Compliance, checks and custody

An asset register earns its keep by keeping kit legal, safe and accounted for. Click an asset's name in Assets & equipment to open its record.

What's on the record

From the top: the status (click it to change it), then category, make and model, ownership and tag. Below that:

• who holds it now, with Check out or Check in;
• Compliance, with Add;
• Defects;
• Inspection cycles, with Add cycle;
• Forms filed about this asset;
• Inspections, with Submit check;
• Maintenance & work orders, with Raise. See Maintenance and work orders on an asset;
• Stock and its movements, for a stock line;
• Requests, with New request. See Asset requests, stores and audits;
• Custody history;
• Notes, where you can @mention a colleague. See Mention someone on a job, defect or other record.

Edit details at the foot opens the asset's form.

Compliance certificates

Set up your certificate types from the gear: Asset settings › Compliance types. A new workspace starts with Thorough examination (lifting), Electrical / appliance test, Calibration, Statutory inspection, Insurance and Warranty. Rename them to the names your regime uses, and add your own with Add type. Each type has:

• Label and Category;
• Renews every: a number and a unit — days, weeks, months or years. This is the usual term of the certificate. Leave it blank for anything without a fixed term;
• Warn (days before): how many days before expiry the certificate shows as due soon and the reminder goes out.

On an asset, choose Add beside Compliance to open Record compliance: the Type, the Reference (certificate / policy no.), Issued and Expires, a Note, and Attach document (up to 25 MB). Setting Issued fills in Expires from the type's term. Check it against the certificate and change it if needed; a date you type yourself is kept.

Each record shows Valid, Due soon or Expired. Update opens the record as it stands: correct a mistake, or enter the renewed certificate's own dates and attach it. An expiry worked out from the type's term moves with Issued; one typed from a certificate stays as entered. The × deletes a record entered by mistake.

Asset managers are reminded ahead of expiry, "{certificate} expiring for {asset}", and once more if it lapses: "{certificate} has expired for {asset}". When several fall due together, they arrive as one notice, such as "4 asset compliance items need renewing".

Inspection cycles

For a recurring inspection you carry out yourselves, such as a thorough examination, a PAT test or a calibration, choose Add cycle. "A recurring inspection you carry out on this asset, with a reminder before each one is due. Certificates that expire go under Compliance instead."

In Add inspection cycle, enter the Inspection, choose Every as a number and a unit (it starts at 6 months), and check First due. Each cycle shows when it's next due. Complete records it and moves the next due date on. Asset managers are reminded 14 days before each one, "{inspection} due for {asset}", and once more if it's missed: "{inspection} overdue for {asset}". Several at once arrive as one notice, such as "3 asset inspections need booking".

Logging a check

Submit check first offers your own asset inspection forms and, at the bottom, Quick check (no form). A check made with a form is linked to its submission; click the row under Inspections to open it.

The quick check opens Log check:

• Check kind, which starts as Inspection ("e.g. Pre-use, LOLER, PAT");
• Notes;
• any defects you found: "Defects (describe what you see; the authority grades severity)". For each one, a Defect, its Symptoms and a Safety assessment: Safe to use, Unsafe to use or Removed from use. Add defect adds another.

This is where checks bite. Unsafe to use or Removed from use moves the asset to your first repair status, notes "Flagged unsafe by a check — awaiting inspection", and tells everyone with Manage assets: "Safety review needed: {asset}". Whoever has it checked out is told "Stop using {asset}", unless they made the check. Defects reported as safe still wait for a grade, so asset managers get one notice per check instead: "{n} defects on {asset} awaiting review". Each defect is logged as an issue for someone to act on. See The issue lifecycle.

Anyone in the team can submit a check, including from the phone. Proving something is safe shouldn't need a permission.

Scored forms

Scored asset inspections count only the checks that apply; an answer configured as N/A doesn't earn points. Where a form maps an unsafe or not-work-ready answer to asset safety, that answer still takes the asset out of use even if the score would pass.

Custody: who's holding it

Check out opens Check out asset: the Holder (person) or Or a site, Due back (optional), Condition out (optional) and a Note (optional). The record then reads "Held by: …" with the due-back date, and the register's Holder column shows it. A person you check it out to is told "{asset} checked out to you", with the due-back date if there is one.

Check in asks for the Condition on return (optional). The Custody history keeps every check-out and return. An item past its due-back date counts in the Overdue tile.

Custody is meant for serialised items. A stock line's count moves through Adjust instead; see Stock and reorder levels.

Kits on jobs

"A kit is a reusable bundle of assets — attach it to a job for an equipment manifest." Build kits from the gear: Asset settings › Kits. Give a new kit a name and Add kit, then add assets to it with a quantity each.

On a job, open the Equipment tab and choose Attach kit. The job's Manifest lists everything in the attached kits with its quantities: the crew's "what to load" list.