How to use the Asset Manager

The Asset Manager records and manages the physical equipment across your business: anything you need to track, inspect, or maintain. You build it in a set order: create custom fields (the information you want to record), create asset types (categories built from those fields), then create individual assets. From there you can store details, attach manuals and certificates, generate QR codes, link suppliers, raise actions, and schedule recurring inspections. To start, go to 'Assets' in the left sidebar.

Before you start: how access works

What you see in the Asset area depends on the locations you are assigned to.

• If you are at head office and assigned to all locations, you see all assets across the business.

• If you are a team leader or manager assigned to a single location, you only see the assets for that location.

Keep this in mind when assigning assets to locations later. Staff only ever see the assets for the locations they belong to.

The Asset Manager layout

On the left of the Asset area you will find two key tabs.

• Asset Types: the categories your assets belong to, for example Belays, Ovens, or Fridges.

• All Fields: your custom fields. This is where you define what information gets stored against each asset type.

Step 1: Create your custom fields

Custom fields define what information you need stored against each asset. Before creating an asset type, think about what you want to record. For example, if you are adding all your belays to the platform, you might need to capture each one's serial number and date of installation.

1. Open the All Fields tab and add a new field.

2. Give it a name, which is what you are recording, (e.g. Serial number).

3. Choose the field type (see the table below).

4. Set any field conditions: mark it Required to force a response on every asset that uses it, or set a Default value to pre-fill an entry. For example, a True/False field might default to True, and be changed per asset when needed; a number field can carry a default entry.

Once your fields are created, they are ready to attach to one or more asset types.

Step 2: Create an asset type

Asset types are the categories your assets fall into, built from the fields you created. For example, Belays would be an asset type, and every individual belay you add would use it.

1. Open the Asset Types tab and add a new type.

2. Set the Default action assignee: the area of work (such as Maintenance or Management) that any corrective action raised against this asset type routes to automatically. This means the team is never unsure who to assign an action to.

3. Add the Fields this type needs, for example Serial number and Date of purchase. You can add an existing field or create a new one on the spot.

4. Attach any Files that apply to every asset of this type, such as a handbook, manual, or glossary. These become available on every asset that uses the type.

5. Click Save.

Step 3: Create an individual asset

With your type in place, create the individual assets, for example Wall number one, and assign each to its asset type.

1. Set the Location. If you are a location manager, you can only select the location you are assigned to.

2. Set the Areas of work to control who can see the asset, for example Floor staff or Back of house.

3. Add any Tags you use for filtering and organisation.

4. Select the Asset type. Its fields appear immediately for you to complete, such as the serial number and date of purchase. Required fields must be filled before saving.

5. Set the Asset hierarchy if needed, grouping assets using parent and sub-asset relationships.

6. Upload any Files specific to this asset. Files attached at the asset-type level are already included; anything here sits on top for asset-specific documents.

7. Click Save.

Working with an asset

Once you select an asset, a set of tabs gives you everything you need to manage it.

Set up Jobs & Maintenance for assets

Inspections and audits are built in the Job Manager and linked to an asset type, so they flow automatically to every asset of that type. Create a new job as you normally would, from the top right of Job Manager.

1. Name the job, for example Weekly audit, and move to the next step.

2. Add your steps to define what you are assessing. Use the response types as needed and enable Required on any step that must be completed.

3. Set the schedule as normal, for example a weekly audit that runs every Monday. Once set, it runs on that recurring schedule.

4. Assign the location(s), for example all locations if you want the same inspection across the network.

5. Select the asset type. This ties the job to your assets: it automatically assigns itself to every asset that uses that type, across the locations you selected.

6. Assign staff as needed, then Save. The job now runs on schedule.

View and edit scheduled jobs

There are two ways to reach a scheduled job.

• Active Jobs tab: shows every job scheduled to run today, with the specific asset clearly labelled. If the same job runs for all your belays on a given day, you can tell each asset's job apart.

• From the individual asset: open the asset and go to its Jobs & Maintenance tab to see all upcoming, in-progress, and completed jobs.

Because the job is scheduled against the asset type, all of those jobs initially run on the same day for every asset of that type.

Change a job's schedule

You can edit the schedule from the asset, for example pushing a job from today to the 27th. Two things to know:

• Once saved, the job runs from the new date.

• Changing the date shifts the whole recurring schedule. If a job runs every three months and you push it back two weeks, the entire future schedule moves back two weeks too.

Ad hoc jobs

If a job template is set up as available on-demand rather than recurring, you can run it ad hoc whenever you need. As long as the job is assigned to the asset type, it is available on that asset.

Report on assets

You can report by job, giving you visibility over all your weekly inspections or asset-specific checks. Use this through the reporting dashboard to confirm inspections are being completed, everything is up to date, and your assets stay compliant.