Asset care, and assets issued and returned
Keep the warranty, maintenance contracts and insurance of your lifts, generators and pumps, with reminders before each ends. Record assets given to a person, a tenant or a place, and their condition on return. A staff member confirms what they receive before it moves to them.
PLANSScale only
The problem it solves
- A lift's maintenance contract lapses and nobody notices until it breaks.
- Building insurance renewal is found in an email the week after it ended.
- Furniture lent to a tenant comes back damaged, and there is no record of how it went out.
How it works
- On the asset's Care tab, fill in the warranty and Looked After By.
- Add Maintenance Contracts and Insurance policies 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.
- To give an asset out, open Invoicing > Fixed Assets > Issues > New, or Give out in the Staff app. Pick the asset and who gets it: a person, a customer such as a tenant, or a place.
- Add the condition, the accessories and the date it is due back. The receiver can sign on screen. Press Give.
- A tenant or a place has it at once. A staff member taps I have it in With me, and only then does the asset move to them. Or they tap Not received and say what happened.
- When it comes back, choose the condition or Not Returned, note any damage charge and press Take Back. A staff member who confirmed the hand-over confirms the take back too.
Everything it does
Warranty, contracts and insurance
- Warranty: by whom, until, terms, Looked After By
- Maintenance contracts: vendor, Comprehensive, Labour Only or Visits Only, period, cost, visits a year, assets covered
- Insurance: insurer, broker, policy number, kind, sum insured, premium, excess, assets covered
- States Draft, Active, Expired, Cancelled; a daily job marks ended ones Expired
Issues
- Given to a person (a user), a customer (any contact) or a place
- Condition New, Good, Fair or Damaged; back adds Not Returned
- Received By, the signature and Signed On, on the Acknowledgment tab
- One open issue per asset; filters Given Out, Waiting for Acknowledgment, Return Waiting, Disputed, Late Back
- A damage charge is noted on the issue; no invoice is made by itself
Acknowledgment
- A staff member answers I Have It or Not Received, in the app's With me or from the message link
- I Have It makes the issue Given and the person the asset's custodian
- Not Received needs a note: the asset stays where it was and the issue is flagged Disputed
- The Incharge then calls the hand-over off with Cancel, or the person taps I Have It later
- Signature Counts as Acknowledgment (off at the start): a signature taken at Give counts as the answer
- A customer or a place does not answer: the asset moves at Give
Take back and hand back
- Hand Back: the staff member says they are returning it, and the Incharge takes it back
- Take Back on an acknowledged hand-over waits for the person: I Handed It Back, or Dispute with a note
- An Asset Manager settles a disputed take back with Settle, or one whose person has left, and may change the condition or charge first
- A customer, a place or a counted signature: Take Back closes the issue at once
Running cost
- Running Costs on the asset: Repair, Service, Parts, Fuel / Power, Downtime Loss, Other
- Last 12 months with contract and premium shares; advice to think of replacing when a year's running cost is above half the book value
Not built
- Service schedules by date for your own assets; only a contract's visits a year are recorded
Who uses it
Facilities or property managerKeeps contracts and insurance, and gets the reminders.
Property manager or store keeper (Asset Incharge)Gives assets out and takes them back, on the web or in the Staff app.
Accountant (Asset Manager)Settles a disputed take back, or a leaver's, and its damage charge.
Staff member (Asset User)Confirms what they receive in With me, hands it back, and confirms or disputes a take back.
TenantSigns for what they receive.
Where you use it
- Web: Invoicing > Fixed Assets > Issues, Maintenance Contracts, Insurance; the asset's Care and Running Costs tabs
- The SmartMy Lease Staff app: With me for every staff member given an asset. Given out, Give out and Take back for the Asset Incharge. Built and in testing, not in the app stores yet
- Repairs of the building stay in Lease maintenance requests
What you control
Settings
- Per asset: warranty end and Looked After By
- Signature Counts as Acknowledgment: per Entity, in Settings > Invoicing under Fixed Assets: Handovers (off)
- Per contract or policy: period, cost or premium, assets covered
- Reminder: 30 days before the end (fixed)
Notifications
- Asset Warranty Ending, Maintenance Contract Ending and Insurance Ending: to the person looking after it, 30 days before, by email and in-app. Work messages, sent at once
- Asset Given: Please Acknowledge and Asset Taken Back: Please Confirm: to the staff member who received the asset
- Asset Hand Back Asked: to the Incharge who gave it
- Asset Not Received: to the Incharge who gave it and every Asset Manager of the Entity
- Asset Handover Disputed: to every Asset Manager of the Entity
- These five go by email or in-app, the first channel available; nobody can switch them off
- Not built: a reminder for an unanswered hand-over or an asset late back; use the filters
Questions
Does a staff member have to confirm what they receive?
Yes. The asset moves to them only when they tap I have it. With Signature Counts as Acknowledgment on, their signature at Give counts instead.Will I be reminded before the lift AMC ends?
Yes. Thirty days before, the person looking after the contract is told by email and in-app.Can we record furniture given to a tenant?
Yes. Give the asset to the tenant as a customer, with its condition and a signature, and take it back with the condition it returns in.Is the damage charge billed?
Not by itself. It is noted on the issue; bill it as a charge on the lease if the tenant pays.Are service visits planned by date?
No. Service schedules for your own assets are not built; repairs go through Lease maintenance requests.Related features
ASSETSFixed assets: register and depreciationYour buildings, lifts, chillers, generators and furniture sit in one register with their cost, depreciation and book value. Each asset can belong to a property and a unit, and the property shows what its assets are worth in the books.ASSETSPhysical verification of assetsCount the assets in a building or store: print QR tags, and scan or type each one. Then see which were found, are missing or have moved. Apply the new places in one step.CHECKS, DEPOSITS AND REPAIRSRepair requests with service levels and work ordersTenants report repairs with photos from their page or the app. Each request gets a category and urgency, and respond-by and fix-by times from your service levels. It also gets work orders to vendors, a recharge to the tenant when they pay, and the tenant's rating.OPERATIONSCompliance certificates, insurance and access codesKeep every safety certificate and insurance policy with its expiry, and be reminded before it lapses. Switch on one setting and a unit whose needed certificates are missing or expired cannot be let.
See your buildings on it.
Tell us how many properties and units you have, whether you let your own or manage for owners, and how rent is paid today. We will set up your portfolio with you on SmartMy Lease.