Overview

The Assets section of the Workshop module is where you set up the vehicles, plant and equipment that the workshop team will be maintaining.

Assets defined as Fleet are available for the operations team to allocate to driving jobs. Assets defined as Plant are workshop-only: they are maintained and serviced through Workshop but do not appear in operations allocation views.

Prerequisites

Set up Owners (required)

Asset fields

The following fields are common to all assets.

Category

Defines whether the asset is Fleet or Plant.

Fleet: the asset can be allocated to operations jobs such as urban route services, school services, and charters. Available subcategories: Bus, Car, Trailer, and Truck.
Plant: the asset will not be available for allocating to operations jobs but will be maintained by the workshop team. Examples include buildings, forklifts, golf buggies and workshop equipment.

❕Note: The category cannot be changed after the asset has been created.

Subcategory

Defines the type of asset. The icon shown for the asset on workshop schedule views is based on the subcategory. Depending on the subcategory chosen, some additional fields may be required.

Owner

The entity that owns the asset. Owners can be your own organisation or a third party (such as a school or government body). Learn more

Garaged at

The location where the asset is currently based. Setting this to Owner indicates the asset is kept at the owner's premises.

Asset Group

The service plan this asset belongs to, which defines its service schedule and intervals.

Engine Model

Used when scheduling services to determine which parts are required for the task. Learn more

Fleet fields

The following fields appear when the asset category is Fleet.

Seat Capacity

The number of passengers the asset can carry. The order in which assets appear in operations views is based on seat capacity.

Vehicle Type

Select from one of the predefined vehicle types. Learn more

Licence Class

When set, only staff members holding the selected licence class or higher can be allocated to a job involving this asset. Leave blank if no licence restriction applies.

Pre-Departure Checklist

The pre-departure checklist for this asset. Mandatory. Learn more

Registerable asset fields

The following fields appear when the asset subcategory is Bus, Car, Trailer, or Truck.

Registration Number

The current registration number for this asset.

First Registered

When this asset was first registered.

Registration Due

When the registration of this asset is due for renewal.

Bus and Truck fields

The following fields appear in addition to the registerable asset fields when the subcategory is Bus or Truck.

Does this asset need heavy vehicle inspections

Indicate if this vehicle is subject to transport department heavy vehicle inspections. Setting this to Yes enables the Inspection No and Inspection Expiry Date fields.

Inspection No

The current heavy vehicle inspection number for this asset.

Inspection Expiry Date

When the current heavy vehicle inspection expires. The HV Machinery Schedule shows assets coming due for inspection based on this date.

Is low floor

Bus only. Indicate if this asset is a low floor bus. Assets marked as low floor appear with a green highlight on workshop schedule views.

Fatigue Regulated Vehicle

Indicate if this asset is a heavy vehicle subject to fatigue regulations. Setting this to No excludes jobs allocated to this asset from fatigue rule checks.

Creating an asset

Navigate to Workshop → Assets.
Click ➕ in the header to add a new asset. Only users with the Workshop role see ➕ and can create or edit assets.
Complete the relevant fields as described above. Fields marked with * are mandatory. The asset name must be unique.
Click Submit to save.

Viewing and editing an asset

Navigate to Workshop → Assets.
Click the asset Name to open the Manage Asset page.
Click the Edit button ✏️.
Make the required changes and click Submit. The asset name must be unique if changed.

Asset lifecycle statuses

Assets move through a lifecycle from when they are first added to the system through to decommissioning. Workshop administrators can change an asset's status to control its visibility to the operations team.

On the Manage Asset page, the Triple Dot Menu has Change Status (Fleet assets only) and Decommission. Both need the Workshop role. Decommissioning clears all upcoming service schedules and inspections, and no defects, tasks, jobs or purchase orders can then be created for the asset. Neither action is offered once an asset is decommissioned.

🧠 Learn more: Asset Lifecycle Statuses

Asset reports

The following reports are available from the Assets list page Triple Dot Menu.

Report	Description
Export to Excel	Exports asset details, component and parts registers, and tech specs. Includes last inspection date.
Export Oils, Filters & Belts to Excel	Exports assets with their oils, filters, and belts from the parts register.
Export Service Details to Excel	Exports assets with their last and next service information.
Export CUBIC Info for All Assets	Exports assets with relevant CUBIC information.
Export Components Register to Excel	Exports assets with all component register information.
Export Fuel Report to Excel	Exports all fuel entries within a specified date range, itemised by asset.
Export Fuel Consumption Report to Excel	Exports assets with total fuel consumption calculated from distance travelled and fuel records.
Export Maintenance Costs Report to Excel	Exports, for each listed asset over a date range (Start Date, End Date), its fuel and AdBlue litres and its labour and parts costs, with parts also broken down by part category. Where there is more than one workshop depot, Split by workshop depot splits each asset's costs by depot.
Generate Asset Cost Report	Generates a PDF of the detailed parts and labour report for all the listed assets at once. Select a date range and whether the report is for internal use (internal costs) or external use (charged costs).
Asset Garaged-At History	Exports where each listed asset was garaged between two dates (From, To), one row for each period at each location.

❕Note: The list of assets included in exports is based on the filters applied to the list page.

The following reports are available from within the Manage Asset page.

Report	Description
Generate Asset Job Detailed Parts And Labour Report	Outputs the overall cost of parts and labour, and a list of parts used to repair or service the asset. Select a date range and whether the report is for internal use (internal costs) or external use (charged costs).
Generate KMs Report	Outputs the total kilometres travelled during a given time period.
Generate Asset Report	Outputs the full asset specification including asset details, tech specs, and parts register.

In This Topic

Related Topics

Owners

Asset Lifecycle Statuses

Asset Groups

Vehicle Types

Preventative Maintenance

Pre-Departure Checklists