Printed handover forms end up in filing cabinets, get coffee-stained, or simply disappear. When you need proof of a handover months later, good luck finding it.
Without a signed record, there is no way to prove who received which equipment and when. Disputes about lost or damaged laptops become he-said-she-said.
Tracking equipment assignments in Excel is error-prone and always out of date. Multiple versions float around, and nobody trusts the data.
Open a handover form on your phone, select the recipient, and scan the equipment barcode. No paper, no printing, no filing.
The recipient signs directly on the phone screen. Every signature is captured with a timestamp and location for full traceability.
Learn about digital signatures →A professional PDF is generated automatically after each handover. It includes all details, the signature, and a complete audit trail.
Open the handover form on your phone. Select the employee, scan the equipment barcode, and fill in any additional details.
Open the handover form on your phone. Select the employee, scan the equipment barcode, and fill in any additional details.
Hand the phone to the recipient. They sign directly on screen, confirming they received the equipment in good condition.
Hand the phone to the recipient. They sign directly on screen, confirming they received the equipment in good condition.
A professional PDF is generated automatically with all details, the signature, timestamp, and location. Sent by email or saved to your asset system.
A professional PDF is generated automatically with all details, the signature, timestamp, and location. Sent by email or saved to your asset system.
Every handover creates a signed, timestamped record that documents exactly who received which equipment, when, and in what condition. There is no ambiguity about asset ownership. When an employee leaves the organization or transfers to a different department, you have a complete chain of custody for every piece of equipment they were issued. This eliminates finger-pointing and ensures that responsibility for company assets is always clearly assigned.
Each digital handover document includes the recipient's signature captured on screen, GPS coordinates of the signing location, a precise timestamp, and the signer's identity verified through your directory. This comprehensive evidence package provides far stronger proof of delivery than a paper form ever could. If a dispute arises months or even years later, you can retrieve the signed PDF instantly and demonstrate exactly what was handed over and acknowledged.
BetterDesk handover forms can include condition notes, photographs, and detailed asset specifications at the time of transfer. Both parties acknowledge the state of the equipment at handover. This documented baseline eliminates disagreements about pre-existing damage, missing accessories, or equipment that was supposedly delivered in a different configuration. Your IT team spends less time resolving disputes and more time supporting the organization.
Whether you are onboarding a single employee or rolling out new equipment to an entire department, the digital handover process remains consistent and efficient. Templates ensure every handover captures the same information. Automated PDF generation and delivery eliminate manual follow-up steps. Integration with TOPdesk means handover records are automatically linked to the correct assets without any additional work. As your organization grows, the handover process grows with it, no additional administrative overhead required.
Many organizations are required to demonstrate control over their IT assets during internal and external audits. BetterDesk maintains a searchable archive of every handover document, complete with signatures, timestamps, and asset details. When auditors request proof that equipment was properly assigned and acknowledged, you can produce the documentation in seconds rather than digging through filing cabinets or email archives. Every document includes a unique reference number and a tamper-evident digital trail.
Digital signatures captured through BetterDesk meet the requirements for electronic signatures under the eIDAS regulation in the European Union and similar frameworks in other jurisdictions. Each signature includes identity verification, timestamp, geolocation, and a complete audit log. The generated PDF documents are self-contained and include all evidence needed to demonstrate the authenticity and integrity of the signing event. Organizations use BetterDesk handover documents as legally binding records for asset transfers, lease agreements, and equipment return acknowledgments.
A digital handover replaces paper forms when transferring IT equipment between employees. The recipient signs on screen, and a PDF with the signature, timestamp, and asset details is automatically generated and stored.
Yes. Each signature captures GPS location, timestamp, IP address, and signer identity. This comprehensive audit trail provides legally valid proof of the equipment handover.
Yes. BetterDesk's document workflow builder lets you create custom forms with your own fields, branding, and templates. You can include asset details, user information, terms and conditions, and signature fields.
BetterDesk integrates with TOPdesk for asset data and Microsoft Entra ID for user information. Completed handover documents can be automatically uploaded to TOPdesk as asset attachments.