Asset Manager

The single register for every machine, vehicle, attachment and piece of equipment your business owns — one record each, with servicing, compliance, allocation history and photos in one profile.

Who can use it — Anyone with "view assets" access can browse the register and open a profile. Adding, editing or deleting an asset needs "manage assets" access; assigning an asset to a job or user needs "manage asset allocations" access. See Roles & Permissions for how access is set.

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

How to use it

The list is organised into four tabs by asset kind — Plant, Vehicles, Attachments, Equipment — plus a header showing your Global Asset Library coverage. Each row shows the asset number, category, service profile, make/model/year, current job allocation and status. Use View to open the full profile, or Edit to update the record. Filter by category or service profile, and use Assign Service Profile or Export Asset Pack from the bulk action menu when you've selected several assets — the export builds a ZIP with CSV summaries plus compliance, risk assessment and service documents for anything you tick.

To add an asset, use New Plant, New Vehicle, New Attachment or New Equipment at the top of the page — each opens the create form pre-set to that kind.

Adding or editing an asset

The form is split into tabs:

Identity — the Quick Start panel lets you search the platform-wide Global Asset Library by make/model to pre-fill technical specs (weight, dimensions, fuel, hitch size, etc.) without typing them by hand; anything already filled in is left alone. Below that: Type, Category, Asset # (must be unique per kind), Status, Make, Model, Year, Serial Number, and — for plant and vehicles — License Plate and Fuel Type.
Technical Specs — VIN/chassis, engine number, operating weight, width/height, and for attachments, Hitch Size and Tooth Pin Code. Hidden for equipment.
Maintenance — attach a shared Service Profile (recommended — it keeps service unit, interval and due/overdue thresholds consistent across similar assets) or set service unit, interval and thresholds directly on the asset. This is where Current Reading, Last Service Date and Next Service live.
Financials & Legal — vendor, purchase date/price, warranty and insurance expiry, and an optional Depreciation setting (straight-line or hours-based) that feeds the budget pipeline once your workspace enables it.
Notes & Photos — free-text notes and, when creating a new asset, an initial photo.

Asset profiles

Opening an asset (View) shows a hero card with its photo, status and current job, a row of KPI tiles (30-day utilisation and usage this month for assets on interval servicing, next service due, and compliance items needing attention), then a tabbed profile. The tabs available depend on the kind:

Plant — Overview, Health & Service, Compliance, History, Gallery.
Vehicles — Overview, Health & Service, Compliance, History, Gallery.
Equipment — Overview, Health & Service, Allocations, Compliance, Gallery.
Attachments — Overview, Allocations, Gallery.

Overview

Identification numbers (VIN, engine number, serial, plate, fuel type), acquisition details (supplier, purchase date/price, warranty), and any notes. Plant also shows dimensions/capacity and which attachments are currently fitted; attachments show which machine they're currently paired to. Use Search Global Library on the edit form to pre-fill this tab from a known make/model — the link is shown here and can be removed later with Unlink Library Model if the lineage is no longer wanted.

Health & Service

The Vitals panel shows current reading (hours/km) with a recent trend, next service due, last service date, and service interval — or, for assets that aren't on interval servicing, a plain service status badge. Plant also tracks Greasing (last greased date, elapsed time, who did it — recorded from prestarts), plus Service History and Usage Readings pulled from logged prestarts. A manager can override the calculated status at any time from Force Status in the profile's Manage menu (with a required reason) if a machine needs to be grounded outside the normal rules.

Compliance (plant and vehicles)

Legal Requirements tracks registration and insurance — Renew Registration / Update Insurance upload the certificate and set the new expiry, and View Registration/Insurance History shows past renewals. Plant additionally has Risk Assessments (upload a PRA with a version, publish and expiry date; View Register shows who has signed the current version — see Plant Risk Assessments) and vehicles have Vehicle Policy (create a policy document, request a handover or return signature from whoever's assigned the vehicle, and see the signing history). Both kinds have an Other Documents section for anything else — calibration certs, training records — with its own expiry tracking.

Equipment and attachments keep a lighter Compliance section for general documents only (no registration/insurance/risk-assessment tracking, since those don't apply).

History / Allocations

Plant and vehicles get a Timeline — every allocation, pairing and service event in one scrollable feed, newest first, with the current entry highlighted. Use Relocate Asset to end the current allocation and start a new one against a project, a user, or Administrative (no project) for yard time, repairs or dry hire. This is the quick two-click move from the profile; for the fuller planning workflow (readiness checks, float booking) use the Allocation Manager. Plant profiles also show Machine Pairings here — Put on Machine fits an attachment (with a from/to time), Swap Attachment replaces a currently-fitted one, and Take off Machine removes it.

Equipment and attachments use a simpler Allocations tab with the same timeline plus an Allocate action for project/user assignment — attachments warn you first if allocating them will break an active machine pairing.

Gallery

Upload multiple photos, mark one as the default (used on the hero card and the list), and delete any that are no longer needed.

Quick Start from the Global Library

The list page header shows your Global Library Coverage — the percentage of your assets linked to a canonical make/model entry — with a count of candidates for autofill. Linking an asset (via Search Global Library on the create/edit form) pre-fills specs and can auto-create or switch the asset's category based on the library's suggestion, without touching any value you've already entered manually.

Connected pages

Allocation Manager — the full planning board for putting assets on jobs, with readiness checks and float booking.
Service Hub — where defects and service status raised here get actioned.
Asset Configuration — categories, service profiles and checklist templates that this register draws on.
Float Manager — low-loader bookings referenced in an asset's move history.
Plant Risk Assessments — the risk assessments uploaded and signed from a plant profile's Compliance tab.
Start a Prestart — prestarts feed an asset's current reading, service status and greasing history.
My Vehicle — the self-service view a driver gets of a vehicle assigned to them.

Tips & common mistakes

Asset # must be unique within its kind — you can reuse a number across Plant and Vehicles, but not within the same kind.
Attach a Service Profile where you can rather than setting service fields directly — it keeps thresholds consistent and easy to update across a whole category of machines at once.
Pairing and allocation are separate things. A machine's Machine Pairings list tracks which attachment is physically fitted; allocation tracks which job or user the asset belongs to. Relocating a machine doesn't automatically unpair its attachments. Allocating an attachment that's currently on a machine does end the pairing, so you'll be asked to confirm first.
Force Status is an override, not a fix — it hides the calculated service status behind a manual reason; clear it by updating the underlying service data once the real issue is resolved.
Global Library links don't overwrite your data — picking a model only fills blank fields (category is the one exception, which always follows the library's suggestion).