Asset Records, Service History and Certificate Tracking
An asset record carries make, model, serial number, asset tag, installation date and both manufacturer and service warranty expiry dates. Every job performed, part replaced, reading taken and certificate issued accumulates on it, so the next technician arrives already informed.
What problem does it solve?
The same equipment is visited many times over the years. Without knowing what was done before, diagnosis takes longer, recurring faults go unnoticed and warranty status becomes contestable.
Asset records are part of the field service module, included in the Pro and Enterprise plans.
What you can do
Equipment identity
Make, model, serial number, asset tag, purchase date and installation date are all recorded.
Warranty tracking
Manufacturer and service warranty expiry dates are held and shown when a work order is opened.
Service history
Every work order, diagnosis, resolution and replaced part on that item accumulates in date order.
Certificate expiry
Inspection, calibration and compliance certificates are recorded with type, number, issuing body, issue and expiry dates, and the document file.
Meter and measurement logging
Engine hours, page counts, temperatures and generation figures are logged with dates so the trend is visible.
Hierarchical equipment
Equipment can be nested under other equipment, so site-level installations are tracked as a whole.
Why the asset record is the centre of service work
In field service the real entity is not the customer but the equipment. Customers change and addresses change, but the identity and history of a machine stay constant — which is why the record structure should be built around it.
An asset record gathers everything known about that item: what it is, where it sits, its warranty status, its past faults, the parts replaced, the readings taken and the certificates held.
The practical consequence is that a technician reads the history before travelling. Someone who knows the same fault has recurred three times reaches a conclusion far faster than someone treating it as new.
Clarity on warranty status
Most pricing disputes arise from warranty uncertainty. If it is unclear when equipment was installed, when its warranty ended and whether earlier work was covered, an argument follows.
Asset records hold manufacturer warranty and the service warranty you provide separately. The status is shown when a work order is opened, so pricing rests on a record rather than a guess.
Certificate and compliance tracking
Many field service verticals involve documents with expiry dates: lift inspections, extinguisher servicing, pressure vessel checks, calibration certificates. Tracking these by spreadsheet stops working as a portfolio grows.
Certificates attach to the asset record with type, number, issuing body, issue and expiry dates and the document file. Those approaching expiry become visible.
This record is also the first thing an inspector asks for; a documented history of maintenance and certificates is the concrete proof that obligations have been met.
Certificate type, number and issuing body
Issue and expiry dates
Document file attached to the record
Visibility of certificates approaching expiry
Certificates linked to the relevant work order
Meter readings and usage-based maintenance
For much equipment, service intervals depend on use rather than the calendar: engine hours on a generator, page count on a printer, running hours on a forklift, output on a solar array.
Meter readings are logged on the asset with value, unit, date and the technician who took them. Capturing a value at each visit reveals the equipment's real usage pattern.
That serves two purposes: planning maintenance at the right moment, and billing contract customers by usage.
How to get started
Define equipment categories
Enter the types of equipment you maintain and link them to workflow templates.
Create asset records
Record equipment with make, model, serial number and warranty details.
Link to a service location
Define which address the equipment sits at.
Attach certificates
Upload inspection and compliance certificates with their validity dates.
Log readings at each visit
Capture meter values so maintenance is planned from actual use.
Frequently Asked Questions
Can I see what was done to the same equipment before?
Yes. Every work order, diagnosis, replaced part and meter reading is held on the asset record in date order.
Can I see warranty status when opening a work order?
Yes. Manufacturer and service warranty expiry dates are held on the record and shown at that point.
Can I track inspection and certificate expiry?
Yes. Certificates attach to the asset with issue and expiry dates and the document file.
Can I log meter readings?
Yes. Engine hours, page counts, temperatures and similar values are recorded with unit and date.
Can I nest equipment under other equipment?
Yes. Cameras can sit under their recorder, for example, so the system reads as a hierarchy.
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