Assigning and Unassigning Devices to Users

Overview

This page explains how to assign and unassign devices to/from employees in Josys.

Key Features

In Josys, you can register current and past users for devices registered in Devices. By registering users, you can also send device inventory check notifications to them.

Note that you can only assign devices to current users who are registered in User Profiles with a status of Pre-boarding, Active, or On Leave.

Assigning a Device to a User

Only devices with an "In Stock" status can be assigned to users.

1. Click Users in the left menu of the Josys admin panel.
2. Select the user you want to assign a device to.
3. Click the IT Devices tab in the user's details page.
4. Click the black + Add IT Device button near the center of the screen.
5. If one or more IT devices are already assigned, the + Add IT Device button will appear on the right side of the screen.
   
6. Devices with an "In Stock" status will be displayed as available for assignment. (You can also search for devices.)
7. Check the checkbox for the target device and click Next.
8. After clicking Next, the screen will switch to the start date entry page.
9. Enter the start date. Future dates can also be entered.
10. The selected device has been added.
11. Once completed, the device status will automatically change to "In Use."

Bulk Assigning via CSV File

Only devices with an "In Stock" status can be assigned to users via CSV. The following two fields are required for registration. For details, please refer to Bulk Registering and Editing Device Information in Devices via CSV.

1. User ID or Employee Email Address
2. Start Date

Managing Devices Not Linked to Employees

Please refer to the following page.
Reference: Managing Devices Not Linked to Employees

Unassigning a Device from a User

1. Click Users in the left menu of the Josys admin panel.
2. Select the user you want to unassign the device from.
3. Click the IT Devices tab in the user's details page.
4. Click the ⋮ (three vertical dots) icon on the far right of the device you want to unassign, and click Remove from User.
5. Select the end date and the device status after unassignment (In Stock, Disposed/Terminated, or Unknown).
6. Click Submit. The end date and the device status after unassignment are required fields.
7. Once submitted, the unassigned device will be removed from the list.
   

• In Stock: Once the status changes to "In Stock," the device can be assigned to a new employee.
• Disposed/Terminated: Intended for the disposal of purchased items or the termination of leased items.
• Unknown: Use this status for devices that do not fit into either of the above two categories.

Frequently Asked Questions

• Why can't I unassign some devices from users?

  If you have integrated an MDM system via External Data Sources and configured it to sync user information from the MDM side, you cannot edit this information directly in Josys.
  Please update the information in your MDM system. Reference: Integrating with External Systems (External Data Sources) to Create Devices

• Why is the same person registered as both a past user and the current user?

  If you change the status of a device that has an assigned user to any status other than "In Use," the currently assigned user will be recorded as a past user.
  If you assign the device to the same person again, the system does not restore the past user record to the current user; instead, it registers them as a new user.
  If you want to merge the past user record with the current user record, delete the past user record and edit the start date of the current user.

• Why is an unmanaged user assigned to a device?

  This occurs when a device is assigned in your MDM system to a user who is not registered in User Profiles.
  To resolve this, either register the user in Josys or unassign the IT device in your MDM system.
  Reference: Processing Detected Unmanaged Users