CC · Core Concepts
People
The person record and what links to it.
4 min read
People are the individuals hardware and licences get assigned to — employees, contractors, anyone who holds equipment or a seat. A person you add by hand carries a name, email and, optionally, a phone number. People synced from Microsoft 365 carry more: job title, whether the account is still enabled, which Microsoft licences they hold, and when they last signed in — which is what powers the dormant-seat and disabled-but-licensed alerts. Assignments are made from the hardware, licence or certificate itself, or in bulk from Tag Actions; the person's page shows everything they hold.
- 01
Open People → Add Person
The list has Current and Former tabs and is searchable by name, email or phone. Add Person needs a full name and a valid email address; a phone number is optional. Change someone's details with Edit person on their page (or Edit in the row menu). Someone synced from Microsoft 365 shows Delete (managed by Microsoft 365), greyed out, until they're removed there.
- 02
See everything assigned to someone
Open a person's detail page to see every piece of hardware, licence seat and certificate currently assigned to them, on its Hardware, Licences and Certificates owned tabs. The People & Assignments report does the same thing across the whole org, and flags items still assigned to people who have left or whose accounts are disabled or removed.
- 03
When someone leaves, offboard them
Use Offboard on their page (or Offboard… in the list's row menu): decide what happens to their hardware, licence seats and certificates — or Choose per item: the laptop comes back, the phone goes with them — keep Mark as left and keep their history selected, then choose Offboard <name>. Deleting them permanently is for duplicates and data-erasure requests. People who have left move to People → Former: they keep their history, can't be given anything new, and can be brought back with Reinstate… if they return. Licence seats synced from Microsoft 365 can't be released here — remove them in Microsoft 365. A device synced from Microsoft 365 keeps its Intune assignment (change the primary user there), but you can mark it as retiring in the same step — it retires on its own once it leaves the tenant, and the leaver alert stands down meanwhile — and you can tick "Also send an Intune retire command" for devices only they use. Returned devices can go straight to spares.
- 04
Remove their access
Offboarding can also remove their access to this organisation — it never deletes their AssetSort account. If their Microsoft 365 account is still enabled a day after they left, an alert reminds you to block sign-in there.
- 05
Let Microsoft 365 account status do some of it
Someone whose Microsoft 365 account is already disabled gets a prompt on their page; to tidy several at once, filter People → Current to "Disabled in Microsoft 365" and use Bulk Actions → Mark as left… With Follow Microsoft 365 account status on (Settings → Integrations, on by default), the sync does part of this for you: when it sees an account go from enabled to disabled (or be removed) and the person holds nothing AssetSort tracks and has no AssetSort access here, it marks them as left, and reinstates them if the account comes back. Accounts that were already disabled before AssetSort saw them are left alone. Anyone who still holds something, or can still sign in to AssetSort, gets the alert "Disabled in Microsoft 365, not yet offboarded" instead; someone whose account comes back holding nothing gets a reminder to be kitted out.
- 06
Plan ahead and tidy up
If you know someone's last day, use Schedule leaving on their page (it reads Change leaving date once one is set): nothing changes by itself, but you'll get an alert on the day. A former person who still holds something shows Resolve remaining items, which reopens the offboarding. An owner can have former people who hold nothing and are gone from Microsoft 365 deleted automatically after 6, 12, 24 or 36 months (Settings → Organization → Inventory & retention → Delete former people automatically).