The Asset Tracking functionality allows Managers to register, monitor, and manage physical assets such as keys, equipment, and devices.
Through this feature, you can track who currently holds an asset, when it was issued, and when it is expected to be returned, ensuring full visibility and accountability across your organization.
Accessing Asset Tracking
Navigate to:
Company → Asset Tracking
You will see a unified table listing all assets belonging to your Company or Branch, along with their current status and custody details.
Adding a New Asset
- Click + Add.
- Fill in the following fields:
- Asset ID – A unique identifier for the asset (e.g., serial number, internal code, or label).
- Description – A short description or name for the asset (e.g., Main Entrance Key, Radio Handset #5).
- Notes – (Optional) Add any additional comments or identifying details.
- Branch Office – The branch this asset belongs to.
- Press Save to register the asset.
The asset will now appear in the list.
Editing or Deleting an Asset
- To edit an existing asset, select it from the list and click Edit.
You can update its ID, description, or notes as needed. - To delete an asset, select it and press Delete.
Assigning or Returning Assets (Manage Custody)
- Select an asset and click Manage Custody.
- In the dialog that opens, fill in:
- Holder – The person who will take custody of the asset.
- Date Out – The date and time the asset was issued.
- Expected Return – (Optional) When the asset is due back.
- Date In – To record a return, set the actual return date and time.
- Click Save.
- If you assign the asset to someone, its status changes to Checked Out.
- When a return is logged, it automatically becomes Available again.
💡 If you change the current holder, the previous holder will be replaced in the record.
If your intention is to record a return instead, close the current assignment first.
Viewing Custody History
To view the complete custody timeline of an asset:
- In the Asset Tracking table, click the History icon next to the desired item.
- A panel will open displaying the Issue and Return History of the asset.
- Each record shows who the asset was issued to, when it was taken, and when it was returned.
- You may also Export the history for reporting or audit purposes.
Exporting Asset Data
You can export your asset records or custody logs to PDF or Excel by pressing Export at the top-right of the page.
Example Use Cases
- Key Management – Keep track of who has taken specific building or room keys.
- Equipment Allocation – Log which guard currently holds items like radios, flashlights, or vests.
- Device Tracking – Assign mobile phones or tablets to staff members and monitor their return dates.
