Table of Contents

Managing Assets

Kari Scott-Matthew Updated by Kari Scott-Matthew

ChekRite is an Asset based system rather than a form based one. This means that every inspection that you do in ChekRite is related back to an Asset. Assets are the items that the inspection is being done on or that the data capture process pertains to. This can vary significantly depending on your business, however, it can include anything from mobile equipment, fixed equipment, areas, facilities, buildings, processes, products, or even your labour force (human assets). It's important to think about this before you start creating assets.

Make sure you have read our guide on Structuring your Assets before you start creating them.

Implement an asset naming structure that will be most functional towards:

(i) how users will be conducting the data capture process, and

(ii) what reporting requirement and output is needed. 

Checklists are assigned at an Asset Sub-Class level. This means that for any Asset Number within a Sub-Class the user will be able to select from any checklist that has been assigned to that sub-class. As an example, if you had assets that included light vehicles that you needed to inspect, you would create and assign the checklist at the Make & Model (Asset Sub-Class) level, so you would assign the checklist at the Toyota Hilux level rather than a specific Toyota Hilux with the registration ABC123. Assigning it at the Asset Sub-Class level means that any new assets you create of the same type will inherit those checklists from their parent Asset Sub-Class.

How to add asset classes & asset sub-classes

When adding Asset Classes and Asset Sub-Classes, look in the list to ensure that what you intend to add does not already exist. The list of Asset Classes and Asset Sub-Classes will show all that have been entered for your company (not just your site). If there are entries in existence for other sites that you would like to use, simply click the check box for that line. So it's possible to allow some asset classes in one site but not another.

  1. Select the site to which the asset classes are to be added.
  2. Go to Companies > Site > Asset Classes.
  1. Click the New button to add a new Asset Class and Sub-Class.
  2. Type in the Asset Class and Asset Sub-Class fields.
  3. Select the Asset Category from the Category drop-down menu. You can start typing the name of the category to quickly select it if there many. If the Asset Category doesn't exist, you will see a ➕ icon to the right which will let you add what you have typed as a new Asset Category. If you make a mistake, see the section below on how to update an asset category.
  4. If you want end users to be able to add new assets on the fly in the ChekRite app, tick the Enable on-the-fly Assets checkbox.
  5. To add a default image for the Asset Sub-Class, click Upload button and search for your image file on your computer to add this as an image for this Asset Sub-Class. Adding an image at the Asset Sub-Class level means that you won't have to add it at the Asset level as it will inherit the image of the Asset Sub-Class.

How to add assets 

  1. Go to Assets > General
  2. Click New button
  3. Select the Asset Class / Sub-Class to be added to a specific asset from the drop-down menu. If you don't see the Asset Class you want, you may have to add it or assign it to the site you are currently in.
  4. Type in the specific name of the asset in the “Unit Number” field. The asset should now appear in the list on the left. The Asset / Unit Number does not necessarily have to be a numerical number - it may be a specific name, address, location, product etc however, it must be unique.
  5. If you like, you can add a specific photo for this asset. If you don't add a photo, it will inherit the photo of the Asset Class.
  6. Decide if you want this asset to update it's last known location by checking the Auto Update Location checkbox.

Asset Properties

By default in ChekRite, we require very little information on an asset: asset class, asset sub-class and asset number. However very often you will want to store more information on the asset. This will depend on the sort of business you are in and the sorts of assets you have. For example, if you had a vehicle you might want to store VIN or year of manufacture, or registration renewal date. These asset properties are completely customisable by you.

You can update the value of asset properties in the portal, in the ChekMate app, and even through a checklist. You can also display the value of an asset property in the task of a question.

First you need to define what these asset properties are and then you can enter them.

  1. Go to Advanced > Customise > Tables
  2. If you don't see a table there already called Asset Properties you will need to create one. Do this by clicking the New button, then typing in the name Asset Properties and selecting the Class of Asset Property from the drop down menu.
  3. Then go to Advanced > Customise > Items
  4. Click on the New button and then type the name of the asset property in the Item field. You can optionally add a Description of this asset property.
  5. Then select the Data Type of the asset property from the drop down list. This helps decide how the user will enter that information and what validation will take place.
  6. If you want to be able to search for this asset by this asset property then check the Asset Identifier checkbox.
Sometimes there might be more than one way to refer to an asset. For example, on a vehicle you might have a unit number on the side of it, the number plate on the vehicle, and maybe even a project identifier as a sticker on the windshield. Using an Asset Identifier asset property allows the end user to search for this asset by any of these fields.

How to update asset categories

Be very careful with this. If you change the name of an Asset Category it will affect all the assets that have already been assigned to that category already.
  1. Go to Advanced > Customise > Items.

  1. Select the Asset Category table from the drop down. This will show you all the Asset Categories that have been added in your company
  2. Select the Asset Category that you want to update and modify it.
  3. You can add new Asset Categories here by clicking the New button and entering the name in.

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