Customers & their kit
Equipment & Assets
What an asset is here
An asset belongs to a customer, and optionally to one of their properties. You record the name, brand, model, serial number, install date and warranty expiry. From then on it has its own page, and everything that happens to it collects there rather than being spread across the jobs it happened on.
Add one from the customer's record, under Equipment. A customer with three properties and six boilers is the normal case, which is why the property is part of the record rather than assumed.
Service intervals and what is due
Give an asset a service interval in months and it starts telling you when it is due. The next date is worked out from the last service logged against it, or from the install date if nothing has been logged yet — so it is right from the day the record is created, not only after the first visit.
| Status | What it means |
|---|---|
| Not tracked | No interval set. Nobody is expecting to service this. |
| Unknown | An interval is set, but there is no service and no install date to count from. |
| Due soon | Inside the window. It also appears on the dashboard widget. |
| Overdue | Past its date. Shown in red on the customer record and the register. |
| OK | Tracked, and not due yet. |
Worth knowing
The QR sticker and the customer's view
Every asset gets a printable QR sticker, downloadable as an SVG so it stays sharp at whatever size your label stock is. Stick it on the unit. Scanning it opens a public page showing that asset's details and service history — no login, no account.
The same page carries a fault report form. A tenant who scans the sticker can describe what is wrong, and it lands on the asset's page under “Reported by the customer”, where you can raise a job from it in one step, with or without a time.
Worth knowing
Certificates: safety forms filed against an asset
A safety form filled in on a job can name the asset it is about. Do that and the finished form is filed against the asset as well as the job, so a year later “when was that boiler last certified” is a question the asset page answers.
You pick the asset at the top of the form itself, while filling it in — not when attaching it. On a site with four boilers you find out which one you are standing at by reading the plate, which happens after the form is open.
The named asset also prints on the generated PDF. A gas safety record that does not say which appliance it certifies is not a record of anything, and the PDF is the copy that leaves the building.
Worth knowing
Printable registers and reports
Three PDFs, each answering a different question:
| Document | Where from | What it answers |
|---|---|---|
| Asset register | Customer record → Equipment | Everything this customer owns, with serials, warranties and next service dates. The sheet a landlord or an insurer asks for. |
| Asset service report (job) | Job → Equipment used | Which assets this visit touched, and what was recorded against each. What you leave behind or email afterwards. |
| Asset service report (single asset) | Asset page | One unit's whole history: its details, every service logged, and every safety form filed against it. The one asked for when a property changes hands. |
All three read the same underlying service dates as the screens do, so the paper and the app can never disagree about when something is next due.
Worth knowing
Photos, documents and the service log
Each asset holds photos and documents — a manual, a commissioning certificate, a picture of the data plate — and a running service log you can add to by hand. Recording equipment used on a job also writes a line into that log, so the history stays populated without a separate step.
What this does not do