Using Forms with Assets
Link forms directly to an asset
From the 21 September 2026 release, you can select forms to link when adding or editing an asset on the web. This gives mobile users a direct route to the relevant checks when they scan the asset’s QR code.
- Open Assets on the web, then add a new asset or edit an existing asset.
- Select the forms you want to link to that asset.
- Save the asset.
For example, link a vehicle check form to a ute so the relevant check is available beside its asset report.
Open linked forms in the mobile app
- Open QRCode Scanner in the Engage app.
- Scan the QR code attached to the asset.
- Tap View Report to open the asset report.
- Under Complete forms for this asset, select a form to begin, then complete and submit it.
Linking a form makes it available from the asset scan. It is separate from the completed-form history described below.
Forms can be connected to assets to record inspections, checks and other operational information against the correct piece of equipment.
When a form uses an Asset Selector, the selected asset retains the completed form in its Forms tab. This creates a useful history of inspections and checks alongside the asset’s maintenance, documents, training and other records.
Before using a form with an asset:
- The asset must already exist in Engage.
- The required form must have been created.
- The form must include an Asset Selector where an asset needs to be recorded.
- The employee completing the form must have access to the form.
- Where applicable, the Asset Selector may be restricted to a particular Asset Attribute classification.
Form availability and asset selection are separate things. Giving an employee access to a form does not automatically connect that form to an asset.
- Configure the form with an Asset Selector.
- Restrict the selector to the appropriate asset classification where required.
- Assign the form to the employees who need to complete it.
- Open the form.
- Select or scan the asset.
- Complete and submit the form.
- Open the saved asset.
- Select the Forms tab to review the completed record.
Using forms with assets
A form must contain an Asset Selector if the completed form needs to be connected to a particular asset.
The Asset Selector allows the employee completing the form to identify the
asset being inspected, checked or otherwise recorded.
Examples of forms that may use an Asset Selector include:
- Vehicle pre-start checks
- Plant inspections
- Weekly equipment checks
- Condition assessments
- Cleaning or servicing checks
- Compliance inspections
The Asset Selector can be configured so employees are presented with the appropriate type of asset.
Where required, restrict the selector using the relevant Asset Attribute classification.
Example:
A Weekly Heavy Plant Check could be restricted to assets classified as
heavy plant rather than displaying every vehicle, laptop, building and tool
in the Asset Register.
Keeping the available asset list relevant makes the form quicker to complete and reduces the chance of selecting the wrong asset.
Employees must also be given access to the form through the applicable
form scheduling or assignment process.
Once assigned, the form will be available to the employee through their Forms area.
Depending on your authorities and configuration, an authorised employee may also be able to complete a form on another employee’s behalf.
Completed forms are retained against the appropriate employee record as well as any asset selected on the form.
Open the form and locate the Asset Selector.
Select the asset being inspected or checked.
Check the asset number and name before continuing, particularly where your organisation operates several similar vehicles or machines.
Complete the remaining form fields and submit the form.
Assets can also have a QR code that can be printed and attached to the physical asset.
Where the form and workflow support asset scanning, scanning the QR code can identify and populate the asset without manually searching through the Asset Selector.
This can be particularly useful for:
- Plant pre-start inspections
- Fleet checks
- Equipment inspections
- Assets located around a site
- Multiple similar assets where visual identification alone may be unreliable
The QR code provides a simple bridge between the physical asset and its Engage record.
Once a form containing an Asset Selector has been completed, open the relevant asset.
Select the asset’s Forms tab.
The Forms tab lists completed forms where that asset was selected.
Information displayed may include:
- The form name
- The employee who completed it
- The date completed
- An action to view the completed form
Open the completed form when you need to review the inspection, check or information recorded against the asset.
Repeated forms create a useful operational history against the asset.
For example, a vehicle or item of plant may accumulate:
- Daily or weekly pre-start checks
- Condition inspections
- Maintenance records
- Defect records
- Supporting documents
- Incidents
- Training and competency information
Keeping these records connected to the asset makes it easier to understand how the asset has been used, inspected and maintained throughout its life.
This supports practical asset management while also providing evidence for relevant health and safety, compliance and inspection requirements.
Some asset forms may also be configured to capture a meter reading such as kilometres or operating hours.
For the meter-reading workflow to be available, the asset must have the appropriate meter maintenance assigned.
If the asset does not have applicable meter maintenance, the asset may still be selected on the form, but the meter reading cannot be captured against that maintenance workflow.
The asset does not appear in the Asset Selector
Check the asset’s Asset Attribute classification and any classification
restrictions configured on the form.
The completed form is not showing on the asset
Confirm that the correct asset was selected on the form before it was
submitted.
I can select the asset but cannot enter a meter reading
Check that the asset has the appropriate meter maintenance assigned.
The Asset Selector contains too many unrelated assets
Review whether the selector should be restricted to an appropriate Asset
Attribute classification.
The QR code does not identify the expected asset
Confirm that the QR code was downloaded from the correct Asset record and
replace the physical label if necessary.
