Understanding Assets in WorkPal

In field job management, staying organised is essential. Assets are a core part of that organisation. Within WorkPal, an asset represents any physical piece of equipment or item that your business installs,services or maintains at a customer’s site.

Rather than just recording work against a site, assets allow you to track activity against individual pieces of equipment. This provides a clearer picture of service history, maintenance requirements and equipment performance over time.

What Exactly Is an Asset?

An asset is a specific item of equipment that exists on a site and has its own record within the system.

For example, instead of simply recording that you serviced a building, you can record that you serviced:

• A boiler

• A pump

• A fire door

This level of detail helps businesses maintain accurate records and improves traceability when reviewing past work/services.

Assets are always linked to a site, meaning they belong to a location. This structure helps keep customer records clean and ensures engineers can quickly find the right equipment when completing jobs.

Why Asset Management Is Important

Using assets within WorkPal improves operational efficiency and data accuracy.

1. Better Service History Tracking

Every job, inspection or form completed against an asset builds a full history of work completed. This is particularly useful for compliance, audits and preventative maintenance planning.

2. Faster Field Operations

Engineers can quickly locate equipment details on their mobile devices without needing to manually search paperwork or customer records.

3. Improved Accountability

By linking work directly to assets, businesses can clearly demonstrate what work was completed, when it was completed and who completed it.

Adding Assets to the System

Desktop Method

Administrators can add assets directly from the client’s site record. The process usually involves:

• Navigating to the client site

• Select the option to add a new asset
  

• Enter the mandatory details such as serial number, manufacturer etc.

• Click the "add button"

Mobile Method

Mobile users can also add assets while working on jobs. If enabled in system preferences, the asset option will appear within the job screen, allowing new assets to be recorded directly on site.

This flexibility is particularly useful when new assets are being installed or purchased.

Editing Asset Information

Information can change over time, such as serial numbers being updated, parts being replaced or additional details being added.

Users can update asset details by:

• Opening the asset record

• Selecting the edit option

• Updating relevant fields

• Saving changes

Keeping asset records up to date ensures reporting and service history remain reliable.

Asset Scanning With QR and Barcodes

WorkPal also supports barcode and QR code scanning to make asset management quicker in the field.

Engineers can scan labels attached to equipment using the mobile app. The system will then:

• Open the asset record if it already exists.

• Pre-fill some asset details if the barcode is new.

Scanning behaviour can be customised within the system preferences. Businesses can choose whether scanning should:

• Display asset information.

• Open service forms.

• Mark assets as serviced.

This reduces manual data entry and helps engineers complete work faster.