Appearance
Asset Documents
Documents let you attach important files to assets — certificates, warranties, manuals, insurance papers, inspection reports, and photos.
Document types
| Type | Typical use |
|---|---|
| Certificate | Inspection certificates, compliance certificates, calibration certificates |
| Report | Inspection reports, condition surveys, test results |
| Manual | User manuals, operating procedures, maintenance guides |
| Warranty | Warranty documents and terms |
| Insurance | Insurance certificates and policies |
| Photo | Photos of the asset, nameplates, or damage |
| Other | Any document that doesn't fit the above categories |
Uploading a document
- Go to the asset's detail page
- In the Documents section, click Upload Document
- Fill in the details:
| Field | Required | Description |
|---|---|---|
| Title | Yes | A descriptive name for the document |
| Type | Yes | Select the document type |
| File | Yes | The file to upload |
| Issue Date | No | When the document was issued |
| Expiry Date | No | When the document expires |
| Issuer | No | Who issued the document (e.g. "LOLER Inspections Ltd") |
| Version | No | A version identifier |
- Click Save
Expiry tracking
Documents with an expiry date are automatically monitored:
- Valid — more than 30 days until expiry
- Expiring soon — within 30 days of the expiry date (shown as a warning)
- Expired — past the expiry date (shown as an alert)
AssetBuddy sends certificate expiry warning notifications to H&S admins and site managers when documents are approaching their expiry date, giving you time to arrange renewals.
WARNING
Expired certificates may mean your asset is no longer compliant. Review the compliance view regularly and set up notifications to catch expiring documents early.
Viewing documents
You can view all documents for an asset from its detail page. The documents list shows the title, type, expiry status, and a link to download the file.
You can also view all documents across your organisation from the Documents page in the main menu, with filters for type, expiry status, and site.
Required permissions
| Action | Minimum role |
|---|---|
| View documents | Operator |
| Upload documents | Supervisor |
| Delete documents | Site Manager |