Asset Management — asset management and tracking software for UAE & Saudi businesses
For companies that own equipment, devices, furniture and software and need to know who holds what, what it is worth and when it needs attention. It replaces spreadsheets and stand-alone asset lists with one register whose asset types, fields and statuses you define yourself. Hand-overs go into a history the app never edits, repairs are tracked as work orders, cost and book value connect to Accounting, and a leaver's equipment is listed on HR's offboarding checklist.
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Step-by-step guides for every role
124 features in 12 areas · works with 9 other modules · 6 team workflows
Full feature list
Asset types that fit your business
Define each class of asset you own once, with its own fields and status words, instead of bending your business to a fixed template.
- Your own asset types — Create a type for each class of asset you own, such as laptops, medical devices, furniture, software licences, domains or artwork, with its own icon, colour and description. A new type is set up from the settings screen; no developer is needed.For: Tenant admin, Asset manager
- Physical and digital in one register — Mark each type as physical or digital, so a laptop and the software licence installed on it live in one register and are counted separately on the overview.For: Tenant admin, Asset manager
- Custom fields on every type — Add the fields that matter for that kind of asset, such as serial number, warranty end, number of seats or certificate expiry. Twelve field kinds exist: text, number, money, date, pick-list, person, location, file link, barcode, web link, yes/no and a reference to another asset. Person and location fields are pickers; the file, barcode and asset-reference kinds hold typed text or a link, so there is no file upload or barcode scanning. The field form has no box for pick-list choices.For: Tenant admin, Asset manager
- Required fields — Mark a field as required and the asset form will not save until it is filled in; the message names the missing field.For: Tenant admin, Asset manager
- Status words per type — Each type has its own list of statuses with a colour tone, such as Active, In repair, Expiring or Retired. A vehicle and a software licence no longer share one status list that fits neither.For: Tenant admin, Asset manager
- Renaming a status updates the assets — When you rename a status, every asset of that type carrying the old word follows automatically, so reports and filters never split into two spellings.For: Tenant admin, Asset manager
- A status in use cannot be deleted — You cannot delete a status while assets still carry it. The message says how many assets use it and asks you to move them first, so no asset is left with a word that has disappeared from the list.For: Tenant admin, Asset manager
- Change a type's name, icon or kind — The settings screen has no edit form for an existing type. The AI Copilot can rename a type or change its icon, colour, kind or description; existing assets and their field values stay as they are.For: Tenant admin
The asset register
One searchable list of everything the company owns, with a page for each asset and a full history behind it.
- Register an asset in one form — Choose the type and the form shows that type's own fields. Enter the name, value and purchase date, pick the owning department and the supplier, and save. The asset starts with the first status of its type.For: Asset manager, Department manager, Tenant admin
- Automatic asset tags — Every asset gets the next free tag in the form AST-0001, AST-0002 and so on, counted across the whole company. A tag is never used twice in your company.For: Asset manager
- Library as table or gallery — Browse the register as a table with tag, name, type, status, condition and value, or as a gallery of cards with tag, name, type, status and condition.For: Asset manager, Department manager
- Search, type and kind filters — Search by name or tag, narrow by asset type, and switch between all, physical and digital assets. The choice stays in the page address, so a refresh or a shared link shows the same view. The library loads the 200 most recent assets that match, so narrow the search or the type for a larger estate.For: Asset manager, Department manager
- Filter tiles that act — Tiles for All, Checked out, Available, On the fixed-asset register and Retired each apply the filter they count. Click a tile again to clear it.For: Asset manager
- A page for every asset — Each asset opens on its own page with an Overview, its Movements and its Work orders. It shows who holds it by name, its status, its accounting status and any retirement or replacement flag.For: Asset manager, Department manager
- Previous and next through the list — Walk from asset to asset in the library's order with previous and next arrows, and return to the list with your filters intact.For: Asset manager, Department manager
- Edit an asset — Change name, status, value, purchase date, condition and the type's own fields from the asset page. The form checks that the name is 1 to 200 characters, the value is not negative and the condition is between 0 and 100, and says so in plain words when a check fails.For: Asset manager, Department manager
- Value in your company currency — A new asset takes your company's base currency, and the overview shows the estate's book value in that currency.For: Asset manager
- Condition score — Record each asset's condition from 0 to 100 on its edit form. The score feeds the Needs attention list, the at-risk answers in Asset AI and the low-condition automation.For: Asset manager, Department manager
- Owning department from HR — Pick the department that owns an asset from the departments HR already keeps, so ownership is reported against the same list as people. The picker appears when HR is in your plan and you may view departments.For: Asset manager
- Supplier from your contacts — Pick the supplier from the shared contacts register, searching by name or tax registration number, or create a new supplier on the spot without leaving the form if you may add contacts.For: Asset manager
- Location on every asset — Move an asset to a site, room, cloud or remote location from your own location list using the Transfer form. The move is recorded in the custody history, and you can add a missing location from the picker.For: Asset manager
- Retire an asset and keep its history — Retire an asset with a reason when it is sold, lost or at end of life. It leaves the active lists and its holder is cleared, the type's Retired, Disposed, Archived, Decommissioned or Scrapped status is applied when it has one, and its movements, work orders and accounting link stay. Nothing is deleted, and the retirement is kept in the audit trail permanently.For: Asset manager, Tenant admin
- Sell an asset and let Accounting book it — Retiring an asset asks what it was sold for. A capitalised asset is disposed in Accounting with that price: the entry, the gain or loss and the date are booked there, and the asset page then shows what it sold for and the gain or loss. Disposing the fixed asset in Accounting first retires the register row too, with the type's Retired word and the holder cleared. The two sides answer once each and never loop.For: Asset manager, Accountant
- Retired assets on their own list — Switch the Retired tile on to see only retired assets, with the date and reason on each asset's page. A second retirement of the same asset is refused.For: Asset manager
- Where this asset is in its life — A timeline on every asset shows Registered, Assigned, Capitalised, Depreciating and Disposed. The finance steps need Accounting in your plan.For: Asset manager, Accountant
- Import an existing estate from a file — Load hundreds of assets from a spreadsheet in minutes. The file is checked first and every problem is named by line and column with what to fix, while nothing is written; then every line is added in one go with its tag, location and value, and each holder gets a check-out. The check counts the assets above your capitalisation threshold, the same file twice is refused, and an import can be undone for 24 hours while its assets are unused.For: Asset manager, Tenant admin
- Components under an asset — Put an asset under another: a building holds its chiller, the chiller holds its compressor. The parent's page shows the whole tree with each part's cost and open maintenance jobs added up to every parent, one total per currency. Swap a component for another in one step and each part's history records it. A loop is always refused, and an audit of a place counts the components in it.For: Asset manager
- QR labels and camera scan — Tick assets in the Library and print their labels: 30 to an A4 sheet, each with the tag, the name and a QR code that opens the asset on your company's own address. The code is drawn in the browser, so printing needs no internet and nothing goes to an outside service. Scan with the phone's Camera app to open an asset; inside an audit or on an asset's page, scan with the camera in the page where the browser can read codes (Chrome and Edge; not iPhone Safari). A scan taken with no signal is kept on the phone and sent, with its real time, when the connection returns.For: Asset manager, Auditor
Assign, hand over and track custody
Know who holds every asset right now and keep a history of every hand-over.
- Check an asset out to a person — Pick the person by name or email, add a note, and the asset is theirs; any earlier holder is replaced and named in the history. The register shows their name, never a code, and the status moves to Deployed, In use, Assigned or Active when your type has one of those words.For: Asset manager, Department manager
- Check an asset back in — One click returns an asset: the holder is cleared and the status moves to Available, In stock, In storage or Active when your type has one of those words. The screens do not ask for a note on check-in.For: Asset manager, Department manager
- My assets and confirming receipt — An employee sees only the equipment handed to them, with where it is and when it was handed over, and presses I have received it to tell the company it arrived. The Employee role cannot browse the register, read other people's hand-overs or hand anything out.For: Employee, Tenant admin
- A reminder if you forget to confirm — An asset handed to a person's login and still unconfirmed after a day, by default, sends that person one reminder. Hand-overs older than thirty days are left alone.For: Employee
- Transfer to a person, a place or a state — Hand an asset to another person, move it to a registered location, or put it into a custody state such as on loan, in storage or quarantine, from one Transfer form with an optional note.For: Asset manager, Department manager
- Record assets in transit — When you move an asset to a location with an expected arrival date and a carrier, the movement is recorded as in transit and shown in the In transit panel of the Movements page. There is no separate arrival step; the later move to its final place is a new entry.For: Asset manager
- Reserve for a person or place — Ask the AI Copilot to record a reservation for a named person or a location. A reservation is a visible note on the asset, not a lock, so it does not stop someone else checking the asset out. The Movements page lists reservations; the screens have no reserve button.For: Asset manager
- Chain of custody that the app never edits — Every check-out, check-in, move, transit, reservation and status change is added to a custody history. The app offers no way to edit or delete an entry; a mistake is corrected with a new entry, so the history reads as a true record in a dispute or an audit.For: Asset manager, Tenant admin
- Custody states you define — Keep your own list of custody states, such as deployed, available, on loan, gallery, consignment or quarantine, each with a colour tone, in settings.For: Tenant admin, Asset manager
- Assignments board — One page groups the assets in custody by the person who holds them, with a Check in button on each row, and lists assets available to deploy (the first twenty) with a Check out button. Search finds an asset, tag or person.For: Asset manager, Department manager
- Movements page — A searchable list of the latest hundred movements across the company, with a Transfer button and side panels for assets in transit and reservations.For: Asset manager, Department manager
- Full history on each asset — The Movements tab on an asset page shows its latest fifty custody steps with the date, the from and to, and the note.For: Asset manager, Department manager
- Status follows custody — Checking out or in updates the asset's status using the words your type already defines, and leaves the status alone when your type has no matching word, so nothing invented appears in your lists.For: Asset manager
- Custody changes are audited — Every check-out, check-in and move writes an audit record with the person who acted and the person affected, because custody names an individual.For: Tenant admin
- Switch custody off — A company that only wants a register, without tracking hand-overs, can turn the custody area off. Check-out, check-in, transfer and reserve are then refused with a message.For: Tenant admin
- Count a place and see what is missing — Start an audit for a location, scan or type each asset's tag as you walk the place, and submit. Everything the register expected there that you did not scan becomes a missing flag, and anything scanned that belongs elsewhere becomes an unexpected flag. A manager works the flags off with a note; the audit and its flags stay on file. Turn it off under Settings, Features, Assets.For: Asset manager
Maintenance and work orders
Raise, assign and close repair and inspection jobs, and see at a glance what is overdue.
- Work orders on a board — Work orders sit in columns for Open, Scheduled, In progress, Done and Cancelled, with a count on each column. Move a card forward one step at a time from the card itself; the card shows its priority, asset and due date.For: Asset manager, Department manager
- Raise a work order — Give it a title, an optional asset, a priority from Critical to Low, an assignee chosen by name, a due date and a note.For: Asset manager, Department manager
- Raise it from the asset itself — A Raise work order button on the asset page opens the form with that asset already chosen.For: Asset manager, Department manager
- Jobs that are not about one asset — The asset is optional, so a general facility job such as repainting a meeting room can be tracked on the same board.For: Asset manager
- Four priority levels — Critical, high, medium and low priorities are offered on the form and shown on each card.For: Asset manager
- Overdue and due-soon counts — The overview counts open work orders, those overdue and those due within your chosen number of days, and the tile opens the maintenance board.For: Asset manager
- Work orders per asset — Each asset page lists the work orders raised against it, with status, priority and due dates, so service history sits next to the asset.For: Asset manager, Department manager
- Raising a work order can trigger a rule — Raising a work order fires any automation rule built on that trigger, for example one that flags the asset or tells the asset manager.For: Asset manager, Tenant admin
- Meters and usage-based maintenance — Put a meter on an asset: a counter (running hours, kilometres: it never goes down) or a gauge (oil temperature, pressure). Enter a reading from the web or an API call and it raises the work order the meter's rules call for: a service every 250 hours (at 250, 500, 750 … or counted from the last job) or a critical job when a gauge crosses its limit. A rule raises one job and waits for it to be closed; a reading lower than the last is refused with a message that says what the meter read.For: Asset manager, Tenant admin
- Switch maintenance off — Turn the maintenance area off for a company that manages repairs elsewhere. Existing work orders can still be read and moved, and raising new ones is refused.For: Tenant admin
- Report a problem with an asset you hold — Whoever holds an asset reports what is wrong from My assets — in their own words, how urgent it is and up to three photos. The asset team sees the report in a queue and accepts it (a work order is raised and linked) or declines it with a reason; the person sees the answer on the same page and can withdraw a report nobody has decided yet. Someone can report only on an asset they hold unless they have the wider right.For: Employee, Asset manager
- Warranty and service contracts — Record each vendor's warranty or service contract with the assets it covers, its dates, the response time promised and who to call. A work order on a covered asset says "Under contract — call the vendor" with their phone and the end date, so the technician calls before opening a toolbox. A contract that has ended is no longer shown there but stays in the list, and a contract about to end can raise an automation.For: Asset manager, Technician
- Reliability figures (MTBF, MTTR, downtime) — Assets → Reliability counts the completed breakdown jobs (Corrective, Breakdown, Repair, Emergency) in a period and shows how many there were, the average days between two breakdowns of one asset (MTBF), the average hours from start to done (MTTR) and the total downtime hours. Each tile re-ranks the ten worst assets by its figure, and a table gives the same figures per asset type.For: Asset manager
- Preventive maintenance plans on a calendar — Service an asset every few months or days without anybody remembering: each morning the work order is raised a set number of days before it is due, with the plan's checklist. The next date counts from the day the job was completed, or keeps a fixed calendar, and no second job is raised while the last one is still open. A plan on a retired asset stops.For: Asset manager, Tenant admin
- Parts for a job come off the shelf at their real cost — Pick a stocked item as a part on a work order and Inventory takes it off the shelf holding the most of it, at the item's own cost (first in, first out, running average or standard cost). The job's cost uses that figure, the stock count drops, and a part Inventory cannot issue says why.For: Asset manager, Technician
- Failure codes on every job — Your own short codes for what broke, why, and what fixed it. A technician records one of each when the job is in progress or done; retired codes stop being offered but stay on the jobs that used them.For: Asset manager, Technician
Estate overview
A daily glance at what you own, what it is worth and what needs attention.
- Total assets, physical and digital — The first tile counts every asset and splits it into physical and digital. Click it to open the library.For: Asset manager, Tenant admin
- Book value — Shows the estate's book value in your company currency, using Accounting's depreciated figure for assets on the fixed-asset register and cost for the rest, and says how many are capitalised. Click it to open Lifecycle.For: Asset manager, Accountant, Tenant admin
- Utilisation — Shows the share of live physical assets that are checked out to someone. It is calculated from the custody records, not entered by hand.For: Asset manager
- Open work orders with overdue count — Shows how many jobs are open, how many are overdue and how many fall due in the coming days.For: Asset manager
- Assets by type — A breakdown of how many assets each type holds, each tile linking to the library filtered to that type.For: Asset manager
- Needs attention list — Lists up to five assets whose condition is below your threshold, whose status names a problem such as Expired, Lost, Recalled, In repair or Damaged, or that a rule flagged for replacement. Click one to open it.For: Asset manager
- Estate summary sentence — A plain sentence counts overdue jobs, jobs due soon, low-condition assets and unassigned assets, or says that nothing needs action. It is arithmetic on your records, not a forecast.For: Asset manager
- Physical against digital bars — Two bars show the mix of physical and digital assets across the estate.For: Asset manager
- Add an asset or configure types from the overview — Buttons on the overview register a new asset or jump to the type settings, so a first-time administrator can start in one place.For: Asset manager, Tenant admin
Lifecycle, renewals and finance
See cost and book value next to each asset, send it to the fixed-asset register from its page, and keep an eye on warranty and licence dates.
- Cost, book value and depreciated share — A table lists every asset that has a value with its cost, its book value as of the latest depreciation, the percentage depreciated and an accounting status chip.For: Asset manager, Accountant
- Depreciation is done once, in Accounting — The register shows the numbers Accounting posts and never computes its own, so the asset list, the ledger and the fixed-asset register agree. You can switch the register's following of Accounting off in settings.For: Accountant, Tenant admin
- Capitalise from the asset page — Press Capitalise on an asset, confirm the cost, the date it went into service and optionally an accounting category code, and the request goes to Accounting. The asset shows as on the fixed-asset register once Accounting creates it; if Accounting has no asset category set up, nothing is created.For: Accountant, Asset manager
- Capitalisation checks in plain words — Capitalise is refused with a clear reason when the cost is zero, the asset is already on the register, it is retired or disposed, the in-service date is before the purchase date, or Accounting is not in your plan.For: Accountant, Asset manager
- Automatic capitalisation above a threshold — Set a value threshold, 5,000 by default, and an asset registered with a value at or above it is sent to Accounting without a click. An asset whose value is raised later is capitalised with the Capitalise button. Accounting's own switch for this is on by default.For: Tenant admin
- Accounting card on every asset — The asset page shows cost, book value, depreciated so far and the as-of date, and one sentence explaining why Capitalise is or is not offered.For: Asset manager, Accountant
- Revaluation and disposal follow through — When Accounting revalues or disposes of the fixed asset, the register updates its value, accumulated depreciation, accounting status and disposal date by itself. A disposal in Accounting does not retire the asset in the register; retire it separately.For: Accountant
- Finance tiles that filter — Tiles for Book value, To capitalise and Disposed filter the table, and Renewals due scrolls to the renewals list.For: Asset manager, Accountant
- Renewals and expiry list — Warranty ends, licence renewals and expiry dates are real dates on every asset, so they list soonest first with days remaining or overdue, one row for each date (an asset with a renewal and a warranty appears twice). Pick one month to see only what falls in it. Retired and disposed assets are left out, and any date typed as text that is not a date is named on the page with a link to the asset to correct it.For: Asset manager
- Warranty and licence dates by field — Give a type a date field whose key is renews, expiry or warranty and its assets join the renewals list and the expiry rule.For: Tenant admin, Asset manager
- Switch the depreciation view off — A company with no finance use for the register can turn the depreciation table off.For: Tenant admin
Automations
Describe a rule in two clauses, when this happens then do that, and let the register do routine work.
- When-then rules without code — Build a rule by choosing a trigger and an action from plain-language lists. Each rule has a name, can be switched on or off and shows how many times it has run and when it last ran.For: Tenant admin, Asset manager
- Nine triggers — Fire on a new asset, a status change, condition dropping below 50 percent, an asset becoming unassigned, a check-out, a check-in, a new work order, an overdue work order, or a warranty, licence or renewal falling due soon. The overdue and falling-due triggers run when someone presses Run daily checks now.For: Tenant admin, Asset manager
- Raise a work order automatically — A rule can raise a work order with a title (the asset's name can be inserted), a priority and a due-in number of days. It will not raise a second identical open job for the same asset.For: Tenant admin, Asset manager
- Set an asset's status automatically — A rule can set an asset to a status word from its own type's list, and says in the run log when the word does not exist for that type instead of guessing.For: Tenant admin, Asset manager
- Flag an asset for replacement review — A rule can mark an asset as replacement suggested with the reason. The flag shows on the asset page and puts the asset on the Needs attention list.For: Tenant admin, Asset manager
- Tell the holder, the manager or the team — A rule can name the person holding the asset, the asset manager or the whole team as the audience for a message, and the run log records what was said. No bell notification or e-mail is sent today, so this records the intent only.For: Tenant admin
- A log of what every rule did — Open a rule to see its run log: which asset, what was done, when, and a plain explanation when it could not do it.For: Tenant admin, Asset manager
- Run the date-based checks on demand — One button runs the time-based rules now: overdue work orders, upcoming warranty and licence dates, and low condition. Nothing runs them on a schedule, so press it when you want the checks done. A rule never fires twice for the same asset within the look-ahead window.For: Tenant admin, Asset manager
- Choose how far ahead to look — Set the number of days the checks look ahead, 14 by default. The same number drives the due-soon counts on the overview.For: Tenant admin
- Switch automations off — Your administrator or the platform operator can turn automations off. Existing rules are kept and simply stop firing.For: Tenant admin
- Return dates and overdue loans — Check an asset out with a return date. If it is not back by then, the person holding it and the person who lent it are told once in the app, and any automation on 'a checked-out asset passes its return date' fires. An asset somebody already holds cannot be checked out to someone else — the screen says to transfer it — and a retired asset is refused. The holder, the status and the ledger entry are saved together or not at all. The holder sees the date, and a red overdue mark once it passes, under My assets.For: Asset manager, Employee
Asset AI and Copilot
Ask questions in plain words, and let the AI Copilot run routine tasks with confirmation before it changes anything.
- Ask about your estate in plain words — Type a question such as which licences expire soon, what hardware sits idle, what is at risk or what is worth the most. You get a short answer and up to five matching assets.For: Asset manager, Department manager
- Answers come from your own records — Asset AI works from fixed rules over your live register. It does not send asset data to an outside AI provider, so it also works for companies that must keep data in-house.For: Tenant admin
- Four kinds of question — It recognises words about renewals and expiry, idle hardware, assets at risk through low condition or a problem status, and highest value. Any other question gets the highest-value list. It does not understand misspelled or complex questions.For: Asset manager
- Copilot reads the register — The AI Copilot can look up the estate summary, assets, renewals, movements, work orders, depreciation, lists, automations and their run logs, and the people list, using the permissions of whoever asks.For: Asset manager, Tenant admin
- Copilot does routine work — Ask the Copilot to check an asset out, raise a work order, capitalise or retire an asset, manage a type's statuses or run the date-based checks. It shows what it is about to do and asks for confirmation before changing anything. It cannot register a new asset; use the form.For: Asset manager
- Copilot moves, returns and edits assets — The Copilot can also check an asset in, transfer it, reserve it and edit an asset such as changing its status, again with confirmation. These tools accept more fields than they need, so a request may need a retry.For: Asset manager
- Copilot sets up the module — Administrators can ask the Copilot to create types and fields, add custody states, edit lists and settings, and create, change or switch automations.For: Tenant admin
- Connect outside AI assistants — The module exposes its tools to outside AI assistants through the Model Context Protocol, with the same permission checks as the screens.For: Tenant admin
Lists and settings you control
What a company would want to change is a setting or a list an administrator edits, not something fixed in the product.
- Locations list — Keep sites, rooms, cloud and remote locations in settings; add one by name and set its kind when you edit it. Locations appear as pick-lists wherever you move an asset, and you can create one in place. A place that assets use cannot be deleted: it says how many assets use it and offers to archive it (hidden from the pickers, restorable) or merge it into another place in one step, which moves every asset and sub-place and records the move on each asset.For: Tenant admin, Asset manager
- Settings screen — One screen lists the module's settings with switches for on-or-off options and editors for numbers, such as the capitalisation threshold, the attention condition level and the look-ahead window. Only an administrator allowed to change company settings can change them.For: Tenant admin
- Switch each area on or off — Custody, maintenance, lifecycle and finance, automations, Asset AI and external partners each have their own switch for your company. The platform operator can also turn an area off for everyone.For: Tenant admin
- Follow-the-books switches — Choose whether the register follows Accounting's depreciation figures and whether a leaver's equipment is handed to HR's offboarding checklist. HR has its own matching switch.For: Tenant admin
- Attention threshold — Choose the condition score below which an asset appears on the Needs attention list, 60 by default.For: Tenant admin
- Record outside partners — Through the AI Copilot, keep a list of outside parties such as a gallery, dealer or external auditor, mark an asset as shared and link a partner as its custodian. This records the arrangement only; there are no partner screens or partner logins, and the settings screen does not show the list.For: Tenant admin, Asset manager
- Company currency — New assets are priced in the company's currency: AED for a UAE company, SAR for a Saudi one. Settings shows it, says how many active assets are priced in another currency, and when Accounting books in a different currency from the company's it offers a one-click fix.For: Asset manager, Tenant admin
Access, audit and language
The right people see and change the right things, every sensitive change is recorded, and the main screens work in Arabic.
- Fine-grained permissions — Separate permissions for viewing and for changing assets, custody, maintenance, finance, automations, Asset AI, lists, settings and roles. Each screen and button appears only for people who hold the matching permission.For: Tenant admin
- Ready-made roles — Tenant admin holds everything. Asset manager runs the register day to day, including retiring assets, and can read HR departments and contacts. Department manager can register, edit, assign and maintain assets and ask Asset AI. Employee sees only the assets in their own care and confirms receiving them. Accountant can read finance and capitalise. Roles can be adjusted per company.For: Tenant admin
- Sidebar shows only what you may use — Each page in the module appears in the menu only for people allowed to open it, and a direct link without permission is turned away.For: Asset manager, Employee
- Audit trail for personal data — Registering, editing, checking out and in, transferring, capitalising and retiring an asset each write an audit record naming who did it and whom it affects. Retirements are kept permanently.For: Tenant admin
- Names, never codes — Pickers and lists in the module show people, locations, departments and suppliers by name. Nobody has to know or paste an internal identifier to assign an asset.For: Asset manager, Employee
- Separate data for every company — Each company's assets are stored apart from every other company's, and the module is only reachable for companies whose plan includes Assets; others see an upgrade prompt.For: Tenant admin
- Arabic and right-to-left — The menu, the asset page, the Capitalise dialog and the asset timeline are in Arabic, and the layout flips to right to left. Several other screens, such as the overview, library, settings and automations, still show part of their text in English.For: Asset manager, Employee
- Permissions list in settings — A tab in settings lists every permission the module defines with a short description, so an administrator can see what each one allows before granting it to a role.For: Tenant admin
- Who changed what, on every asset and work order — The asset page has a History tab, and a work order's sheet shows its history: every change to the holder, status, location, value, purchase and retirement dates, and for a work order its status steps, priority, due date and assignee — each with what it was, what it became, when, and the person's name. It is recorded by the database itself, so check-outs, retirements, status renames and automations all show up, whichever screen or tool made them.For: Tenant admin
- Department managers see their own assets — A line manager sees, edits and retires only the assets of the departments they manage, in the library, the counts, the pager and the next and previous arrows. An asset of another department is refused in words. People who may read the whole register still see everything.For: Department manager, Tenant admin
Works with the rest of your business
The asset register is not an island: money, people, suppliers and support tickets meet it.
- Leaver's equipment on the offboarding checklist — When HR starts an offboarding, every asset the leaver holds appears as a Return task on the checklist, and checking the asset in on the register ticks the task by itself. The employee needs a login linked to their HR record.For: Asset manager
- Fixed assets in Accounting — An asset capitalised from the register becomes a fixed asset in Accounting, and Accounting's depreciation, revaluation and disposal come back as updated book values.For: Accountant, Asset manager
- Suppliers shared with Contacts — An asset's supplier is a record in the shared contacts register, so one supplier is entered once and used wherever contacts are used.For: Asset manager
- Departments shared with HR — The department on an asset is HR's own department, so assets and people can be reported against the same list.For: Asset manager
- Helpdesk ticket can carry an asset reference — A Helpdesk ticket can store an asset's reference code under Linked records. The code is pasted in and is not checked, and Asset Management does not list the tickets.For: Helpdesk agent
- In-app alert for a new asset — When an asset is registered, everyone allowed to view the register gets an in-app notification with the tag. Ordinary employees, who only see their own assets, do not.For: Asset manager, Department manager
- Facilities report pack — A ready-made Facilities report set in Insights counts open jobs, jobs by state and priority, jobs raised each month, assets by state and location, value by department and movements by month.For: Asset manager, Tenant admin
Learn it in the app
A guided tour inside Assets teaches the work by having you do it.
- Hands-on guided tour — 5 short chapters (Find and open an asset; Add assets; Know who holds what; Keep assets working; Value and stock checks) that start by themselves the first time you open Assets. Each step waits for you to really do it, such as opening a list or saving a first record, and any chapter can be paused, resumed or replayed from the last row of the Assets menu or from Tours in the account menu.For: Tenant admin, Asset manager, Department manager, Accountant, Auditor, Employee
Works with other modules
The asset register and the ledger share one assetAn asset registered with a value at or above the threshold, or capitalised by a person, is sent to Accounting with its name, tag, cost, currency and service date. Accounting's depreciation, revaluation and disposal come back as the asset's book value, accumulated depreciation and accounting status.The AI Copilot works the asset registerWhen a user asks, the Copilot reads the register and, after confirmation, performs custody, maintenance, finance and set-up actions with the asker's own permissions.A ticket points at the equipment it is aboutA ticket can store a reference to an asset record, so the agent knows which device the request concerns. The reference is a pasted code: it is not checked and does not open the asset.Assets belong to HR's departmentsThe list of departments the asset form offers is read from HR, and the chosen department is kept on the asset.A leaver's equipment is chased automaticallyHR's offboarding start sends the leaver's identity to the register; the register answers with the list of assets they hold; checking one in ticks the matching task.Facilities report pack reads the registerWork orders, movements and assets feed the ready-made Facilities reports, limited to what the viewer may see.Registering an asset notifies the teamWhen an asset is registered, an in-app notification with its tag goes to everyone who may view the register. Ordinary employees, who only see their own assets, do not get it.Suppliers come from the shared contactsThe supplier picker on an asset searches the shared contacts register, and a new supplier created from the form is saved there for every module.Leavers' assets appear on the offboarding checklistWhen HR starts offboarding someone, the list of assets they hold is sent to HR as return tasks; checking an asset in ticks the task.Assets become fixed assets with book valuesAsking to capitalise (or registering an asset above the threshold) makes accounting create a fixed asset; accounting's depreciation, revaluation and disposal flow back onto the asset.Copilot works the asset registerCopilot reads and, after confirmation, changes assets, custody, work orders, types and rules.Pick the machine from the asset registerThe site diary lists the machines from your asset register, with their tag, name and status, so equipment on site is one record, not typed text. Without Assets, equipment is described in words.
Done by more than one person
Issuing equipment to an employee and getting it backA repair job passes from the asset manager to a technicianRegistering an asset and putting it on the booksA leaver hands back company equipmentAn automation raises a job and someone picks it upThe administrator defines a type and the asset manager registers assets with it
What each role gets
- Asset manager — Runs the asset estate day to day: registers and edits assets, checks them out and in, transfers them between people, locations and custody states, reserves them through the Copilot, and raises and closes maintenance work orders. Reads the depreciation table and the licence and warranty renewals list to plan ahead, and asks the built-in Asset AI plain-language questions such as "what's idle" or "what's at risk", answered straight from live asset data.
- Employee — Sees the equipment handed to them on My assets, with where it is and when it was handed over, and presses I have received it to confirm. Gets one reminder if a hand-over to their login stays unconfirmed for a day. Cannot browse the register, see other people's hand-overs or prices, or check anything in or out: the built-in Employee role holds only the two own-custody permissions.
- Tenant admin — Builds what the whole module runs on (asset types, custom fields and statuses) from the settings screen, with no developer needed. Sets up custody states and the locations list, and through the Copilot the list of outside partners, and sets the capitalisation threshold and whether the register follows Accounting's depreciation figures. Defines no-code automation rules and controls the module's switch for each area, such as maintenance, Asset AI and external partners.
Frequently asked questions
Can the system track both physical equipment and software licences?
Yes. Each asset type is marked physical or digital and has its own fields and statuses, so laptops, furniture, software seats, domains and certificates sit in one register. Renewal, expiry and warranty dates stored in fields named renews, expiry or warranty feed a single renewals list.
Does it calculate depreciation for fixed assets?
Depreciation is calculated once, in Accounting, and the asset register shows the book value Accounting posts. You capitalise an asset from its page, or it is sent automatically when it is registered at or above your threshold, and it becomes a fixed asset in Accounting. This needs the Accounting module in your plan and an asset category set up in Accounting.
How do we get company equipment back when an employee leaves?
When HR starts the offboarding, each asset the person holds is added to the checklist as a Return task for IT. When the equipment is checked in on the register, the task ticks itself. The employee needs a login linked to their HR record.
Can it track our vehicles?
Vehicles with plates, drivers, registration cards and insurance expiry belong in the Fleet module. The asset register is for everything else you own, and you can create a vehicle-like type if you only need a simple list.
Is the asset register available in Arabic?
In part. The menu, the asset page, the Capitalise dialog and the timeline are in Arabic and the layout flips to right to left, but several other screens still show some English text. Amounts show in your company currency, for example UAE dirham or Saudi riyal.
Does Asset AI send our asset data to an outside AI service?
No. Asset AI answers from your live register using fixed rules, so no asset data leaves the platform for it. It understands four kinds of question: renewals, idle hardware, assets at risk and highest value. The AI Copilot is separate and follows your company's AI settings.
Can we import assets from Excel, export them or scan barcodes?
The asset screens have no spreadsheet import or export button today; assets are registered one at a time. A barcode field type stores typed values, and a phone scanning app is not included.
Can we schedule recurring preventive maintenance?
You can raise work orders with due dates, and automations can raise a work order when a warranty, licence or renewal date nears or an asset's condition falls. The date-based checks run when someone presses Run daily checks now, and a fixed recurring calendar, such as every three months, is not built in.
Who can see and change assets?
Access follows permissions. Tenant admins and asset managers can do everything in the module, department managers can register, edit, assign and maintain assets, employees see only the equipment in their own care and confirm receiving it, and accountants can read finance and capitalise. Companies can adjust roles.
What happens to the custody record when equipment is retired while someone holds it?
Retiring it ends that person's custody in the record: a check-in from them, by name, to the retired status, followed by the status line. A retired asset takes no new job or meter, and its history stays on file.
Part of one platform
Asset Management is one of 59 apps (36 business apps and 23 ISO standards) that share the same sign-in, the same people, the same customers and the same AI copilot. See all apps or how Tarleaks ERP compares with Odoo, ERPNext and Zoho.