Assets and vehicles
Register equipment and anything else with a date to watch, record who holds each asset, and keep vehicles and drivers ready for duty.
On this page
An asset is anything you track that is not a person, a vehicle or a client: a fire extinguisher, a laptop, a site pass, a machine. You can watch its dates, such as an annual inspection, and record who holds it. Vehicles have their own list, with their registration, insurance, driver and maintenance.
Admin, HR and Operations can add assets and record who holds them. A custom role needs documents.manage to add assets and their dates, and assets.custody.view and assets.custody.manage to see and record custody. Vehicles need vehicles.view to see them and vehicles.manage to change them: Operations and Admin manage vehicles, HR can view them.
Add an asset
- Go to Assets and open Register, then choose New asset.
- Enter the Name. Add a Reference, a Serial number, a Type and Notes if they help.
- Under What runs out, describe the first date to watch (for example "Annual inspection") and set its Expiry date. You can leave this empty and add dates later.
- Choose Create.
ValiCrew warns you when another asset in the company has the same reference or serial number. On the asset's page, Dates to watch lists every date being watched; choose Add a date to add another and Renew when one is renewed. These dates appear on Expiries and send reminders like any document. The History tab shows what changed.
To add several at once, choose Add many on the register. Fill one row per asset with its Name, What runs out, Expiry date, Type and Reference, then choose Create assets. Rows that cannot be saved stay on screen with the reason.
Record who holds an asset
- Open the asset and choose Record movement, or open its Custody tab and choose it there.
- In Movement, choose what happened: Issue, Transfer, Return, Update details, Report loss, Record recovery, Write off, Retire, Restore to active or Record correction.
- To issue or transfer, choose the Holder type (Staff engagement, Third parties or Client) and the Holder, and set the Expected return if it should come back.
- Set the Actual date. Add the Site, Location description, Condition and Notes if useful. Writing off, retiring, restoring and corrections need a Reason.
- Choose Submit.
An asset has one holder at a time; to move it from one holder to another, use Transfer. The date cannot be in the future or before the last movement, and a retired or lost asset cannot be issued. Every movement stays on the Custody tab with who recorded it. A person's, third party's or client's record shows what they hold under Assets held.
See what needs attention
Go to Assets and open Needs attention. It lists the assets that need someone to act:
| Reason | What it means |
|---|---|
| Return overdue | The expected return date has passed. |
| Loss unresolved | A loss was reported and not yet resolved. |
| Holder inactive or unavailable | The person or organisation holding it has left or is no longer active. |
A retired asset that someone still holds also appears here. Equipment is never returned automatically when someone leaves: record the Return yourself.
Vehicles
Go to Vehicles. The counters at the top are also filters: All vehicles, On the road, In the workshop, Documents or service due and Can't take duties. Each row shows the Driver, the Registration and Insurance status, the Next maintenance and the vehicle's Duties.
A vehicle takes driving duties only while its registration and insurance are valid. To add them, open the vehicle's Documents tab and choose Add a document; when one is about to lapse, a warning on the vehicle's page lets you renew it straight away.
On a vehicle's page you can:
- Assign driver or Change driver, from a From date. The Drivers tab keeps the history.
- Log maintenance: a service or repair, an oil change, tyres, a battery, or an odometer reading.
- Edit details such as the Plate, Make, Model and Seat capacity.
- Transfer to company to move it to another company in the workspace (needs
vehicles.transfer).
Driving duties are planned on the schedule; see Transport duties.
Drivers and asset types
A driver is an employee or contractor who drives for you. Go to Staff, open Drivers, choose New driver, pick the Person and set the Status.
Asset types group your assets (for example "Fire safety") and fill the Type filter. They are optional and shared by every company. Go to Setup, choose Lists & catalogs, and under Documents choose Asset types; you need workspace.manage. With that permission you can also add a type on the spot, with the + beside Type, while adding an asset.