Assets

Creation date: 19/10/2021 11:28 am Updated: 22/2/2024 10:44 am

Assets can be found in virtually every company, ranging from fleet, tools, or electronic equipment. Engage provides you with the ability to store all relevant asset information in one place, with the ability to keep on top of any maintenance due, link assets to incident investigations, forms, and even training.

When setting up your Assets, we recommend ensuring you have first customised your Attribute Tree with your relevant classifications, then adding in any applicable maintenance schedules, and then adding in your asset records.

Asset Attributes

Engage provides you with an attribute tree structure to classify your assets as required. This assists with grouping, reporting, and allowance of custom user fields at each attribute level.

Attribute Icons

	Update Capex approver
	Edit attribute name
	Adds classification level
	Deletes the attribute
	Allows you to set up User Fields at classification level

Capex Approvers

Please note the Capex Approvers links to our Capex module, which is an additional module in Engage. To learn more about Capex, please click here.

User Fields

The User Fields are custom queries that can be added when that particular line of attributes is selected against an asset. For example, you may want to know the engine size / colour / type of petrol that gets used when Fleet / Passenger Vehicles is selected.

When you go to assign the Attributes against an asset, these fields will pop up as mandatory fields that will need to be filled in to capture this information. These details will then appear on Report Builder.

Assigning Attributes to an Asset

Once you have set up an asset, you are able to classify as required. This is done through the creation of a new asset, or attribute tab on the asset (Assets / Assets / "View" next to the applicable asset / 'Attributes' tab). Any custom user fields will appear once the specific combination of attributes has been selected.

Asset Maintenance

Before creating your assets, you will be required to set up your maintenance schedules.

Maintenance schedules can be based on date or based on meter readings.

You can add in as many maintenance schedules as required.

Once complete, these can be assigned to your assets by clicking "View" next to the relevant asset / Maintenance / Schedule Maintenance / "Assign Maintenance".

Scheduled Maintenance

You are able to create Scheduled Maintenance or Meter Maintenance against an asset as required. To set up scheduled maintenance, ensure that the schedule has been created under Assets / Asset Maintenance. You can then assign this against an asset by clicking "View" next to the relevant asset / Maintenance / Scheduled Maintenance. You can select the schedule as well as the start date.

Once you have saved the maintenance, you can then put in your last maintenance information, and Engage will automatically pick up your date range assigned to the maintenance schedule.

We will remind you 3 months prior on your Engage dashboard under the Asset Maintenance widget, as well as send you email reminders 4 weeks prior. You will also see the maintenance due on the Engage calendar.

Meter-Based Maintenance

You are able to create Scheduled Maintenance or Meter Maintenance against an asset as required. Please note there is a limit of 2 meter-based maintenance schedules per asset. To add a new meter-based maintenance schedule against an asset, ensure that it has initially been created under the Asset Maintenance tab, then "View" the asset, and click on Maintenance / Scheduled Maintenance.

You can then assign maintenance to the asset, and select Meter as your schedule type.

Ensure you enter your meter unit (unit of measurement) and meter limit (amount until maintenance is due).

Reactive Maintenance

If maintenance is required that is not scheduled, you can record this information under the Reactive Maintenance tab on the asset. You can access Reactive Maintenance by clicking "View" next to the relevant asset, Maintenance, Reactive Maintenance. Fill in the form as applicable, note that all fields with a red asterisk are mandatory fields.

Defining Areas (within Branches)

When setting up an asset, you will be required to add in a physical location. In order to keep locations consistent throughout Engage, we have added in the ability to define areas and sections within every branch. To access these, go to Customer Admin / Branches and "View" the relevant branch. Please note that only those with relevant authorities have the ability to see the Customer Admin section.

Click on "Add Area" to add a new area to the branch.

Once the areas have been added, click on the "Add Section" icon to break down the area into sections.

Now, when entering assets, you can define the location of the asset using the areas and sections available.

Setting up an Asset

The Engage asset module can be used for any asset form large buildings to small plant items.

To enter a new asset simply click on Assets / Assets / "Create New Asset" and complete the form. Note that any field with a red asterisk is a mandatory field:

Once an asset has been saved, you can Edit, Copy or Delete as required.

Notifications

As maintenance becomes due, the Engage application will send an email alert to the employee that has been assigned the asset, as well as the employee(s) listed as the company asset contact (Customer Admin / Organisation / Companies / "Edit" / Company Asset Contact(s)) four weeks before the due date, or if the last entered meter reading is within 10% of the required meter reading.

A desktop notification will also be generated 3 months in advance, and the upcoming maintenance will be recorded on the dashboard, and on the calendar view.

You also have the ability to select 'Priority Asset Maintenance' when setting up the maintenance schedule to separate out certain maintenance schedules (these will appear on both maintenance lists). Please note, only those listed as the Company Asset Contact(s) will see Priority Asset Maintenance on their Engage Dashboard.

Asset maintenance will also be visible by those who have been assigned an asset, those with View/Admin: Branches authority, or Admin: Companies authority on the Engage Calendar. The Calendar can be accessed via the app or the web. To learn more about the Engage Calendar, please click here.

Reporting

There is a report section available in the Report Builder containing asset information.

Employee Bio

If an asset is assigned to an employee, it will show in the asset tab within their employee bio, as well as a summary on their Engage app.

Assigning an Asset to an Employee

To assign an Asset to an employee, simply click on the 'Edit' button next to the Asset and ensure Assigned Individual is checked. By checking this field, we will prompt you with an employee drop-down option, as well as the date the asset was assigned to them.