The asset register
Keep vehicles, plant, tools, IT and equipment in one place, with registration, insurance, servicing and test and tag reminders, QR labels and an evidence pack.
2 min readLast updated
Applies to: Assets & Plant · Admin, Team member
The asset register keeps everything your organisation owns: vehicles, plant and machinery, drones, tools, mowers, IT, furniture, sports gear, kitchen equipment, fire safety equipment, playground equipment and building services. Each asset has photos and documents, its registration, insurance and other checks, scheduled servicing and a full history.
Before you start
- The Assets & Plant pack is on (Settings → Your packs).
- An admin turns the register on: select Turn on the asset register in Settings (or on the Assets page). Organisations that joined before the register existed start with it off, so nothing changes until an admin chooses. It can be turned off again in Asset register settings; records are kept.
How to use the register
- Step 1: Open Assets. The tiles show Assets held, Purchase price, Current value and Replacement cost.
- Step 2: Select a traffic light (Up to date, Due soon, Overdue or expired, Not in use) to see those assets.
- Step 3: Check Due and overdue (the next fortnight) and Expiring and expired (the next 30 days).
- Step 4: Search by name, number, rego, serial or tag, or filter by Category, Status and Traffic light, then select Filter.
- Step 5: Add assets with Add an asset, Walk the room or Import.
What the traffic lights mean
- Overdue or expired (red): a check has expired or has no expiry date, or a scheduled task is overdue.
- Due soon (amber): a check expires within 30 days, or a task is due soon.
- Up to date (green): nothing needs doing yet.
- Not in use (grey): sold, lost or disposed of. These leave the totals and reminders.
What happens next
Once a day, admins (and the person a task or asset is assigned to, for their lines) get one email listing checks that have reached 60, 30, 14, 7 or 0 days before expiry or have expired, and tasks that have become due soon or overdue. Each line is sent once; a renewed check or a task done starts fresh.
Who can do what
- Admins: everything, including categories, imports, labels and settings.
- Everyone else on your team: see the register and, unless an admin turns it off, log services, issues, inspections and meter readings.
- For builders and other businesses: safety officers manage every asset; project or site managers the assets on their sites; gate users log against assets on their sites when staff may log; directors and panel coordinators look but can't change anything. External auditors can download the asset evidence pack for the sites they were given.