Talent Habitat Documentation
  • Assets
    • Managing asset records
    • Asset Management Tab
  • Policies and Guidelines
  • Health & Safety
  • Representation
    • First Aid
    • Fire wardens
    • Health & Safety Representatives
  • Role: HR Manager
    • Manage policies
    • People
  • Legal
    • Sub-processor listing
    • Privacy policy
  • Role: Risk Manager
    • Risk register
    • Hazard register
    • Incidents
  • Employee Self Service
    • Policies
    • Training
    • Timesheet
    • Leave Management
    • Skills
    • Performance
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On this page
  • Adding an asset
  • Adding a New Asset
  • Modifying an asset
  • Checklist Scheduling
  • Comments and Attachments
  • Incident Records
  • Maintenance Scheduling
  • Supplier Management
  • Ownership and Location
  • Metadata
  • Status Updates
  • Configuration
  1. Assets

Managing asset records

This document provides a comprehensive guide to effectively manage asset records within an organization. It covers best practices for accurate data entry, methods for tracking and updating details.

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Last updated 1 month ago

Adding an asset

Adding a New Asset

  1. Go to Asset Management under your staff profile.

  2. Click on Add New Asset.

  3. Choose a category (e.g., vehicles, computers) set up in custom fields.

  4. Enter a label (e.g., Toyota truck).

  5. Add a description.

  6. Click Add Asset to save.

The asset is added to the list, allowing further adjustments.

Modifying an asset

Checklist Scheduling

The system enables the scheduling of checklists every morning, which is essential for asset use. Owners and external personnel, such as call drivers, can access checklists via a QR code. Checklist items can be added without logging in, though logging in facilitates easier completion.

Users can add, read, and write comments, with the ability to attach files such as manuals or contracts.

Incident Records

Currently, in development, incident records will allow users to log incidents, e.g., vehicle accidents, linking them to the asset within the system.

Maintenance Scheduling

Assets can have scheduled services with due dates and reminders. This includes tasks like oil changes or certifications. Distinctions are made for personal, leased, or purchased assets based on maintenance requirements and records.

Supplier Management

Different types of assets have specific recording needs:

Purchased Assets:

  • Details: Document comprehensive purchase information, including item description, specifications, and quantity.

  • Vendor Information: Include vendor name, contact details, address, and any associated terms of sale or warranties.

  • Payment Terms: Specify the payment method, due date, and any early payment discounts.

Leasing Assets:

  • Lease Details: Include lease start and end dates, monthly or annual costs, and associated fees or charges.

  • Supplier Information: Document the supplier's name, address, and contact information.

  • Lease Terms: Outline lease terms such as renewal options, maintenance responsibilities, and penalties for early termination.

Personal Assets:

  • Purchase Information: Record the purchase date, location, and original value or price paid.

  • Current Value: Estimate current market value, considering depreciation or

Ownership and Location

Ownership transfers affect asset records. Assets without specific owners default to location-based ownership, e.g., a warehouse asset.

Metadata

Custom fields define the metadata for assets based on type. For example:

  • Vehicles: Model, Make, Fuel Type

  • Mobile Phones: Carrier, Model, Color

Status Updates

Submit current asset states, with future reminders to review assets periodically, aiding in audit log development for management.

Configuration

Define asset metadata such as labels, asset numbers, categories, descriptions, and inventory numbers.

Comments and Attachments