Annual Asset Check

The annual asset check confirms that each asset is still physically present and accounted for. StationOne tracks when each asset was last verified and by whom — assets not verified within the past year are flagged as overdue.

How verification works

Each asset has a Last verified field showing the date and who verified it. An asset is considered current if it was verified within the last 12 months:

• Green badge — verified within the last year
• Amber “Overdue” badge — last verification was more than a year ago
• “Never” — the asset has never been verified

Verification is separate from editing. Clicking Verify now simply stamps the current date and your name onto the asset — you don’t need to make any changes.

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Verify an asset (logged in)

1. Open the asset from the register
2. Scroll to the Audit & Verification panel
3. Click Verify now

The last verified date updates immediately to today and shows your name as the verifier.

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QR code verification (without logging in)

For annual stocktakes, you can generate a QR code for each asset, print it, and stick it on the item. Anyone who scans the code — without needing a StationOne account — can record a verification by entering their name.

This is useful for:

• Annual stocktakes run by members who don’t have admin access
• Quick physical checks during musters or station inspections
• Delegating the stocktake to a volunteer or junior member

Setting up QR codes

1. Open the asset
2. Scroll to the Audit & Verification panel
3. Click Generate QR code

A QR code appears with a printable public URL. Print the page or screenshot the QR code and affix it to the physical asset (laminated sticker, asset tag, etc.).

Note

Generating a QR code is a one-time setup per asset. Once generated, the code is permanent — you don’t need to regenerate it each year.

How someone verifies via QR

1. Scan the QR code on the asset with any phone camera
2. The public asset page opens — it shows the asset name, category, and last verification status
3. Enter your name in the Verify this asset field
4. Click Submit

The verification is recorded immediately — the asset’s Last verified date updates and the verifier’s name is saved. The verifier does not need a StationOne login.

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Finding overdue assets

The asset report includes a Verification Status section showing:

• Percentage of active assets verified in the last year
• A list of assets that have never been verified
• A list of assets whose verification is overdue (more than a year ago)

Use this before your annual stocktake to identify which assets need attention.

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Tips

Running a station stocktake

A practical stocktake workflow using QR codes:

1. Generate QR codes for all assets that don’t have one yet (one-time setup)
2. Print and affix codes to each physical item
3. During the stocktake, have members walk the station and scan each asset
4. After the stocktake, run the asset report to confirm verification percentages and identify anything not found

Assets that can’t be found

If an asset cannot be located during a stocktake:

• Do not verify it — leave the last verified date as-is so it remains overdue in reports
• Investigate before retiring — it may have been borrowed, relocated, or temporarily off-site
• If confirmed missing, retire the asset with reason Lost or Stolen

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Related guides

• Manage Assets — Creating and editing asset records
• Retire and Replace Assets — Removing assets from service