Asset Register and Activity

Use Assets for any physical resource your RTO needs to track: a vehicle, room, simulator, machine, training kit or something else. The register and activity history work for every organisation; turning on appointment scheduling simply adds booking capabilities and the Show on booking board setting.

Access required

Choose the task you are doing. Each row is a separate action.

Assigned trainers can capture activity through their own delivery screens. Temporary movements and corrections still follow the asset's operational rules.

Add an asset

Open Assets and click Add Asset with Classes, sessions and bookings: Manage. Viewing the register needs View in that area; logging activity needs Edit. Assigned trainers can capture activity through their delivery screens. Configuring assets and reusable activity templates needs Manage. Give the resource a clear name, choose its type, and optionally record an identifier and permanent home location. If the home location is not listed yet, type its name and choose New location to add it without leaving the form; this needs Locations: Edit. The location lists show every active location, however many your organisation has. Use Out of service when the resource remains part of the live register but cannot currently be used. Archive it only when it should no longer receive new activity.

Create one reusable template

Members with Classes, sessions and bookings: Manage open Activity templates from the navigation (next to Assets) and click Add template. A template contains the name your team recognises, an activity type and any responses people must capture.

For a check template, choose When it is required:

• Not required: the check is available to log but never shows as due.
• Start of day: due before the asset first goes out. It goes to the trainer with the asset's first session that day. If that session ends with the check still undone, it passes to the trainer with the next session.
• End of day: due after the asset's last session of the day, for that session's trainer.
• Before every session or After every session: due for each session, for that session's trainer.

A required check shows on Today in the trainer app for the trainer whose turn it is. On any day a covered asset has bookings, the booking board also shows a Check due chip on that asset's lane until someone completes the check, then Check done. The template list shows the timing as a badge. A missing check never blocks bookings.

Choose the smallest useful coverage rule:

• All assets applies to every non-archived asset, including assets added later. A 16-truck fleet needs one shared pre-start template, not 16 assignments.
• Filter by asset type or home location is useful when a check applies only to rooms, simulators or resources based at a particular site. When you configure both dimensions, an asset must match both.
• Selected assets is for a genuinely small exception set.

For a check, add rows such as Tyres and wheel nuts, Emergency equipment or Room clear and safe. A row can capture pass/fail, yes/no, text, a number with a unit, or one of your own choices. Required responses are enforced when the activity is submitted. A failed pass/fail item can also require a note and photo.

Log activity on one asset

Open an asset and choose Activity → Add activity. Pick an applicable template or choose One-off activity, complete the fields, and attach photos or documents. Evidence is private to your organisation and each file can be up to 20 MB.

The activity types are intentionally broad:

• Movement: temporarily place the asset at another registered location for a start and end time.
• Check: record a pre-start, safety check, room inspection or equipment checklist.
• Issue: capture a fault or concern, including photos and whether it makes the asset unavailable.
• Work / service: record planned or completed repair, maintenance, calibration or other work. The provider can be a free-text external location.
• Note: add operational context that does not need a structured workflow.

Every asset keeps its own timeline. Editing a template later does not alter past records because each submitted activity keeps a snapshot of the template version used.

Temporary location and availability

A Movement must use a registered RTObase location and a bounded time range. During that whole range, appointment scheduling treats the asset as being at the destination rather than its home location. This keeps location timezones, closures, booking suggestions and conflict checks consistent.

Mark a check, issue, movement or work activity Unavailable when the asset must not receive bookings during its range. An activity with no end, such as a failed pre-start or repair with an unknown duration, remains unavailable until staff select Return to service. Returning it early ends the booking block but preserves the original submitted record and evidence.

If a new movement or unavailable period overlaps an existing booking, that session appears under Needs attention so staff can reschedule it. New bookings, edits, slot suggestions and the booking board all use the same effective-location and availability rules.

Staff can also manage maintenance directly on Bookings Schedule. Choose Unavailable on an asset lane, record the dates, workshop and evidence, then click the saved card to edit a planned or open period or return the asset to service. The asset's Activity tab keeps the same record. A returned period stays on the board as Returned to service, with its details and evidence read-only.

History and corrections

Submitted activity and evidence are retained as operational history rather than hard-deleted. Members with Classes, sessions and bookings: Manage can archive templates so they are no longer offered, while existing records keep their original template snapshot. Use the asset's Audit Log for the database change trail and the Activity tab for the staff-facing operational record.

Asset audit history

Audit access is separate from viewing or changing the record. Grant it only to members who need to review change history.

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