Asset care, and assets issued and returned
Give a laptop to the desk, a mattress to a room or an iron to a resident. 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, AMC and insurance of each AC, geyser and washing machine; the person looking after it is told 30 days before each ends.
PLANSScale only
The problem it solves
- The desk laptop and the spare keys of the store room go out to caretakers on a word. Nobody has a signature when one goes missing.
- An extra mattress comes back torn, and nobody wrote down how it went out.
- The AMC on the washing machines or the insurance on the building lapses, and you find out at the first breakdown or claim.
- You keep repairing an old geyser 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 Stay Staff 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 resident. A Place is typed, such as Block C Room 112.
- 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 resident 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 resident's dues, deposit or final settlement: the accountant raises it separately
Details by kind
- Make and model for computers, machines, office equipment, tools and vehicles
- Computers: processor, memory, storage, operating system, MAC and IP address
- Machines and tools: capacity, power in kW, commissioned on, hour meter (typed), useful for a generator or a water pump
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 (a draft copy for the next period), Cancel, Back to Draft
Running cost
- Running Costs on the asset: Repair, Service, Parts, Fuel / Power, Downtime Loss, Other, with the bill line if you like
- 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 property admin (Asset Manager)Keeps contracts and policies, renews them, and settles a disputed take back or a leaver's.
Property manager or office staff (Asset Incharge)Gives assets out and takes them back, on the web or in the SmartMy Stay Staff 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.
Resident 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 Stay Staff 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 in the SmartMy Stay app for residents: a resident is given assets as A Customer and answers nothing
- Not linked to check-out: an asset issued to a resident is not on the check-out checklist; check the Given Out list
- 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: to the person looking after the contract, 30 days before, in the app and by email
- Insurance Ending: to the person looking after the policy, 30 days before, in the app and by email
- All three are transactional: each person can switch off the email for themselves, never the message; 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 give a study lamp or an extra mattress to a resident and get it back at check-out?
Yes. Issue it to the resident as A Customer, with their signature. Check-out does not remind you, so filter Given Out by that resident before they leave and press Take Back.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 Stay Staff app, or answer from the message. To count a signature instead, turn on Signature Counts as Acknowledgment.Can the damage charge go on the resident's bill?
Not by itself. The charge is noted on the issue for whoever settles it. Raise an invoice yourself, or add a deduction in the final settlement.Does a resident confirm in the app?
No. A resident is given assets as A Customer, so nothing waits for them. Staff can take the signature in Give out in the SmartMy Stay Staff app. The resident app does not show assets.Can we plan the quarterly service of the washing machines?
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 bed, mattress, AC, geyser, refrigerator and washing machine your properties 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 beds, ACs, geysers and furniture of each building 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.CHECK-OUT AND SETTLEMENTRoom kits and their condition at check-in and check-outEach room type has a kit (cot, mattress, cupboard, fan), and each room holds its kit in stock. The room's condition is recorded when a resident checks in and when they leave. Damaged and missing items become charges on the stay. It needs the Inventory app in your account.CHECK-OUT AND SETTLEMENTCheck-out checklist: inspection, assets and keysA resident leaves through a checklist: room inspected, assets returned, keys and cards given back. Check-out waits for every mandatory item, and only a hostel manager can go on without one, with the reason kept on the stay.CHECK-OUT AND SETTLEMENTFinal settlement of the depositWhen a resident leaves, one screen sets the deposit held against the last rent, unpaid bills and any deductions such as damage. A hostel manager approves it, and settling it leaves the exact refund, or what is still due, on record.ACROSS SMARTMY STAYNotificationsSmartMy Stay tells the right person the moment something happens. That may be a bed booked, an invoice, a payment, a dues reminder, a notice, a leave to approve, an emergency. Each event has its own recipients: the resident, the payer, the wardens, or a guardian where the stay has one. Messages go in the app and by email. WhatsApp and SMS use your message credits. App push comes once the apps are in the stores.
See it with your own beds and rent plan.
Tell us how many beds and properties you run. We will show you a booking, a month of rent and a move-out, set up the way your PG works.