Manage Assets

The Asset Manager is your brigade’s register of purchased items — computers, tools, power equipment, furniture, and anything else the unit owns. It tracks purchase details, location, warranties, and who currently holds each item.

Note

Assets vs Equipment: Assets are items the unit has purchased and owns outright. Equipment is supplied operational gear (hoses, BA sets, SCBA, etc.) that can have formal inspection schedules and templates attached. If an item needs both — for example a purchased power tool that also needs periodic inspection records — you can link an asset to an equipment record.

Prerequisites

• Brigade admin role or higher

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The asset register

Navigate to Assets in the main navigation. The register has three tabs:

• Active — all assets currently in service (filterable by category and funding source)
• Replacement Planning — assets with a replacement date or estimated cost set
• Retired — assets removed from service, with count badge

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Create an asset

1. Click New Asset
2. Fill in the asset details:

Identity

Name (required) — descriptive name, e.g. “Dell Laptop”, “DeWalt Drill Battery”, “Office Chair”

Asset Tag / ID — your internal identifier (barcode, property number, sticker number). Must be unique within the unit if provided.

Category — one of: IT, Tools, Power Equipment, Furniture, Other

Manufacturer, Model, Serial Number — for identification and warranty claims

Purchase details

Purchase Date — when the item was acquired

Purchase Price — purchase cost in dollars

Supplier — where it was bought (e.g. “JB Hi-Fi”, “Bunnings”, “Officeworks”)

Funding Source — where the money came from (e.g. “CFA Grant 2024”, “Bunnings BBQ”, “Sponsor X”). This is free text and is used for reporting back to funders and filtering the register.

Warranty

Warranty Expiry — the warranty end date. Use the quick-set buttons (6 months, 1 year, 2 years, 3 years) to calculate from today, or enter the date directly.

The asset detail page shows a Warranty card that turns amber when expiry is within 60 days and red once expired.

Location

If your unit has Rooms configured, select the room where the asset lives. Otherwise enter a free-text location (e.g. “Storeroom A, Shelf 3”).

Replacement planning

Expected replacement date — when the item is likely to need replacing. Assets with this set appear in the Replacement Planning tab.

Estimated replacement cost — the anticipated cost to replace the item. Used to calculate total planned capex in the replacement planning view.

Also register as Equipment

Tick Also register as Equipment when creating a new asset to simultaneously create a linked Equipment record. Useful for purchased items that also need inspection schedules, servicing records, or templates. See Link to Equipment.

3. Click Create Asset

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Edit an asset

1. Open the asset
2. Click Edit
3. Update any fields and click Update Asset

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Allocate an asset to a member

Assets can be assigned to a specific member — useful for laptops, radios, or any item checked out to an individual.

To allocate:

1. Open the asset detail page
2. In the Allocation panel, select a member from the dropdown
3. Add optional notes (e.g. condition on issue, accessories included)
4. Click Allocate

The asset shows “With [Member Name]” in the allocation panel and in the register list.

To return:

1. Open the asset
2. In the Allocation panel, optionally add return notes
3. Click Mark as Returned

The full allocation history (who had it, from when, to when) is always visible on the asset detail page.

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Attachments

Store receipts, invoices, photos, and warranty documents directly on the asset record.

1. Open the asset
2. Scroll to Receipts, Invoices & Images
3. Click Choose files and select one or more files
4. Click Upload

Attachments can be downloaded at any time and removed individually.

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Filter the register

On the Active tab, use the filter bar to narrow by:

• Category — IT, Tools, Power Equipment, Furniture, Other
• Funding Source — any funding source string already used on your assets

Click Filter to apply, Clear to reset.

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Export to CSV

Click Export CSV from the top of the Assets page to download the full register as a spreadsheet.

The CSV includes all active and retired assets with:

Field	Notes
Name, Asset Tag, Category	Identity fields
Manufacturer, Model, Serial Number	Hardware details
Purchase Date, Purchase Price, Supplier, Funding Source	Financial info
Warranty Expiry
Location	Room name or free-text location
Expected Replacement Date, Estimated Replacement Cost	Planning fields
Current Holder	Member the asset is allocated to
Last Verified At, Last Verified By	Audit trail
Linked Equipment	Equipment record name if linked
Status	Active or Retired
Retirement Reason, Sale Price, Retired At	If retired
Notes

The filename is automatically stamped with your unit name and today’s date.

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Asset report

Click Report from the Assets page for a full HTML and PDF summary covering:

• Summary — total active, total purchase value, estimated replacement value, items never verified, overdue replacements, currently allocated count
• Category breakdown — count and value by category
• Funding source breakdown — count and value by funding source
• Replacement timeline — upcoming replacements grouped by year, with total estimated cost per year; overdue items highlighted
• Verification status — percentage verified in the last year; lists of never-verified and overdue assets
• Retirement history — count by retirement reason; most recent 50 retired assets
• Allocation summary — members currently holding the most assets

Click Download PDF from the report page to export.

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Related guides

• Retire and Replace Assets — Removing assets from service and planning replacements
• Annual Asset Check — Verifying assets are still on hand
• Link to Equipment — Connecting assets to Equipment records