Important
If you are on our first initial terms of service, submitting collection requests is not available via the Hofy platform. Please contact your dedicated Account Manager if you're interested in our expanded services, or fill this contact form and select Deel IT.
[ACCORDION] Offboarding a team member and requesting a collection
Head to your team member's profile, scroll towards the bottom of the page and click 'Offboard team member'. Select your team member's last working day and a contact date (if they are different) so that our Logistics team only get in touch with them according to these selected dates. Alternatively, you can request that the collection takes place as soon as possible.
If you've requested the collection to happen as soon as possible, our Logistics team aim to send a collection survey to the team member within 48 hours.
*The following images are only for illustrations and do not reflect real orders nor charges.
[ACCORDION] Requesting a collection for an already offboarded employee
If you would like to request a collection for a team member who has already been offboarded, even if an asset decision was previously skipped, you can still request a collection. Go to your 'Assets' tab, click on the asset that needs collecting, select 'Manage' and then 'Manage Now'. On our old terms of service, 'Team members' > assigned asset > 'Manage asset'.
Before a collection request can be submitted, we need your decision what you would like to do with the assets and it is a crucial part of the collection process.
! Please note that if you skip the decision, no collection will be requested!
We will use the team member's personal email address to make collection arrangements. If we don't have this information on the platform, this can slow down the process as we retrieve this information from an organisation's Hofy manager.
The team member will need to confirm their contact details, their availability, and if they have the original manufacturer and shipping packaging. If they do not have the original packaging, they will need to source appropriate packaging before a collection can go ahead or we can dispatch it to them for a fee (35$ or FX equivalent).
If your team member indicates they need packaging and we dispatch to them, the above fee will be automatically invoiced to your organisation when the shipment containing is delivered.
[ACCORDION] Requesting a collection without offboarding a team member
You can still request a collection through Hofy, even if you're not planning to offboard your team member. Instead, go to 'Assets' on the left-hand side, find your asset and hit 'Manage' then 'Manage Now' (old terms: Team members > Assets > Manage asset)
[ACCORDION] Expediting the collection process
To ensure a smooth and efficient collection process, Hofy managers can do the following:
- Ask team members to keep the original packaging. Sourcing packaging can delay the process by several days, and we cannot proceed with the collection if the equipment is not packaged securely. As mentioned above, if we do dispatch packaging, this will be charged for 35$ or equivalent.
- If the team member has left the company, make sure you add a personal email address and current phone number to their profile so we can reach out immediately.
- Inform your team members to expect a communication from Hofy.
- Remind team members check their junk folder if they haven’t received an email from our logistics team. We also send SMS reminders.
[ACCORDION] Choosing your desired collection option - transfer, store, purchase assets and more
Whenever you place an order on the Hofy platform, a contract is created. Hofy offers a range of rental or purchase contracts which will become active once the item has been delivered.
You have multiple options what you can do with your equipment once it's collected, depending on the region, you can store it, transfer it or if it's a rental contract, you can cancel it.
Before we can arrange a collection from the team member, a Hofy manager must choose their contract options for each item assigned to that user.
You'll be presented with the following choices:
Rented assets:
- Cancel the rental contract (cancellation fees apply)
- Transfer the asset(s) to another team member in the same customs region
- Collect to store
- Purchase the rented asset(purchase fees + cancellation fees apply)
Organisation owned/purchased assets:
- Clear the asset
- Transfer the asset(s) to another team member in the same customs region
- Collect to store
- Leave the asset with the team member and archive the asset
Please note:
- If you choose to cancel the rental contract, the contract will remain active until the equipment has been successfully collected and returned, subject to the condition inspection.
- The employee will not receive any email notification informing them they have been off-boarded in the Hofy platform.
Any contract decisions are final and cannot be reversed once selected. Please consider the options carefully before proceeding.
It is crucial for us to receive your contract decision before we begin to arrange the collection. If you choose to skip it during offboarding, no collection will be requested.
[ACCORDION] Requesting a collection for a device in a storage location
For devices in storage at another storage location:
- Add the storage location in to the platform as a team member under the Team Member section
- In order to schedule a collection from this location, a contact phone number and mailing address is required.
- In the Asset Tracker, create an asset and assign it to your storage location team member profile under the Details tab.
- Once the asset has been created, click into the asset and choose ‘Store’ to go through the storage flow and select storage with Hofy.