Help · Scan it, hire it, find it

Asset Management

Places and the things in them: rooms, hallways and depots, equipment, tools and vehicles with QR labels, loans and self-service hire from the label, stocktakes and disposal.

Open the sandbox Open live Asset Management About Asset Management

Getting started

GuideGetting started with Asset ManagementWhat Asset Management is for, what each access level sees, and where everything is.GuideScan a labelFind out what an item or a place is from its QR label, and what you can do with it.GuideHire or book an itemTake out an item you are allowed to, now or later, from its label or the Hire list.GuideYour loans, hires and bookings, and returning an itemSee what is with you, confirm a loan, give back a hire and cancel a booking.

Looking after items

GuideFind an item in the registerSearch every item, see where it is and who has it, and read its history.GuideIssue an item, take it back or record a moveFor site operators: lend an item to someone, take it back, and keep its place right.GuidePlaces and labelsSet up the tree of places, and print QR labels for items and places.GuideCount a place: stocktakesCheck what is really in a place and everything inside it, and review what was not found.GuideAnswer requests from the service deskAccept, start, finish or decline the work a service desk sends to Asset Management.GuideReports and exportsOverdue, out-of-use and missing items, warranties ending, and the register as a spreadsheet.

Managing the register

GuideAdd items, import them or take in a goods receiptFor asset administrators: put items on the register one at a time, from a file, or from a delivery.ArticleAn item's lifecycle, quarantine and disposalThe states an item moves through, and how two administrators dispose of one.GuideHire rules and approvalsDecide who may hire an item, which training it needs, and approve hires that need a check.GuideSettings: categories and the longest hireFor asset administrators: the kinds of thing the register holds, and how long a hire can last.

Questions and answers

Why does my hire need approval?

The item needs training, and Training has nothing on record for you here. An asset administrator checks you hold it, then approves or refuses your hire. The bell tells you which. If your training is current in Training, you can hire the item straight away.

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Does hiring an item cost anything?

No. Nothing is charged for hiring or booking an item.

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Can anyone who scans a label see who has the item?

No. A scan tells everyone what the item is, where it is and whether it is available. Only people who may see the register (site operators, auditors and asset administrators) see who has it. The printed label never shows a name.

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Someone has left. What happens to the items they hold?

Nothing changes by itself. A loan stays open until the item comes back, so it still shows under Overdue back in Reports once it is due. A site operator takes it back with Take it back on the item's page.

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Can I track kits, consumables or depreciation?

Not yet. Kits, consumables, valuation and depreciation, floor plans and counting offline are not available yet. Each item is recorded on its own, with its purchase value if you enter one.

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Is the data in the sandbox real?

No. The sandbox's people, places and items are fictional, and they are reset every night. Try anything you like.

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