Asset Registry
Manage the technical information, documents, and maintenance history of all your equipment and machinery in a single center.
What is the Asset Registry?
The Asset Registry creates a digital identity for all physical assets in the business (machines, equipment, vehicles, facility infrastructure). Each asset card consists of technical specifications, warranty information, location, maintenance history, and related documents.
Asset Identity
Unique record for each piece of equipment with serial number, model, brand, and purchase information.
Maintenance History
All performed maintenance, replaced parts, and technician notes listed in chronological order.
Document Management
Technical drawings, user manuals, certificates, and warranty documents associated with the equipment.
Location Tracking
The location of equipment within the facility, responsible department, and assigned operator information.
Screen preview
A quick look at the screens. Use the toggle in the corner of each preview to switch between the dark and light themes.
Maintenance schedule for assets
Asset register with PM frequency
Asset Card Fields
| Field | Required | Description |
|---|---|---|
| Asset Name | Yes | Identifying name of the equipment |
| Asset Code | Yes | Unique internal code (for barcode/QR label) |
| Category | Yes | Machine / Tool / Facility Equipment / Other |
| Brand / Model | No | Manufacturer brand and model name |
| Serial Number | No | Manufacturer's serial number |
| Purchase Date | No | Date the equipment was acquired |
| Warranty Expiry | No | System sends an alert when the warranty period expires |
| Location | No | Facility, section, line, or area name |
| Responsible Department | No | Unit responsible for maintenance |
| Status | Yes | Active / Under Maintenance / Inactive / Scrapped |
| Operating Hour Counter | No | For usage-based maintenance triggers |
Asset Statuses
| Status | Meaning | Can New Work Order Be Opened? |
|---|---|---|
| Active | Equipment is operating normally | Yes |
| Under Maintenance | Maintenance work order is open and in progress | No (automatically assigned) |
| Inactive | Temporarily out of service | Yes (to reactivate) |
| Scrapped | Permanently decommissioned | No |
Scrapping an Asset
Once an asset is set to "Scrapped" status, no more work orders can be created for it and preventive maintenance plans are deactivated. This action cannot be undone — proceed with caution.
Optional Sync With HR's Asset Manager
Asset Registry is IT/Facilities' own asset system, separate from the HR module's Asset Manager (which tracks laptops, phones, meal cards, and similar HR-issued equipment). If your tenant enables "Sync HR hardware with IT Asset stock" in Settings > Company, HR staff can link a laptop/phone/tablet/monitor record in their own Asset Manager to an existing, unassigned item here in Asset Registry instead of creating a duplicate record.
Once linked, assigning or unassigning that item from either the HR Asset Manager or an employee's Personnel profile updates this asset's assignedTo field directly — so an asset assigned from the HR side will correctly show as assigned here too, and unassigning it from HR returns it to the available pool here as well. Assets never linked by HR are entirely unaffected by this setting.
Who owns the record?
Even when linked, the asset's serial number, warranty, and invoice data are always owned and edited here in Asset Registry — HR's Asset Manager only reads and writes the assignment (who currently holds it), never the technical specification.
Bulk Selection & Actions
Each row in the Asset Registry table has a selection checkbox, and the table header includes a "select all" checkbox for the currently filtered list. Once one or more assets are selected, a bulk action bar appears above the table:
Set Status
Apply a new status (Active / Under Maintenance / Inactive / Decommissioned) to every selected asset at once.
Bulk Delete
Delete all selected assets after an inline confirmation step.
Clear Selection
Deselect all assets and dismiss the bulk action bar.
Checkbox style follows your Settings
The shape of the selection checkbox (circle or square) and whether a checkmark icon is shown inside a selected checkbox are controlled from Settings → Appearance → List View, and apply consistently across every multi-select table in TotalApp, including this screen.
AI Assistant
Asset Registry has a built-in AI Assistant, opened from the tab on the right edge of the screen. It receives the currently filtered asset list — asset ID, name, type, criticality, status, location, manufacturer/model, and warranty expiry — as structured context, and answers in Markdown.
Status Review
Ask which critical (A) assets are under maintenance or out of service.
Warranty Review
Ask which assets have expired or soon-to-expire warranties.
Criticality Breakdown
Ask for a summary of how assets break down by criticality tier (A/B/C).
Composition Review
Ask it to break the asset list down by type, location, or manufacturer.
Checking rows in the list adds an Analyse Selected and Summarize Selected shortcut to the assistant, scoped to just those assets. Any reply can be saved as a report via Save as Report, and relevant Knowledge Base sources can be attached with Add Knowledge before asking. The assistant's AI backend follows the Writer Engine setting in Settings → Agentic — Ollama and other local/in-browser engines run entirely on your machine, never through TotalApp's servers.
Selection becomes the AI's context
Select a subset of rows before opening the assistant to scope its analysis — for example, select only assets in one location or category and ask it to summarize just that group.