Asset Configuration

Asset Configuration holds the two templates that everything else in Fleet & Assets is built on: Categories (what kind of plant/vehicle it is, and its defaults) and Service Profiles (reusable maintenance schedules). Get these right and new assets, prestarts, and service due dates mostly take care of themselves.

Who can use it — You need "view asset categories" permission to open the page, and "manage asset categories" permission to create, edit, or delete anything on it. The same permission pair governs both the Categories and Service Profiles tabs. See Roles & Permissions for how access is set.

Where to find it — Fleet & Assets → Asset Configuration in the sidebar.

How to use it

The page opens on four stat cards — Categories, No default profile, Profiles in use, and Assets unset — a quick health check on your setup. The first and last two are highlighted with a warning ring when they're above zero, since a category with no default profile or an asset with none assigned is a gap worth closing.

Below that, a toggle switches between two tabs: Categories and Service Profiles. Both list as reorderable/searchable tables with New and Import defaults actions above them, and row actions (Edit, plus category-specific extras) alongside.

Categories

A category groups assets of the same kind (e.g. "14t Excavators", "Utes") and carries the defaults new assets in that group inherit. Each one has a Type — Plant, Vehicle, Attachment, or Equipment — set on creation.

Creating or editing a category (via the slide-over New Category / Edit action) opens three sections:

• Basic Information — Name, Applies to Type, Description, and an Active toggle (inactive categories stay out of new-asset pickers).
• Service & Maintenance Defaults — a Default Service Profile to auto-assign to new assets in this category (the primary lever — see Service Profiles below); Requires Interval Servicing (on for machines serviced by hours/km, off for trailers and equipment that only need periodic inspection); Track Greasing (adds greasing to prestarts and greasing-tracking views); and, when no profile is picked, the raw defaults themselves — service unit, interval, and due-soon/overdue thresholds in hours and days.
• Budget Cost Rates — class-stable fallback rates (ownership daily cost, service cost per hour, fuel litres/hour) that every machine in the category uses for budget tracking when it has no per-asset override. The dedicated Cost Rates by Category view on Asset Costs edits the same fields with coverage reporting across all categories at once.

The table itself is drag-reorderable (this order is what asset pickers use) and filterable by Active status. Row actions:

• Edit — the slide-over above.
• Push to Assets — applies the category's current service defaults (or profile) onto assets already in the category. Each asset is flagged as already matching, empty (will populate), has custom settings (unchecked by default so you don't clobber a deliberate override), or will be updated — tick the ones you want and confirm.
• Delete.

Import default categories (header action) seeds a starter set for each type — pulled from the Global Asset Library where available, with a built-in baseline (Excavator, Skid Steer, Loader, Ute, Bucket, Plate Compactor, etc.) as a fallback. Existing category names are left untouched.

Service Profiles

A service profile is a named, reusable bundle of the same maintenance settings (Requires Interval Servicing, Track Greasing, Service Unit, Service Interval, Service Interval in months, Due Soon/Overdue thresholds) that many assets can share. Assign it once to a category's Default Service Profile so every new asset in that category picks it up automatically, or assign it directly to an individual asset from Asset Manager.

Editing a linked profile propagates the change to every asset carrying it — the edit slide-over tells you how many assets that is before you save. Propagation runs automatically on save (queued and coalesced), and the full profile list also offers Re-apply to assets now as a manual recovery step if you need to force it again.

Import defaults (header action) offers a checklist of built-in construction profiles (excavator size bands, dozer/grader, etc.) to copy in — existing names are skipped.

The table shows each profile's asset count, unit, interval, months, and greasing flag. From an asset's Profile badge in Asset Manager you can also reach the profile's full edit page, which has a Service Schedules tab for defining separate one-off maintenance items (name, hour/day interval, and a checklist of items to check) beyond the main interval.

Checklist templates — what makes prestarts possible

A machine can only be prestarted once a prestart checklist template is assigned to it — directly, or via its category. Templates themselves are built in Checklist Templates; this page is where you attach one to a category.

That attachment isn't on the quick New/Edit Category slide-over — it's a Checklist Assignments tab on the category's full edit page. To reach it: open Asset Costs → Cost Rates by Category → Manage categories, then use the row Edit action on the category you want (this opens the full page, not the slide-over). On the Checklist Assignments tab, add a Checklist template and a Priority — if more than one template could apply, the highest priority wins.

When an operator starts a prestart, Subgrade looks for a template assigned to the asset itself first, then falls back to the asset's category, then to a tenant-wide default for that checklist context. If none of those exist, the operator sees "No checklist template is assigned to this asset" and can't submit — see Start a Prestart.

Connected pages

• Asset Manager — where individual assets pick up a category and (optionally) a profile override; profile badges link into the profile's full edit page.
• Service Hub — service due dates driven by these categories/profiles surface here, and the Defects register lives on this page (not Asset Configuration).
• Start a Prestart — blocked without a checklist template reachable from the asset or its category.
• Checklist Templates — where the templates themselves are authored.
• Asset Costs — the dedicated cost-rate view over the same category fields, plus the path to a category's Checklist Assignments tab.

Tips & common mistakes

• New machine won't prestart? Check whether its category has a checklist template assigned under Checklist Assignments — this is the most common gap, and it isn't visible from the quick category slide-over.
• "No default profile" stat won't clear? Open the category and set a Default Service Profile, or fill in its own service unit/interval defaults directly.
• Editing a Service Profile changes numbers on machines you didn't touch. That's expected — a profile is shared. Check the assigned-assets count in the edit slide-over before saving, and use a per-asset override on Asset Manager if one machine genuinely needs different numbers.
• Push to Assets skipped a machine. Assets flagged "has custom settings" are unticked by default so a deliberate override isn't silently overwritten — tick them yourself if you do want the category defaults applied.
• Looking for the defects list? It's on Service Hub, not here.