Module · Assets & maintenance

Where to find it in the app

• Use it: Operations → Equipment
• Turn it on/off: your business name (top-left) → Settings → Modules → Operations → Equipment & maintenance

Plan: Business · Module group: Operations · Navigation: Operations → Equipment

1. Overview

Purpose. A register of the equipment and things your business owns or looks after, coffee machines, fridges, play equipment, gym machines, vehicles, salon chairs, tools, IT/POS gear, with recurring service schedules so nothing important slips. It tells you what's healthy, what's due soon and what's overdue, keeps a service history, and can track purchase, warranty, lease and end-of-life details. Each asset can carry a printable QR label that opens its record when scanned.

Everything is yours to name. Categories, locations, statuses and even extra fields are all defined by your business, nothing is a fixed list.

2. When to use it

• To keep safety- or compliance-critical equipment serviced on time.
• To know where a piece of equipment is and who has it (check-in / check-out).
• To hold warranty, lease and purchase records in one place.
• To print scannable labels so staff can log a service from their phone.

3. Required permissions

• View assets (assets.view), see the register.
• Add / service assets (assets.manage), add/edit assets, log services, manage categories/locations/statuses/fields, print labels, bulk actions.

4. Navigation path

Operations → Equipment

5. What you'll see

• A search box and a group-by selector: Smart, Category, Location, Assignee or Status.

• Filters for category, location, status, service state and "expiring only."

• A list of assets. Each row shows a health chip and the columns your business chooses to display (tag/identifier, location, service, status), always with the asset name and an action.

• A service-health chip per asset:

  Chip	Meaning
  Healthy · Nd	Serviced; next service is N days away
  Due in Nd	Due within 14 days (amber)
  Overdue Nd	Past its service date (red)
  Never serviced	No service recorded yet (red)
  No schedule	No service interval set
  Retired	Out of service

• Buttons to add an asset, manage your categories/locations/statuses/ fields, and (in select mode) act on many assets at once.

chips visible.

6. Turning it on

1. Settings → Modules → under Operations & compliance, switch on Assets & maintenance (Business plan).
2. Open Operations → Equipment. If you chose a business type at sign-up that suits it (gym, venue, salon, trades…), you'll already have starter equipment to edit.

7. Step-by-step tasks

7a. Add an asset

1. Select Add asset.
2. Enter the name (e.g. Espresso machine).
3. Set a category and location (type your own, or pick an existing one).
4. Set the service interval (e.g. every 3 months) and the last serviced date so its health can be calculated.
5. (Optional) Add make/model/serial, an identifier/tag, a photo, and acquisition details (purchased/leased/financed/donated), purchase date and cost, supplier, warranty expiry, lease expiry and end-of-life date.
6. Save.

Expected result: the asset appears in the list with a health chip based on its interval and last-serviced date.

7b. Log a service

1. Open the asset (or scan its QR label).
2. Choose to log a service.
3. Set the date, who serviced it, an optional note and cost.
4. Save. The asset's last serviced date updates and its health chip turns green; the service is added to its history.

7c. Print & use QR labels

1. Tick one or more assets (select mode) and choose print labels, or open a single asset and print its label.
2. Stick the label on the equipment.
3. Scanning the label opens that asset's record directly, ready to log a service or check it out.

7d. Check an asset out / in

1. Open the asset.
2. Check out to a person (staff assignee) with an optional note when it leaves; check in when it returns.
3. The asset shows who currently holds it; the history records each movement.

7e. Change status / retire

1. Open the asset (or select several).
2. Set its status, e.g. In use, In storage, Under repair, Retired, Lost / stolen (or your own statuses).
3. Retired and Lost / stolen assets are hidden from the default view (switch the status filter to All to see them) and stop showing service reminders.

7f. Customise lists & fields

1. Choose Manage.
2. Add/rename categories (with a default service interval), locations, and statuses (each status has a behaviour: serviceable or not, hidden or not).
3. Add custom fields (text, number, date or choice list), e.g. Rego, Engine no., Fuel type. Date fields show a relative-expiry chip like warranty/lease.

7g. Bulk actions

1. Turn on select mode and tick several assets.
2. Apply an action to all of them: print labels, change status / retire, move category or location, or delete.

8. Examples

Beginner. A café adds its Espresso machine with a monthly service interval and today's date as last serviced. It shows Healthy · 30d. A month later it flips to Overdue until someone logs the service.

Real-world business. A party venue tracks its soft-play frame, PA system and projector, each on its own schedule. The dashboard's Assets due shortcut and the Reminders digest flag anything overdue before the weekend's parties.

Advanced. A trades business adds a custom Rego date field and a Fuel type choice list to its Vehicle category, records purchase cost, warranty and lease expiry for each ute, prints QR labels for the toolkits, and checks tools out to apprentices each morning, all visible in the history.

9. Reports & exports

• Service history per asset (date, who, note, cost).
• Health view across the register (overdue / due-soon / never-serviced), filterable and groupable.
• Overdue assets feed the dashboard, Business health and the Reminders & digests module.

10. Common mistakes

• No last-serviced date → the asset reads Never serviced (red) even if it's fine. Set the date when you add it.
• Interval of 0 / blank → No schedule; it will never remind you. Set an interval for anything that needs regular servicing.
• Looking for a retired asset and not finding it, switch the status filter to All.
• Typing a new category for every asset by accident, pick from your existing ones to keep the list tidy.

11. Troubleshooting

12. Error messages

The Assets screen works inline (toasts like " serviced ✓") rather than error dialogs. If a save silently fails right after a system update, it's usually because an optional field/table isn't available yet, the app degrades to the core fields automatically; report it to your administrator if it persists.

Related: Safety & cleaning · Reminders & digests