Place your most valuable pieces of equipment in this category. Assets can only be registered individually to keep track of their whereabouts and follow their lifecycle with the utmost precision.

Lost or broken items can be deleted from the total quantity by Reconciliation.

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Item Properties

Details

Add a description, general information, and photos about your items in the Details tab:

• Move the item to a different cabinet with the Cabinet dropdown.

• Notes added to the Extra Notes field become searchable in the global inventory search field on the Catalog page.

• Every item, including existing items in your inventory, will get assigned a unique, searchable, system-generated ID number.

You can look up items by complete or partial ID numbers in any search field.

Item List

The Item List tab shows quick details (Location, Quantity) about your asset.

Using the Add to Cart option, you can add items to check out directly from the Item List. This will open a new cart for Check-out, where you can continue with the Check-out workflow.

The Move to another location feature makes it easy to transfer an asset from one location to another without conducting multiple transactions. Like easy check-in, the system will automatically create transaction logs (one check-in and one check-out) for any transfer made with this method.

Access the Move to another location option via the Edit button included at each location or batch:

Identification

In the Identification tab of Assets, you will find the item's unique ID Number and the + Add barcode option that allows you to add one or more barcodes to your item.

QR-code

Print the system-generated QR code of specific items to label your physical stock.

Warning When Assets Are Overbooked

When setting up your events in the Calendar and creating Setup Sheets, the system will let you know if you have any overbooked Assets for events.

When adding the same asset by mistake

• to the same event planned in multiple rooms,

• or to more events taking place simultaneously

• or overlapping with each other,

the Setup Sheet inside each event will warn you of a booking conflict and inform you about the asset's current status.

Repair

In the Repair tab, you can issue a repair period for an asset. If an asset breaks down, you can set its status to "Under Repair" in the Catalog to reserve the item for repair.
You can set the Start Date and Expected duration of the repair, along with the Root Cause of the asset being sent out for repair.
After the successful repair, use the Set ready option to make the item available for Transactions again.

Maintenance

In the Maintenance tab, you can schedule regular maintenance appointments to prevent the deterioration of your assets or reserve an asset for unexpected maintenance tasks. This way, you reserve the item and suspend every inventory transaction with the asset for the time of maintenance.

Costs of Assets

You can add the cost of an Asset in the Cost field of the Cost tab. This tab also contains:

• a drop-down to provide the Unit of the item

• a Description field for notes

• and an option to enter the the item's Purchase Order Number(s) / PO Number.

History

The History tab of Assets lists the Transaction history logs of an item. Each entry is timestamped and includes other important details such as:

• the Type of the Transaction,

• Storage Location,

• the name of the Transaction Assignee responsible for the equipment,

• the date of the Transaction,

• the title of the related Event,

• the Due date: the Asset must be returned to the stock.

Asset Tagging

When assembling Equipment and Supply Lists, you do not need to immediately specify which asset you want to use for the scenario. You can temporarily select a tag and decide later about the actual asset.

When preparing an event's Setup sheet, you can pull up the list of assets labeled with the tag and select a specific asset.
You can add identical tags to multiple assets to place them into the same subgroup: an asset tag will represent every asset labeled with that specific tag.

You can add tags to assets to

• indicate their purpose, e.g., which scenario they will most likely be used in,

• label them by departments, etc.

In the Edit Properties window of a selected asset, go to the Tags tab to add tags to your asset.

By adding the same tags to multiple assets, e.g., CSA, to several simulators, you create a subgroup of simulators that can be selected for Clinical Skills Assessment scenarios when you are planning an event.

When assembling the Equipment and Supply List for a scenario, you don't need to immediately decide which asset to use; you can add a tag that allows you to choose from multiple assets labeled with that tag.

You only have to specify the asset when you are preparing the Setup Sheet of an event:

Asset Catalog Entry and first-time check-in