Assets: adding equipment and what its page holds

Who can use it

• Everyone sees the equipment they're tied to under My Assets.
• Assets → View reads the register; Assets → Edit adds and changes assets.

Add an asset

1. Admin side → Assets. Add a category first if you need one (e.g. Vehicle).
2. New asset: its name (e.g. Truck 12) and category.
3. Fill in what you track: serial number, model, item number and link, fleet manager, mechanic, inspection frequency in days, location, and whether it sits under another asset.
4. Add asset.

A category can be made Visible to public: every asset in it then has a passport anyone can open from its QR code or link, with no login. Leave it off for equipment that should stay internal.

An asset's page

• Overview: photo, details, rental dates and vendor, oil change tracking (by date, hours or km) and the maintenance cost from signed-off work orders.
• Related Forms: forms required on its category, with Never done kept apart from overdue.
• Work Order History and Inspection History.
• Documents: manuals and how-tos, visible to any worker on the asset.

On Core you get the asset list, details, photo, QR code, status, inspections, forms and documents. Work Order History, oil change tracking, and the purchase, vendor, cost and rental details come with Pro.

The register's Inspection column says Not inspected today once a daily check's due time has passed. Taking an asset out of service is done from its work order — see "How equipment inspections, Defects and Work Orders fit together".

Deleting an asset

A Company Admin, or anyone with Delete on Assets, can delete an asset from its page (Delete asset, then confirm the warning). An asset with nothing recorded against it is deleted for good. One with records (work orders, defects, forms, incidents, inspections, action items, documents) is archived: it disappears from every list and picker, but every record stays on file. For a unit that is only retired, Inactive keeps it on the lists with its history.

For operators

My Assets lists the equipment you're tied to, with whether its inspection is current, due soon or overdue. Open one for its log book (every inspection on it), documents and maintenance records, and Start today's inspection. Scan a machine's QR and tap Using this today to take on its daily check for the day.