Linking Assets to other areas of Engage

Creation date: 22/2/2024 9:54 am Updated: 20/9/2026 1:58 pm

The Assets module can link to a variety of other modules found throughout Engage.

Forms

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.

Please note, the Forms module is an additional module that can be added to your Engage base package. To learn more about Forms, click here.

Before creating your form, it is recommended that you set up your asset attributes into preferred grouping, as any selection from the first tier of attributes can be selected as a category when setting up your form. You can learn more about customising your asset attributes here.

You can then create your form by popping to Forms / Templates / "New Template". To include assets on your form, you will need to ensure Asset Selector is included from the side bar. When editing this form element, you will see that you can select which attributes you want to show when employees fill out the form.

You can also include meter maintenance recording on your form. To learn more about adding this into your form, click here.

Any forms that are completed that have a particular asset selected will appear under Assets / Assets / "View" next to the applicable asset / Forms tab. From here, anyone with Assets: View, Assets: Manage authorities, or if they are a company asset contact (Customer Admin / Organisation / Companies / "Edit" / Company Asset Contact(s) field) can see the completed form PDF with your company branding on it.

Please note, the Asset authority works in conjunction with other authorities. If someone has an Asset authority, but cannot see the asset, this could be because they also need View/Admin: Branches authority (to see any assets associated with the applicable branch), or the asset has not been assigned to them.

Capex

Please note, the Capex module is an additional module that can be added to your Engage base package. To learn more about Capex, click here.

Linking your Capex module to your Assets module allows any approved Capex to pull through directly to the Asset listing page with capex information pulling through as asset details.

You will need to ensure your Asset Attributes have been set up as needed, that your Capex approvers have been entered per attribute, and that "Yes" has been selected under the query "Create asset on approval?". To learn more about setting this up, please click here.

Training

You can also link Training Courses directly to an asset to show information regarding who has been trained to use a specific piece of equipment. To learn more about Training Courses, please click here.

To allocate a training course to an asset, you will need to ensure that the asset has firstly been created, then pop to Customer Admin / Training / Courses, and select your assigned asset from the Assigned Assets field.

Going forward, any training that has been marked completed against an employee with this asset attached will show under the asset. You will find this information under Assets / Assets / "View" next to the applicable asset / Training tab that will show a list of all staff who have completed this training, alongside the number of days until their training requires renewal.

Incidents

You are also able to link your assets to your incident investigations to build a picture of EG if the same piece of machinery keeps prompting Near Miss events. To do this, click on Incidents / "Complete Incident Investigation" next to the relevant incident, then ensuring that Linked Asset is set to Yes, and then begin typing to show the asset which you can select from the list.

If your asset is not showing, you will need to check that the asset is linked to the branch that is selected in the 'Branch Responsible for Incident' field, as the drop-down will only show assets linked to that specific branch.

Any assets that are linked to incident investigations will pull through against the asset. To find this information, you can click on Assets / Assets / "View" next to the applicable asset / "Incidents" tab. From here, anyone with asset authorities as mentioned above will be able to download a PDF of the initial incident that is raised. Please note, the PDF found here does NOT include the incident investigation data.

This information is also found under Report Builder and can be exported as needed.

If you have any other queries about Assets or Engage, please contact us at support@engagesolutions.co.nz and we will get back to you as soon as we can.

Need help? Contact support@engagesolutions.co.nz.