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Asset care, and assets issued and returned

Lend a projector to a hirer, a laptop to a caretaker or a PA system to a hall. A member of staff confirms what they receive, in the app or from the message, and the asset moves to them only then. Record its condition when it comes back. Keep the warranty, maintenance contract and insurance of each AC, lift and gym machine. The person looking after it is told 30 days before each ends.

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The problem it solves

A hirer borrows the portable PA system for an evening event, and nobody has a signature when a microphone goes missing.
The wireless projector comes back with a cracked lens, and nobody wrote down how it went out.
The AMC on the ACs or the insurance on the gym equipment lapses, and you find out at the first breakdown or claim.
You keep repairing an old generator without seeing that it costs more to run than it is worth.

How it works

Open Invoicing > Fixed Assets > Issues > New, or tap Give out in the SmartMy Facility app. Pick the asset and Given To.
A Person is a staff user, such as a caretaker. A Customer is any contact, such as a hirer or a member. A Place is typed, such as Seminar Hall 2.
Set the condition it goes in (New, Good, Fair or Damaged), the accessories, such as a remote, and the expected return date. Fill in who received it; they can sign on the screen.
Press Give. To a customer or a place, the asset moves at once, and the move is kept on the asset's Changes tab.
To a person, the issue is Waiting for Acknowledgment. They tap I have it under With me in the app, or answer from the message. Only then does the asset move to them.
If it never reached them, they tap Not received and say what happened. The asset stays where it was, and you call the issue off with Cancel.
When it comes back, press Take Back with the condition back, or Not Returned, and any damage charge. For a customer or a place, the issue is Returned at once.
For a person who confirmed, they check the condition and charge. They tap I handed it back, or Dispute with a note, and an Asset Manager settles it.
For care, open the asset's Care tab: the warranty supplier and end date, and who looks after it. Add Maintenance Contracts and Insurance policies, each covering one or many assets, and press Start.
Thirty days before a warranty, contract or policy ends, the person looking after it is told. Renew makes a draft copy for the next period with the same assets.

Everything it does

Issues

Numbered AIS/year/. States: Draft, Waiting for Acknowledgment, Given, Return Waiting, Returned, Cancelled
Given to a person (a staff user with a SmartMy login), a customer (any contact, a hirer or a member included) or a place
Given On, Expected Back, Returned On; Given By is the user who made it
Condition given: New, Good, Fair, Damaged; condition back adds Not Returned, and is needed to take it back
Acknowledgment tab: Received By, the signature, Signed On, Acknowledged On and Acknowledged By
One open issue at a time per asset: an asset already given out must be taken back first
Filters: Given Out, Waiting for Acknowledgment, Return Waiting, Disputed, Given to Me and Late Back. The asset shows Now With

Acknowledgment, hand back and take back

A person answers I Have It or Not Received. Not Received needs a note and marks the issue Disputed
After Not Received the asset stays put. The Incharge presses Cancel, or the person presses I Have It later
Signature Counts as Acknowledgment is off to start with. With it on, a signature taken at Give counts, and the asset moves at once
The person can press Hand Back on an asset they have. The Incharge then takes it back, and the issue is Returned
A take back started by the Incharge waits for the person: I Handed It Back, or Dispute with a note
Settle, for an Asset Manager only, closes a disputed take back, or one whose person can no longer sign in. The manager can change the condition and charge first
A person whose login is archived cannot confirm. An Asset Manager settles their take back instead

Damage charge

A charge typed at return is noted on the issue for whoever settles it
It is not added to the booking's charges or deducted from its security deposit: raise it separately

Warranty, contracts and insurance

Warranty: by whom, until, terms, and Looked After By on the asset
Maintenance contracts: vendor, Comprehensive (parts and labour), Labour Only or Visits Only, period, cost, visits a year, the vendor bill, assets covered
Insurance: insurer, broker, policy number, Fire and Property, Motor, Machinery Breakdown, Electronic Equipment, All Risks or Other, sum insured, premium, excess, assets covered
Under-insured is flagged when the book value of the assets covered is above the sum insured
States Draft, Active, Expired, Cancelled; a daily job marks ended ones Expired; Start, Renew, Cancel, Back to Draft

Running cost

Running Costs on the asset: Repair, Service, Parts, Fuel / Power, Downtime Loss, Other
Last 12 Months: running cost with its share of contract cost and premium, depreciation and the cost of owning it
Advice: when a year's running cost is above half the book value, the asset says to think of replacing it

Who uses it

The accountant or facility administrator (Asset Manager)Keeps contracts and policies, renews them, and settles a disputed take back or a leaver's.

Facility manager or office staff (Asset Incharge)Gives assets out and takes them back, on the web or in the SmartMy Facility app. Give and Take Back need this role.

Caretaker or other staff member (Asset User)Confirms with I have it or Not received, hands assets back, and confirms or disputes a take back.

Hirer or member receiving an assetChecks the asset and signs for it on the screen. Nothing to answer afterwards.

Person looking after the assetIs told before the warranty, contract or policy ends, and renews it.

Where you use it

Web: Invoicing > Fixed Assets > Issues, Maintenance Contracts, Insurance, and the asset's Care and Running Costs tabs
The SmartMy Facility app: With me for every staff member with an asset given to them. Given out, Give out and Find an asset for the Asset Incharge. The app is built and in testing, not in the app stores yet
Not in the app: changing a disputed charge, care, contracts and insurance
Not on the booking portal: a hirer or member given an asset answers nothing and sees nothing there
Not linked to bookings: an asset lent for an event is not on the booking, and its return is not checked at check-out
Not built: service visits planned by date; only the contract's visits a year are recorded

What you control

Settings

Per asset: warranty end and Looked After By
Per contract or policy: period, cost or premium, assets covered, Looked After By (whoever made it, to start with)
Reminder: 30 days before the end, once per warranty, contract or policy (fixed)
Replace advice: running cost above half the book value (fixed)
Signature Counts as Acknowledgment: per Entity, under Settings > Invoicing, Fixed Assets: Handovers. Off to start with
Roles: every staff login has Asset User by itself. Nobody has Asset Incharge to start with

Notifications

Asset Warranty Ending: to the person looking after the asset (or its custodian), 30 days before, in the app and by email
Maintenance Contract Ending and Insurance Ending: to the person looking after the contract or policy, 30 days before, in the app and by email
All three go out at once; each person can switch off the email, never the message, and in-app notices always arrive
Asset Given: Please Acknowledge: to the person given the asset, by email and in the app
Asset Not Received: to the Incharge who gave it and every Asset Manager of the Entity, by email and in the app
Asset Hand Back Asked: to the Incharge who gave it, by email and in the app
Asset Taken Back: Please Confirm: to the person, by email and in the app
Asset Handover Disputed: to every Asset Manager of the Entity, by email and in the app
Not built: a reminder for a hand-over nobody answered, or for an asset late back. Use the Waiting for Acknowledgment and Late Back filters

Questions

Can we lend a projector to a hirer for an event?

Yes. Issue it to the hirer as A Customer, with their signature and the expected return date. Take it back after the event and note its condition.

Does a caretaker have to confirm a laptop given to them?

Yes. It moves to them only when they tap I have it in the SmartMy Facility app, or answer from the message. To count a signature instead, turn on Signature Counts as Acknowledgment.

Can the damage charge go on the hirer's booking or deposit?

Not by itself. The charge is noted on the asset issue only. Report a problem on the booking with a charge to the booker, so it is taken from the deposit (Growth), or raise an invoice yourself.

Can we plan the quarterly AC service?

Not by date. Record the AMC with its visits a year and log each service under Running Costs. The person looking after it is told 30 days before the contract ends.

Which plan has it?

Scale, with the fixed asset register.

Related features

ASSETSFixed assets: register and depreciationEvery projector, AC, sound system, gym machine and chair your facilities own sits in one register with its cost, depreciation and book value. Depreciation posts to your books each month, and selling or scrapping an asset goes through your approval chain first.ASSETSPhysical verification of assetsCount the projectors, ACs, chairs and gym machines of each hall and room by scanning their QR tags. See at once which were found, which are missing, which turned up in another room and which are not in the register. The count is kept with who saw each asset and when.CHARGES AND PAYMENTSecurity deposits and refundsOutside hirers leave a security deposit with their payment. After use it is returned less the damage charged. A cancelled booking is refunded by your rules on how many hours before the start it was cancelled.SERVICES AND PROBLEMSProblems and damage reported with a photoThe booker or the front desk reports a broken projector or a damaged table from the booking. A photo from the phone and how bad it is go with it. Managers get a to-do, and damage can be charged to the booker.ACROSS SMARTMY FACILITYNotificationsBookers, approvers and attendees are told as soon as something changes. That is a booking confirmed, waiting, rejected or cancelled, a reminder before it starts, a waitlist slot to take, or a payment due. Messages go in the app and by email, and by WhatsApp or SMS when your organisation turns them on.

See it with your own rooms.

Tell us what you run: rooms, halls, courts, desks. We will show you a booking from request to check-out with your rules.

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