags policy breaches (e.g. duplicate requests, exceeded budget).

• Provisioning: IT provisioning prepares the asset — installed corporate image, asset tag, accessories — and updates status to 'ready for handover'.

• Handover signature: at handover, the employee signs digitally acknowledging receipt; the workflow records the signature, date and asset serial.

• Return workflow: at offboarding or swap, the return is scheduled, the asset is inspected, wiped and re-stocked — status returns to 'available'.

• PDF handover receipt: usePDF generates a handover receipt with employee, asset, serial, date and signature — for HR, finance and audit, in 7 languages.

• Archiving: useArchive retains every request, approval, handover and return record in a tamper-evident audit trail.

Teams deploying Utilyx cut request-to-delivery time by 50%, recover 95% of assets at offboarding (vs 70% with manual tracking), and give finance a complete who-has-what view in real time.

The no-code designer and AI copilot let an IT manager build the self-service portal workflow in one session — no developers, at 70% lower TCO than legacy ITSM portals.