Managing Assets

Assets are the core of AssetBuddy — every piece of equipment, plant, vehicle, or infrastructure that your organisation needs to track and inspect.

Creating an asset

1. Navigate to Assets from the main menu
2. Click Create Asset
3. Fill in the asset details:

Field	Required	Description
Category	Yes	The type of asset — select a parent category (e.g. Lifting Equipment), then a subcategory (e.g. Forklift Truck). The relevant regulation is shown alongside each category.
Site	Yes	Which site the asset is located at
Description	Yes	A short, descriptive name (e.g. "5kg CO2 Fire Extinguisher")
Location	No	A specific location within the site (floor, zone, area)
Make/Model	No	Manufacturer and model information
Serial Number	No	The manufacturer's serial number
Install Date	No	When the asset was installed or put into service
Criticality	No	How critical the asset is: Critical, High, Medium, or Low
Replacement Value	No	The cost to replace the asset
Fuel Type	No	For powered equipment — the fuel type
Notes	No	Any additional information

4. Click Save

Asset codes

Each asset is automatically assigned a unique code based on its category prefix. For example:

• A Lifting Equipment asset might get the code LIFT-001
• A Fire Safety asset might get the code FS-001

These codes provide a quick, human-readable identifier for every asset.

Editing an asset

1. Go to Assets and click on the asset you want to edit
2. Click Edit
3. Update any fields and click Save

Parent and child assets

Assets can have a parent-child relationship. This is useful when a larger asset contains sub-components that need to be tracked independently. For example, a vehicle (parent) might have a winch and a crane (children).

Asset owner

Each asset can have an owner — the user responsible for that asset. The owner receives notifications when checks fail or defects are raised on their assets.

Viewing an asset

The asset detail page shows:

• Asset information and current status
• Check history — all past and upcoming inspections
• Defects — open and closed defects for this asset
• Documents — certificates, warranties, and other attached files
• Activity log — a timeline of changes made to the asset

Sorting and filtering the asset list

The asset list can be sorted by clicking on column headers. Sortable columns include Code, Description, and Next Service date. Click a column header once to sort ascending, and again to sort descending.

You can also filter assets by category, site, status, or search by description, code, serial number, or make/model.

Bulk actions

Select multiple assets using the checkboxes on the asset list, then use the bulk actions bar that appears:

• Set Next Service Date — update the next service date for all selected assets at once. Useful when a group of similar assets (e.g. fire extinguishers) are all serviced on the same date.
• Apply standard codes — rename the asset codes of every selected asset in one go using a structure you define on the fly (see below).
• Schedule a check — schedule one check template against every selected asset with a single shared due date (see below).
• Print Labels — open a print-ready page with QR code labels for all selected assets. Each label prints on a separate page.

To select all assets on the current page, use the checkbox in the table header.

Apply standard codes

This bulk action lets you rename a batch of asset codes to a consistent format, e.g. 01-FE-001 for "Site 01, Fire Extinguishers, asset number 1".

1. Tick the assets you want to rename.
2. Click Apply standard codes.
3. In the modal, build the code structure by ordering elements:
   • Site — uses the code prefix on the asset's site
   • Location — uses the code prefix on the asset's location
   • Asset Type — uses the code prefix on the asset's category
   • Number — a sequential number, always at the end
4. Pick a separator (-, _, or .) and a padding (001, 01, 0001, …) for the number.
5. The preview table on the right shows the proposed new code for every selected asset, with a status:
   • OK — will be renamed.
   • Missing prefix — the linked site / location / category has no code prefix; set one and re-open.
   • Missing data — the asset has no site / location / category for an element you've picked.
   • Collision — the new code matches an existing active asset; this row is skipped.
6. Click Apply when the preview looks right. Only OK rows are written.

Sequencing is per "group of everything except Number". For example, with [Site, Asset Type, Number] selected, ten fire extinguishers in the same site become 01-FE-001 … 01-FE-010.

TIP

Set the Code prefix field on each Site, Location and Category before running this. The preview will tell you which prefixes are missing.

Schedule a check

Use this when you need to schedule the same check against many assets at once — for example, scheduling a Monthly Fire System check against every fire extinguisher.

1. Tick the assets you want to schedule a check against.
2. Click Schedule a check.
3. Pick a check template. The dropdown only shows templates that apply to at least one of the selected assets (universal templates appear first, then category-specific ones).
4. Pick a due date. The same date is used for every check that gets created.
5. The preview table shows what will happen for each asset:
   • OK — a new scheduled check will be created.
   • Not applicable — the template doesn't apply to this asset's category. Skipped.
   • Already scheduled — this asset already has a scheduled or in-progress instance of this template. Skipped to avoid duplicates.
6. Click Schedule to create all OK rows in one go.

Pre-use templates aren't shown — those are triggered when an asset is used, not on a schedule (see Scheduled vs Unscheduled Checks).

Deleting an asset and reusing its code

When you delete an asset, AssetBuddy keeps the historical record (it's soft-deleted, not physically removed) so check history, defects and audit-log entries stay intact. The asset code is freed at the same time, so you can immediately create a new asset with the same code if you want — say, swapping a damaged fire extinguisher for a replacement that takes the same physical label.

The old asset's history stays attached to its own (now-deleted) record; the new asset starts a fresh history under its own ID.

Scanning assets

AssetBuddy supports scanning asset labels to quickly look up an asset. From the Scan page, you can scan an asset's code to jump directly to its detail page.

Required permissions

Action	Minimum role
View assets	Operator
Create assets	Supervisor
Edit assets	Supervisor
Change status	Site Manager or Engineering
Delete assets	Site Manager