Asset Registration and Management Guide

 

Overview

The Asset Registration and Management page is designed to record and track assets within your organisation. This guide will walk you through the various sections of the page, highlighting key features and explaining how to accurately input data to ensure effective asset management.

 

How to Use the Asset Registration Form

File Upload

To make sure your assets get mapped correctly, we recommend uploading images straight from your mobile device to the Civicly App viewed in your mobile phone’s browser, adding the required details and saving the input. After that, you’ll be able to fill in the remaining details of your assets via your PC.

 

Asset Details

Required information

• Asset Type: Begin by identifying the asset type. Use the search function to find and select the appropriate category for your asset.
• Status: Indicate the current operational status of the asset, with "Active" being the default selection.
• Condition: Choose the asset's condition from the options provided: New, Good, Fair, or Poor.

 

Optional information

• Name: Enter the name of the asset for easy identification.
• Description: Provide a detailed asset description, including any specific features or relevant information.
• Notes: Add any additional notes that could be useful for future reference.

 

Date Information

Record key dates to assist in the asset's lifecycle management:

• Last Inspection Date: Enter the date of the asset's last inspection.
• Next Inspection Date: Specify when the next inspection is due.
• Date Acquired: Note the date on which the asset was acquired.
• Date Installed: If applicable, enter the installation date of the asset.
• Warranty Expiry Date: Input the date when the asset's warranty will expire.
• Estimated Life Months Value: Provide an estimation of the asset's lifespan in months.

 

Financial Information

Capture critical financial data related to the asset:

• Purchase Value: Enter the cost of acquiring the asset.
• Current Value: Indicate the current market value of the asset.
• Insurance Value: Note the value of the asset as insured.
• Charges: List any charges associated with the upkeep of the asset.

 

Asset Location

Civicly automatically detects and fills in the location using the coordinates of the uploaded image (if that feature has been enabled in the device settings before the asset picture was taken).

Here’s a guide on how to switch image location on for iOS and Android devices.

 

Finalising and Submitting

After filling in all the necessary information, you can review your entries. If you need to make changes, you can easily edit any field before saving your input. 

 

Additional Options

If you need to return to the main list view of all assets, use the "Back to ListView" option. This allows for easy navigation between individual asset records and the aggregate list.

 

To Sum Things Up

The Asset Registration and Management page is a critical tool for ensuring that all assets within your organisation are properly documented and managed. 

By following the steps outlined in this guide, you can effectively utilise the webpage to maintain an accurate and up-to-date database of your assets, facilitating better asset lifecycle management and financial planning.

For more help or to provide feedback, please contact our team using the chat widget.