Keep your tree-care equipment records current. You can add and update asset details, review compliance and usage information, keep inactive assets out of your active list, and record defects with descriptions, severity, photos, reporters, and resolution details.
Getting there
Open Assets from the main navigation. The Assets page provides these actions:
Select Add Asset to create an asset record.
Select Report Defect to record a problem against an active asset.
Select Inactive Assets to view equipment that is not currently active.
You can also open the defects list from the Assets area to review all reported defects.
Key concepts
Active assets appear in the main asset list. The list includes asset number, label or description, registration, make, model, usage readings, compliance dates, service information, defect severity, tracking unit, and status.
Inactive assets are retained separately rather than removed from your records. This helps preserve the asset history.
A defect is either Open or Resolved. New defects are saved as Open.
Defect types are Minor and Serious. When an asset has more than one open defect, the asset list shows Serious if any open defect is serious; otherwise it shows Minor.
An asset needs both an Asset Number and a Label. Other details, such as its description, class, manager, specifications, image, compliance dates, usage readings, and financial information, are optional.
Financial information is shown only to users who have permission to view financial details.
How to find an asset
Open Assets.
Search by asset number, label, description, registration, make, or model.
Use the available column filters for values such as usage, current kilometres, current hours, registration expiry, WOF/COF expiry, service due, defect severity, or tracking unit.
Select an asset row to open its record.
The active list is sorted by asset number. On a phone or smaller screen, assets are presented as cards instead of a full table.
How to add an asset
From Assets, select Add Asset.
Enter the required Asset Number and Label.
Add any relevant information, including:
Asset Class: Vehicle, Machinery, or Truck.
Fleet Manager, description, and an asset image.
Make, model, colour, year of manufacture, engine number, VIN, serial number, fuel type, and weight type.
Registration, Rego Expiry, and WOF / COF Expiry.
A tracking unit of Kilometres, Hours, or N/A, plus current readings and usage.
Service Due (at usage) and a warning threshold.
Financial details such as Charge Out Rate ($/hr), Weekly Rate ($), Hours Per Week, and Cost Multiplier, if you have access to them.
Choose Active or Inactive under Status. New asset records default to Active.
Select Create Asset.
The asset image is optional. If you enter a charge-out rate, it is used for the displayed cost calculation. If the charge-out rate is zero, the displayed cost uses Weekly Rate divided by Hours Per Week, then applies the Cost Multiplier.
How to view an asset
Select an asset from the active or inactive list. Its record is grouped into:
Asset: number, label, description, Fleet Manager, and status.
Asset Information: image, identification and specification details, colour, fuel type, weight type, usage, and readings.
Compliance Information: registration and service details.
Finance Information: charge-out rate, weekly rate, hours per week, cost multiplier, and cost, when permitted.
Recent Defects: a summary of the most recent open defects, when present.
Use the Defects tab to review defect descriptions, type, reporter, photos, status, and resolution date. Use Inspections to review recorded inspection information, including date, reporter, kilometres, and hours. Select the print option when you need a printable view.
How to edit an asset
Open the asset record.
Select Edit.
Update the fields you need. You can change the asset’s status, details, image, compliance information, usage readings, service values, and financial values.
Select Update Asset.
Asset number and label remain required when saving. If the assigned Fleet Manager has since been deactivated, the existing manager remains available while you edit the asset.
How to manage inactive assets
To make an asset inactive, open it, select Edit, change Status to Inactive, and select Update Asset. It then leaves the active list and appears under Inactive Assets.
To reactivate an asset:
Open Inactive Assets.
Find the asset by searching its asset number, label, or class.
Select Reactivate.
The asset returns to the active list. Inactive assets can still be opened from the inactive list, and their details and history are retained.
Deleting is not a substitute for making an asset inactive. An asset with defects or inspection history cannot be deleted; keep it inactive when you need to preserve that record.
How to record a defect
Select Report Defect from the Assets page or defects list.
Choose the affected asset.
Choose a Reporter. A real staff member must be selected; a shared tablet or kiosk account cannot be used as the reporter.
Enter a description. This field is required.
Optionally add a photo.
Choose the Defect type: Minor or Serious. New defects default to Minor.
Select Report Defect.
The new record is saved as Open. It appears in the all-defects list and in the asset’s Defects tab. The asset’s recent-defect summary is refreshed using up to the three most recent open defects.
How to edit a defect
Open the defect from the defects list or the asset’s Defects tab.
Select Edit.
Update the asset, reporter, description, photo, or Defect type.
Select Save changes.
The existing photo is kept unless you replace it or remove it. To remove it, clear the photo in the edit form before saving.
To resolve an open defect, use the resolve action in the asset’s Defects tab. The defect changes to Resolved and records the resolution date and resolver when available. Resolved defects remain in the record for review.
Tips & things to know
Use a consistent asset-number format so searching and sorting are easier.
Keep registration and WOF/COF expiry dates current. An expiry date within 30 days is highlighted as a warning; an expired date is highlighted as expired.
For service tracking, the list shows a warning when the remaining usage is at or below the entered warning threshold. If no threshold is entered, the list uses 500 units as the warning threshold. It shows expired when the service due value has been reached.
Record kilometres and hours using the tracking unit that matches the asset. Non-negative values are required for these usage readings.
Add a photo to help identify an asset or show the condition of a defect.
If an asset or reporter has been deactivated, the current selection is retained when editing an existing defect. New defect forms use active assets and staff.
Users without permission to view financial details will not see the asset’s financial fields.
A Serious open defect is the most urgent severity shown for an asset. Review and resolve defects promptly according to your organisation’s safety process.
FAQ
Can I add an asset without an asset number or label?
No. Both Asset Number and Label are required.
Can I delete an asset?
Only users with the necessary management and writing permissions can delete an asset. Deletion is blocked when the asset has a defect or inspection history. Make it inactive instead to retain its history.
What happens to defects when an asset becomes inactive?
The asset and its defect history are retained. The asset is simply removed from the active asset list until it is reactivated.
Can I report a defect for an inactive asset?
New defect forms list active assets. If an existing defect belongs to an asset that later becomes inactive, that asset remains available when editing the defect.
Can a defect have a photo?
Yes. A photo is optional when reporting a defect and can be replaced or removed when editing it.
Who can add or edit assets and defects?
Your access settings determine whether you can view or make changes. If you can view but not write, the record remains available for review but editing and adding actions are unavailable.
Troubleshooting
I cannot see Add Asset, Report Defect, or Edit
You may have view-only access to the Assets area. Ask an administrator to review your access. You can still open records that your access allows you to view.
The asset will not save
Check that Asset Number and Label contain values. Also check that numeric fields such as usage, current kilometres, current hours, service due, and service threshold are not negative, and that the selected asset class or tracking unit is one of the available options.
I cannot submit a defect
Confirm that you selected an asset and a reporter, and entered a description. A reporter must be a real staff member. If the photo causes an error, try a different image and submit again.
The asset or staff member I need is not in the selection list
New forms show active assets and active staff. If you are editing an existing record, its current inactive asset, reporter, or Fleet Manager is kept available. If the item is missing in another situation, ask an administrator to check whether it has been removed or whether you have permission to view it.
A defect still appears on the asset after it was fixed
Check that the defect was marked Resolved, not just edited. Resolved defects remain in the history, but the asset’s open-defect severity and recent-defect summary are refreshed from open defects.
Financial fields are missing
Financial details are restricted to users with financial viewing permission. This does not prevent you from viewing the asset’s non-financial details or managing defects when your other permissions allow it.