Employee Equipment Issue Automation – Power Apps | Iqra Technology
Power Apps · Equipment Tracking · Case Study
Employee Equipment Issue Automation
How Iqra Technology built a digital employee equipment issue tracking app for a UK-based Oil and Gas company — using Microsoft Power Apps to replace paper-based equipment registers with a fully auditable, real-time tracking system.
Power AppsEquipment TrackingOil and GasAsset Allocation
Client Overview
A precision engineering company headquartered in Glenrothes, Scotland, specialising in the in-house design, manufacture, assembly, testing, and servicing of advanced equipment for the global subsea oil and gas industry. Operating as a mid-scale business with a growing workforce, the HR team faced increasing pressure to manage employee onboarding efficiently across emails and spreadsheets, with no central repository for critical records.
Industry Details
IndustryOil and Gas
LocationUnited Kingdom
Timeline2 Weeks
TechnologyMicrosoft Power Apps, SharePoint Online, Power Automate
Company Size51-200 Employees
Organisational ScaleMid Scale Company
Project Overview
A UK-based Oil and Gas company needed to digitise the way field equipment was issued to and returned by employees. Using Microsoft Power Apps, Iqra Technology built a mobile-friendly equipment issue app connected to a centralised Dataverse/SharePoint backend, enabling supervisors to log issue and return transactions instantly, track equipment condition, and maintain a complete audit trail for every asset.
Client Requirements
Replace paper-based equipment issue registers with a digital app.
Allow site supervisors to log equipment issued to each employee, including serial number and condition.
Track expected return dates and send automatic reminders for overdue equipment.
Maintain a complete history of every equipment item — who held it, when, and its condition at each handover.
Provide management with real-time visibility into equipment allocation across all sites.
Ensure the app works on mobile and tablet devices for use directly on the field.
Technologies Used
Microsoft Power AppsSharePoint OnlinePower AutomateMicrosoft 365Dataverse
Challenges & Solutions
Problem 1Equipment hand-outs were tracked on paper forms and disconnected spreadsheets across different sites, making it nearly impossible to know in real time which employee held which item.
SolutionBuilt a Power Apps equipment issue app with a centralised Dataverse backend, giving supervisors a single, real-time source of truth for every equipment transaction across all sites.
Problem 2Overdue or unreturned equipment frequently went unnoticed for weeks, leading to lost or misplaced field assets and unplanned replacement costs.
SolutionImplemented automated return-date reminders via Power Automate that notify supervisors and employees as return dates approach, with escalation alerts for overdue items.
Problem 3There was no reliable audit trail showing equipment condition history, making it difficult to identify when damage occurred or assign accountability.
SolutionAdded a condition logging and photo-capture feature within the app so condition is recorded at every issue and return, creating a fully auditable equipment history.
Measurable Results
100%
Paper Registers Eliminated
All equipment issue and return records are now captured digitally in the app.
Real-Time
Equipment Visibility
Supervisors and managers can view live equipment allocation across every site.
0
Missed Return Reminders
Automated alerts ensure overdue equipment is flagged without manual follow-up.
100%
Auditable Equipment History
Every issue, return, and condition change is logged with a complete timestamped trail.
Implementation Highlights
✓Designed a mobile-first Power Apps interface for issuing and returning equipment directly from the field.
✓Connected the app to Dataverse/SharePoint for centralised, real-time equipment records across all sites.
✓Built automated reminder flows in Power Automate for upcoming and overdue equipment returns.
✓Added condition logging with photo capture at every issue and return event for full traceability.
✓Configured role-based access so supervisors can manage their site's equipment while management views all sites.
✓Implemented dashboards summarising equipment allocation, overdue items, and condition trends.
What Our Clients Say
Verified reviews from Clutch.co — rated 4.7/5 across 8 client engagements.
★★★★★
"What stood out most about Iqra Technology was their genuine commitment to delivering quality work and their proactive approach throughout the project. It felt like working with a partner rather than just a vendor."
MJ
Mohd Jaukh
HR Leader, ThinkBiz Technology Pvt Ltd
5.0
Clutch
★★★★★
"Working with Iqra Technology was an excellent experience. They understood our requirements clearly, built the solution, and completed the integration smoothly. The end result has streamlined our operations."
AD
Anonymous Director
Financial Services Company, Australia
5.0
Clutch
★★★★★
"Iqra Technology played a key role in enhancing our internal digital workplace. The portal is now easy to navigate, visually clean, and aligned with our business needs."
AE
Anonymous Executive
DataHeights, Canada
5.0
Clutch
★★★★½
"They performed as promised, communicated regularly, and completed the project on time. All requested data was properly and securely migrated."
TE
Todd
Managing Partner, Emanuel Law Group
4.5
Clutch
★★★★½
"They're flexible and professional. If the company has a tight budget, they're the best company to work with. The team provides good value for money."
GI
Anonymous
Group IT Director, Investment Management, Dubai
4.5
Clutch
★★★★★
"The developer integrated seamlessly into our project, delivering high-quality dashboards that improved decision-making for our clients."
A Power Apps equipment management solution records every asset issued to an employee, providing complete visibility into ownership, issue dates, and return status. Contact Iqra Technology to discuss your requirements.
Yes. Employees can review issued equipment and digitally acknowledge receipt from their desktop or mobile device, creating a secure audit trail without paperwork.
Yes. Automated reminders, return approvals, and status tracking help IT teams recover company assets faster during transfers and employee exits.
Yes. Power Apps integrates with Microsoft Teams, allowing managers to review and approve equipment requests from anywhere.
Yes. Barcode and QR code scanning can be integrated to speed up equipment issue, returns, and inventory verification while reducing manual errors.
No. AI can assist with development, but building a secure Power Apps application requires experienced developers to design workflows, integrate Microsoft services, and ensure security. Dedicated Power Apps developers are available from $14/hour or FULL TIME / MONTHLY – $2,300/month. Visit our
Hire Power Apps Developers
page.
Yes. Iqra Technology's Power Apps developers build AI-enabled business applications by integrating leading AI technologies to automate workflows, improve employee experiences, and enhance business processes. Visit our
Hire Power Apps Developers
page or
Contact Iqra Technology.
Yes. Approval workflows can be customized for HR, IT, Finance, Operations, or any department based on your internal policies and approval hierarchy.
Yes. Existing Excel, SharePoint, or SQL data can be imported into the new application, allowing you to preserve historical equipment records without manual re-entry.
Power Apps applications are designed to evolve. New equipment categories, approval workflows, reports, and integrations can be added as your business grows. Iqra Technology also provides ongoing enhancements and support.
The cost depends on the number of workflows, approval levels, integrations, and reporting requirements. A simple equipment issue application costs less than a fully integrated asset management solution. Iqra Technology offers dedicated Power Apps developers from just $14/hour or FULL TIME / MONTHLY – $2,300/month for custom Power Apps development, implementation, and enhancements. Visit our
Hire Power Apps Developers
page or
Contact Iqra Technology.
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