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Company Phones

The Company Phones module tracks company-owned mobile phones and SIM cards assigned to employees. It maintains a registry of all company phones with their allocation status, connection dates, and the employee they are assigned to.

Company Phones 0:19
Navigation Path

HR & Payroll → Company Phones

Company Phones Register

The main page displays a grid of all registered company phones with their current status.

Company Phones grid showing Phone No, Phone Type, Company, Employee, Allocated From, Connection From, Connection Surrendered On, and Active columns
Company Phones register showing all registered devices and their allocation status

Grid Columns

ColumnDescription
Phone NoThe phone number associated with the SIM card
Phone TypeType of phone connection (e.g., Postpaid, Prepaid)
CompanyThe legal entity that owns the phone/connection
EmployeeThe staff member the phone is currently assigned to
Allocated FromDate from which the phone was allocated to the current employee
Connection FromDate when the phone connection was activated/started
Connection Surrendered OnDate when the connection was surrendered or returned (empty if still active)
ActiveWhether the phone is currently active (Yes/No)

Adding a New Phone

  1. Navigate to HR & Payroll → Company Phones
  2. Click the Add New Phone button
  3. Fill in the phone details:
    FieldDescriptionRequired
    Phone NoThe mobile phone numberYes
    Phone TypeType of connection (Postpaid, Prepaid)Yes
    CompanyThe legal entity that owns this phoneYes
    EmployeeStaff member to assign the phone toNo
    Allocated FromDate of allocation to employeeNo
    Connection FromDate the phone connection was activatedYes
    ActiveWhether the phone is activeYes
  4. Click Save to add the phone to the register

Common Workflows

Assigning a Phone to an Employee

  1. Find the phone in the grid (or add a new one)
  2. Click the Edit action on the phone row
  3. Set the Employee field to the target staff member
  4. Set the Allocated From date
  5. Save the record

Transferring a Phone Between Employees

  1. Edit the phone record
  2. Clear the current employee and set the new employee
  3. Update the Allocated From date to the transfer date
  4. Save

Surrendering a Phone (Employee Exit)

  1. Edit the phone record
  2. Set the Connection Surrendered On date
  3. Set Active to No (if the connection is being cancelled)
  4. Save
Integration with Separation

When an employee is being separated from the organization, ensure their company phone is surrendered as part of the clearance process. Check the Company Phones register and update the surrender date.

Best Practices

  • Register all company phones — Add every company-owned phone to the register with accurate connection details
  • Update allocations immediately — When a phone changes hands, update the record right away for accurate tracking
  • Include in separation clearance — Always check the Company Phones register during employee exit to collect company phones
  • Track connection dates — Record both Connection From and Surrendered On dates for complete audit trail
  • Review Active status — Periodically review the register to identify phones that are no longer active and should be decommissioned