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Asset Track

Timothy Forde
  • Updated

Overview

This guide outlines the full process for setting up an equipment inspection workflow within the system. It covers everything from creating a company and locations, through to configuring equipment, inspections, and completing inspections via mobile using NFC.

The purpose of this setup is to:

  • Ensure equipment is correctly structured and tracked
  • Enable consistent and repeatable inspection processes
  • Improve compliance and audit readiness
  • Allow inspections to be completed efficiently via mobile devices
  • Support real-time data capture, including comments and NFC verification

By following this guide, users will be able to:

  • Create and organise equipment by group and category
  • Build customised inspection checklists
  • Assign inspections to physical equipment
  • Schedule and activate recurring inspections
  • Complete inspections in the field using NFC-enabled devices

Key Concepts

Before starting, it is important to understand the structure of the system:

  • Group – A high-level grouping of equipment (e.g. Eye Wash Stations)
  • Category – A type of equipment within a group (e.g. Shower Station)
  • Equipment (Asset) – The actual physical unit (e.g. EW-01 Clean Room 1)
  • Inspection – The checklist/template applied to equipment
  • Schedule – The link between an inspection and a piece of equipment

Inspections will not function unless they are scheduled against an equipment asset.

 

Creating a New Company

 

 

Steps:

  1. Click the Home icon
  2. Navigate to:
    User Manager → Current
  3. Click the + (Add) button
  4. You will be brought to the New Company screen
  5. Enter the required details:
    • Category
    • Name
    • Address
  6. (Optional) Fill in additional fields such as:
    • Contact details
    • Notes
    • Extra settings
  7. Click Save

 

Creating a Sub Area 

Steps:

  1. Navigate to User Manager
  2. Select Customer Profile
  3. Select Customer Locations from the left-hand menu
  4. Click the + (Add) button

  5. Enter a name for the location

    • Example: EW-02 Clean Room 2

     

Creating an Equipment Group

Steps:

  1. Navigate to Equipment Manager
  2. Select Equipment Register
  3. Click on Groups
  4. Click the + (Add) button
  5. Enter a name for the group
    • Example: Eye Wash Stations

 

Assigning a Category to a Group

 

 

Steps:

  1. Navigate to Equipment Manager
  2. Select Equipment Register
  3. Click Category: Setup
  4. Click on the Category dropdown bar
  5. Scroll through the list
  6. Select the required group
    • Example: Eye Wash Stations
  7. Click the + (Add) button
  8. You will be brought to the New Category screen
  9. Enter a name for the category
    • Example: Diphoterine Station

  10. Press Save

     

     

    Creating an Equipment Inspection

 

 

 

 

 

 

Steps:

  1. Navigate to Equipment Manager
  2. Select Equipment Inspections
  3. Click Setup
  4. Click on Category
  5. Scroll through the list
  6. Select the required category
    • Example: Shower Station
  7. You will be brought to the Inspection list screen
  8. Click the + (Add) button
  9. Enter a Title for the inspection
    • Example: Shower
  10. Select the required Frequency
  • Example: Every 4 Weeks
  1. Press Save

 

Configuring Inspection Settings

 

Steps:

  1. Set Failures: Inspection to None
  2. Set the Schedule Start Date
  3. Set Failures Require Comments to True
  4. Set Verify With NFC to True
  5. Set Not Applicable: Include to True
  6. Review any additional settings as required
  7. Press Save

Setting Explanations

  • Failures: Inspection (None)
    No automatic action when a failure occurs
  • Schedule Start Date
    Defines when the inspection cycle begins
  • Failures Require Comments (True)
    Forces a comment when a question fails
  • Verify With NFC (True)
    Requires NFC tag scan to complete inspection
  • Not Applicable: Include (True)
    Allows users to mark questions as N/A
  • Additional Settings
    Optional settings depending on site requirements

 

Adding Inspection Questions

Steps:

  1. Click the + (Add) button under Inspection: Questions
  2. Select the Type (e.g. Yes/No)
  3. Set the Expected Answer
  4. Enter the Question
  5. (Optional) Add a Description if required
  6. Click Save
  7. Repeat the steps above to add additional questions
  8. Once all questions have been added, click the Save icon at the top of the page

 

 

Creating an Equipment Record

 

 

 

 

Steps:

  1. Ensure you are in Admin Mode
  2. Click the Home icon (top right)
  3. Navigate to:
    Equipment Manager → Equipment Register → Summary
  4. Click the + (Add) button
  5. You will be brought to the New Equipment screen
  6. Enter the required details:
    • Name – Equipment name
    • Category – Select the category created earlier
    • Company – Select the relevant company
    • Location – Select the correct location
    • Employee – Linked owner of the equipment
    • Assigned To – Person responsible for day-to-day use
  7. (Optional) Fill in additional fields for better tracking (e.g. serial number, notes, financial info)
  8. Click Save

Field Explanation:

  • Employee
    The owner or primary person linked to the equipment
  • Assigned To
    The person currently responsible for using or managing the equipment on a daily basis

Verifying and Activating the Inspection

 

 

Steps:

  1. Navigate to:
    Equipment Manager → Equipment Register → Summary
  2. Locate the equipment you just created in the list
  3. Click on the equipment to open it
  4. Scroll down and click on Schedule
  5. Check the Status:
    • If it shows Active, no further action is required
    • If it is not active, continue below
  6. Under Actions, click the Edit (pencil) icon
  7. In the pop-up window:
    • Update the Next Due Date if required
    • Set the Status to Active
  8. Click Submit

 

Writing an Asset to an NFC Tag (Mobile / Tablet)

 

 

 

 

 

 

 

 

 

 

 

 

Steps:

  1. Open the application on your phone or tablet
  2. Navigate to:
    Equipment Register → Asset List
  3. Tap on Project and select your Company
  4. You will now see a list of all assets assigned to that company
  5. Locate and select the asset you created
  6. Tap View
  7. Tap the menu icon (three lines) in the top right corner
  8. Select Write to NFC
  9. Tap Write NFC Tag
  10. Hold the device against the NFC tag to complete the write

 

Common Issues

  • Inspection not appearing on mobile
    • Ensure the inspection is scheduled and active
    • Ensure the device has synced
  • Equipment not visible
    • Confirm the correct company/location is selected
    • Check category assignment
  • Unable to submit inspection
    • Ensure comments are added when a failure is selected
  • NFC not working
    • Ensure “Verify With NFC” is enabled
    • Confirm the tag has been written correctly

 

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