Skip to content

Equipment / Assets

The Assets module tracks every piece of equipment your facility owns: generators, water pumps, lifts, A/C units, cleaning machines, fire-safety equipment, gym kit. What you have, where it is, when it was serviced, and when it next needs attention.

What residents see

Residents typically don't interact with Assets directly. The relevant information surfaces through:

  • Maintenance tickets — if a resident reports an A/C issue, the technician's view shows the asset record (model, age, last service date) so they don't have to ask.
  • Broadcasts — when an asset goes down ("the lift in Block B will be out 8-12 today for service"), residents are notified.

What facility admins / staff do

Register an asset

Equipment → New Asset:

  1. Name — descriptive (e.g. "Lift 1 - Block A", "Pump - basement").
  2. Category — Lift, Pump, Generator (links to Generators module), AC, Fire safety, Cleaning, Gym, Security, Other.
  3. Location — text or pick a unit / common area.
  4. Make + model + serial — for warranty claims.
  5. Purchase date + cost + supplier — for depreciation reports.
  6. Warranty expiry — system warns 30/60/90 days before.
  7. Photo — useful for guards spotting damage.
  8. Documents — manuals, warranty PDFs, service contracts attached to the asset.

Service schedule

For each asset you can configure a recurring service interval:

  • Type (preventive, inspection, deep-clean)
  • Interval (every 30 days, every 6 months, every 1000 operating hours for runtime-tracked assets)
  • Assignee (which technician or contractor handles it)
  • Next due (calculated from last service + interval)

The dashboard surfaces upcoming services so nothing falls off the calendar.

Service log

Every service event is logged on the asset with: - Date performed - Technician - Cost (parts + labour) - Photos before/after - Notes - Next-due date auto-recalculated

Useful when a piece of equipment fails — you can see its full service history immediately.

Reports + dashboard

Equipment → Reports has: - Total asset value (depreciated, by category) - Service spend per category per year - Assets approaching warranty expiry - Assets overdue for service - Mean time between failures (per asset, useful for capital planning decisions)

A Dashboard tab sits alongside Reports with KPI tiles + charts — total asset count, service-spend trend, overdue-service count, warranty-expiring-soon count. Same period selector + periodic-email pattern as other module dashboards.

Disposal

When equipment is retired:

  • Status → Disposed
  • Add disposal date, method (sold/scrapped/transferred), and any proceeds.
  • Asset stays in the database (don't delete) — its history matters for audit and depreciation.

Connecting Equipment to other modules

  • Maintenance — tickets can reference an asset; service logs auto- generate from completed tickets if you tag them as service work.
  • Generators — registering a generator here populates the Generators module's runtime/fuel-tracking views.
  • Utilities — utility meters are a special asset type with their own dedicated module.
  • Artisans — when you assign a service to an external contractor, pick them from your Artisan roster.

Tips

  • Register everything, even minor items (fire extinguishers, gym treadmills). The cost of registration is 30 seconds; the cost of NOT knowing what you have when something fails is much higher.
  • Photos help with warranty claims — manufacturers ask for serial
  • photo when processing claims. Capture both at registration.
  • Service intervals from the manual — manufacturers publish recommended intervals. Stick to them at minimum; tighten if your environment is harsh (Harmattan dust, salty coastal air).
  • Disposal records matter for tax — your accountant will want to see when each asset was retired for the year-end depreciation calculation.

Process flows

End-to-end procedures the mgmt / facilities team runs day-to-day. Steps are anchored to the actual UI labels.

Register a new asset

  1. Equipment → + Add Asset.
  2. Capture name + asset type (Generator / Water pump / Lift / A/C / Cleaning / Fire-safety / Gym / Other), make + model, serial number.
  3. Location (building / floor / room) — drives the location-based filter on the registry.
  4. Acquisition date + cost (used for depreciation reports), warranty end date.
  5. Photo of the asset + photo of the data plate (serial / model — invaluable for warranty claims).
  6. Save — asset gets a unique tag ID. Print + affix the tag for physical lookup.

Schedule a service (planned maintenance)

  1. Equipment → pick the asset → Schedule service.
  2. Pick service type (per the manufacturer's manual: e.g. 6-month inspection, annual oil change, quarterly filter swap).
  3. Pick the cadence (One-off / Monthly / Quarterly / Bi-annual / Annual). Recurring schedules auto-create the next service after each completion.
  4. Optional: pre-assign an artisan or staff member; otherwise the next service appears unassigned in the upcoming-services view.
  5. Save — first instance lands on the Upcoming services dashboard with an SLA-style countdown.

Log a service event

When a scheduled service is performed, OR an unplanned repair happens.

  1. Equipment → pick the asset → + Log service event.
  2. Pick Planned (links to the matching scheduled service) or Unplanned (adhoc repair).
  3. Capture: who performed it (staff / artisan), what was done, parts used + cost, downtime hours.
  4. Up to 3 photos (before / after / receipt). Receipts are required when cost > the configured threshold.
  5. Save — service event timestamps the asset; the next-service date auto-rolls forward for recurring schedules. Total spend per asset rolls up on the asset profile.

Retire / dispose of an asset

When an asset is sold, scrapped, or replaced.

  1. Equipment → pick the asset → ⋯ → Retire.
  2. Pick disposal method (Sold / Scrapped / Donated / Replaced / Lost-stolen) and disposal date.
  3. If sold, capture the buyer + sale amount (informs the depreciation report + tax pack).
  4. Confirm — asset moves to the Retired filter; service- schedule entries against it are auto-cancelled.
  5. The retired record is preserved permanently for audit / tax. To replace: register the new asset (above) and link to the retired one via the Replaces field.