Asset registers and asset surveys
Asset register softwarebuilt by walking the building.
A register is only useful if someone can find the asset again. Scan the label, capture the serial and model, photograph the condition and pin it to the room it actually sits in — then keep it current on the next visit instead of rebuilding it.
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312
Assets
48
Spaces
1
Visit
One floor of a live asset survey
Most asset registers are accurate for about a week.
A register built in a spreadsheet from someone's site notes starts drifting the moment it is finished. Serials get mistyped, locations are described rather than mapped, condition is a word, and nobody updates it because updating it means starting again.
Locations you can't act on
"Second floor plant room" is not enough when the building has three of them.
Serials typed twice
Reading a serial off a label and typing it into a spreadsheet is where most register errors come from.
Condition with no evidence
A register that says "fair" tells the next surveyor nothing a photograph would have told them instantly.
Walk it once, register it properly.
A register that stays worth having.
Assets are first-class records, not rows. Each carries its own data, its evidence and its place in the building, and every later visit adds to the same record.
✓Label and barcode capture
Scan the serial, model or asset tag from the label and assign it straight to the asset's data points.
✓Any data point you track
Serial, model, install date, warranty, test result, condition rating — define the fields your register actually needs.
✓Pinned to the room
Each asset sits in a mapped space, so the next engineer is sent to a room rather than a description.
✓Photographic condition
Attach images to the asset itself, with annotation and on-image measurement where it helps.
✓Surveyed offline
Plant rooms and basements have no signal. Capture the whole survey on the device and sync afterwards.
✓Exports as the register
The captured record becomes the register or the client report, rather than being retyped into one.
Start from an asset survey template.
Open the ready-made asset capture form, set the data points your register needs, and assign it to the spaces you are surveying.
✓Asset type and description
✓Serial, model or asset tag, scanned
✓Location — building, floor and room
✓Install date and warranty
✓Condition rating with photograph
✓Last tested or serviced
✓Action required
What is asset register software?+
Asset register software is used to build and maintain a record of the physical assets in a building or estate — what each asset is, where it is, its identifiers such as serial and model, its condition, and its service or test history. The advantage over a spreadsheet is that each asset is a record rather than a row: it can hold photographs, be tied to a specific room, and be updated on later visits instead of being rebuilt from scratch each survey.
Can serial numbers be scanned rather than typed?+
Yes. Label capture reads the serial, model or part code from the asset's own label and assigns it to the right data point on the record, which removes the most common source of error in a register — someone reading a long alphanumeric code and typing it into a spreadsheet.
Can we define our own fields?+
Yes. Assets hold whatever data points your register needs — install date, warranty expiry, test results, condition rating, responsible department — so the register matches how your organisation actually tracks assets rather than a fixed template.
How are assets tied to locations?+
Each asset belongs to a space on the floor plan — a specific room, riser or zone within a building and floor — rather than to a free-text description. That is what lets someone be sent directly to the asset months later.
Can an existing register be kept up to date rather than replaced?+
Yes. A survey visit adds to the existing asset records rather than creating a parallel set, so condition, test results and photographs accumulate against the same asset over time.
Does asset capture work without a signal?+
Yes. Plant rooms, basements and risers are exactly where assets live and signal does not. The whole survey — scans, photographs, data points — is captured on the device and syncs when connectivity returns.
Go deeper
Guides and tools behind this workflow.
See it on your next job