Help Centre

MyAsset supports three scanning technologies so you can choose what works best for your assets and environment:

NFC (Near Field Communication) — Hold your phone against an NFC-tagged asset for instant identification. No need to open the camera — just tap and go. Works with any modern smartphone.

QR Code Scanning — Use your device camera to read printed QR stickers or labels. You can also pick images from your photo gallery to scan printed documents or screenshots.

RFID (Radio Frequency Identification) — For bulk scanning. Connect a compatible RFID reader device (Android only) and walk through a room — dozens of assets are identified in seconds without physically touching each one.

Once any asset is scanned, you'll see context-aware actions: view details, check it out, return it, transfer it, or perform a service.

Checking out: When you need assets, go through the checkout flow — select items by scanning (NFC, QR, or RFID) or browsing the catalogue. Specify which job site you need them for, choose a pickup location, set a return date, and confirm.

Returning: When you're done with the assets, scan them back in through the return flow and select the drop-off location. The system logs the return with a timestamp and your name.

Express Checkout: For high-volume environments where speed is critical, use Express Checkout — enter general information once, then rapid-scan multiple assets in quick succession. Two taps and you're done.

Transfer assets from one person to another without returning them to the warehouse first. Essential for shift handovers, team rotations, and inter-site asset movements.

How to transfer:

• Scan the assets you want to send
• Select the recipient from your team list
• Add a reason and any notes
• Submit the transfer

The recipient gets a notification and can accept the incoming transfer. You can also do partial transfers — transferring only some assets from a larger checkout order to a colleague.

Reservations: Book assets in advance for future use. Select the assets you need, specify the date range, and if they're available the reservation is confirmed. You can edit, extend (requires admin approval), or cancel anytime. Expired reservations are automatically cancelled so the system always reflects current availability.

Requests: If your organisation requires admin approval before checkout, you submit a request instead. Specify which assets, quantities, and dates. Your admin gets notified, reviews it, and approves or declines with optional notes. Track your request status in real time.

Express Checkout is designed for high-volume environments where speed is critical — like busy construction sites or large warehouses.

How it works:

• Enter the general checkout information once (job site, return date, pickup location)
• Then rapid-scan multiple assets in quick succession
• Each scan instantly adds the asset to your checkout

No need to fill in details for each individual asset. Two steps instead of five — get your gear and get moving.

The Warehouse is your master asset registry. Here's how to add assets:

Individual assets (mobile): A guided step-by-step flow walks you through attaching a physical sticker, scanning it, uploading a photo, recording accessories, setting up servicing schedules, and entering warranty information.

Bulk upload (web): Import multiple assets at once via CSV upload. Map your columns to MyAsset fields and import hundreds of assets in seconds.

You can organise assets into categories, view and edit asset details, and manage the full lifecycle from creation through to retirement (via the deletion request approval process).

The Manage Users module has three tabs:

• Users — your active user directory. Edit details, change roles, activate/deactivate
• Invites — pending invitations that haven't been accepted yet (auto-cleaned after 7 days)
• Organisations — manage the multi-tenant hierarchy of organisations and sub-organisations

Invite new users individually or in bulk. Assign them as Asset Users (field staff) or Asset Masters (administrators). Export all user data to PDF or Excel, and filter by status, date range, or sub-organisation.

Service Templates are configurable inspection checklists that standardise how services are performed across your organisation.

Creating a template:

• Define a series of questions or checks to complete during a service
• Choose input types: text, yes/no, ratings, or photo uploads
• Assign templates to specific asset categories

Every time an asset in that category is serviced, the technician follows the same standardised procedure. Templates can be edited, rearranged, duplicated for similar asset types, and deleted when no longer relevant. A full version history is maintained.

Make MyAsset look like your own platform. Administrators can customise:

• Upload your organisation's logo
• Configure theme colours
• Choose which fields are visible on asset forms
• Add or remove detail fields
• Rearrange the order of menu items

No developer needed — all customisation is done through the Settings module. Standard users can also rearrange their personal menu items to match their preferred workflow.

Notifications keep your team informed about events that need attention. They're delivered in real time and cover:

• Asset request approvals and declines
• Incoming transfer requests
• Reservation approvals and reminders
• Service due dates
• Return reminders
• System alerts

Users can view notification history and take action directly from the notification. Available on both web and mobile.

Order physical asset tags directly through the platform (web only, admin access required).

How to order:

• Choose between Standard and Premium tag types
• Customise with your organisation's logo and a custom prefix
• Define the sequence numbering for your tags
• Place the order with PayPal payment

Tags are shipped pre-encoded and ready to stick. You can save draft orders to complete later, view order history for reordering, and change your subscription plan at any time.

Once your tags arrive, here's how to link them to assets:

• Go to the Warehouse module and add a new asset (or select an existing one)
• The mobile flow walks you through: attach the physical sticker → scan it → upload a photo → add details
• The tag is now permanently linked to that asset in the system

Tips: Stick NFC tags on a flat, clean surface. For metal assets, use metal-mount tags. For outdoor assets, use IP67 waterproof tags. Cable tie tags work great on pipes, cables, and scaffolding.

RFID readers connect to Android devices and enable bulk scanning — identify hundreds of assets in seconds without physically touching each one.

Getting started:

• Pair your RFID handheld reader with your Android device
• Open MyAsset and navigate to the RFID scanning module
• Walk through the area while the reader automatically captures asset tags
• Scanned assets appear in your list in real time

Note: RFID scanning is currently available on Android only. The reader device is a UHF handheld that can scan tags from several metres away, even through boxes and containers.

GPS trackers provide real-time location monitoring for high-value or mobile assets.

Setup process (web admin only):

• Activate the tracking device in your admin dashboard
• Link it to a specific asset
• The device reports its location via 4G LTE cellular connectivity
• Monitor real-time location on an interactive map with marker clustering

The system tracks battery level, signal strength, and update schedules. Devices can be activated, deactivated, linked to different assets, unlinked, or retired. SIM connectivity is managed through Vodafone and Kore Wireless. There's a $9/month monitoring fee per tracker.

Complete physical stocktakes in minutes instead of days using RFID.

How to run an audit:

• Define the audit scope — a specific location, category, or full site
• Walk through the area with your RFID reader
• The system automatically captures asset tags as you move
• A variance report is generated showing: assets found, assets missing, and unexpected assets
• Save the audit with notes and a digital signature for compliance

The system compares what was scanned against what's expected at that location. No more clipboard counting — just walk and scan.

The Servicing module provides complete maintenance and compliance management.

To perform a service:

• Start a service session on any asset (scan it or select from list)
• Work through the configurable inspection checklist
• Capture photos of any issues you find
• Add notes where needed
• Sign off with a digital signature

The completed service report is stored against the asset's history. Fully versioned so your organisation can demonstrate compliance over time.

Service Templates standardise inspections across your organisation. Create them once, use them every time.

Template question types:

• Text input — free-form notes and observations
• Yes/No — simple pass/fail checks
• Ratings — condition scoring
• Photo upload — visual evidence of condition

Assign templates to asset categories so every service follows the same procedure. Duplicate templates for similar asset types to save time. Full version history tracks how procedures evolve.

Administrators can schedule services in advance so nothing gets missed.

• Set service due dates when adding an asset or from the Servicing module
• Track overdue and upcoming inspections from the admin dashboard
• Receive notifications when service dates approach
• View failed inspections and take corrective action

The dashboard shows overdue safety checks as a key metric so administrators always know what needs attention.

Photos: During any service inspection, you can capture photos directly from your device camera. Photos are attached to the service report and stored against the asset's history. Useful for documenting damage, wear, or compliance issues.

Digital signatures: At the end of a service, the technician signs off with a finger-drawn signature on screen. This confirms who performed the inspection and when. The signature is stored as part of the service record for compliance and audit purposes.

All service and compliance data can be exported for record-keeping:

• PDF exports — formatted reports suitable for printing or sharing with clients
• Excel exports — full data tables for analysis and auditing
• Audit trail — every action logged with timestamps and user attribution

Use these exports to demonstrate compliance to regulators, respond to insurance claims, or provide evidence during safety audits. The full service history (including photos, checklists, and signatures) is preserved.

All operational data in MyAsset can be exported in two formats:

• PDF — formatted, print-ready reports. Great for sharing with management, clients, or regulators
• Excel — full data tables you can filter, sort, and analyse further

Exports are available from: Dashboard, Warehouse, Bookings, History, User Management, and Servicing modules. Apply filters first to export exactly the data you need.

The History module provides a comprehensive audit trail of all activity. Every action on an asset is logged:

• Checkouts and returns (who, when, which job site)
• Transfers between users
• Service inspections (with full report)
• Status changes
• Creation and modification

Search and filter by date range, user, asset, or action type. Administrators see organisation-wide history; standard users see their personal activity. Essential for tracking down where an asset was last seen or demonstrating chain of custody.

The Dashboard is the first screen you see after logging in. It shows real-time operational metrics tailored to your role:

Administrators see: total assets, assets by status (available, checked out, reserved, lost), overdue safety checks, pending deletion requests, and organisation-wide activity.

Standard users see: their checked-out items, upcoming returns, incoming transfers, and personal activity summary.

Tap on any metric to drill down. Apply filters by date, category, job site, or user type. All dashboard data can be exported to PDF or Excel.

Every module in MyAsset supports powerful search and filtering:

• Text search — find assets by name, tag number, or serial number
• Category filter — narrow down by asset type
• Status filter — available, checked out, reserved, in service, lost/stolen
• Date range — filter activity by time period
• Location/job site — see what's at a specific site
• User filter — see what a specific person has

Filters can be combined. Results update in real time as you type or select.

CSV Import: Upload a spreadsheet of assets to add them all at once. Map your column headers to MyAsset fields and import hundreds of items in seconds. Great for initial setup or adding a large batch of new equipment.

Bulk status changes: Select multiple assets in the Warehouse and change their status in one action — useful for retiring a batch of old equipment or marking a group as available after servicing.

RFID bulk scanning: Instead of scanning assets one by one, use an RFID reader to capture dozens in seconds for checkout, audit, or transfer operations.

Only the Primary Admin (account owner) can change the subscription plan.

• Upgrades — take effect immediately. You get access to more admin users and staff users straight away
• Downgrades — apply from your next billing cycle

All plans include all 24 modules — the difference is the number of admin and staff user seats included. No lock-in contracts, cancel anytime.

Payment is managed by the Primary Admin through the Billing & Plan Management section. Update your payment method, view invoices, and manage your subscription from there. Tag orders are processed separately via PayPal at the time of ordering.

Every user can manage their own profile. You can edit:

• Name and trade/role
• Phone number and address
• Profile image
• Password

If you wish to leave the platform, there's a delete account option with a confirmation workflow to prevent accidental deletion.

Administrators can invite new users individually or in bulk from the Manage Users module.

To invite:

• Go to Manage Users → Invites tab
• Enter their email and assign a role (Asset User or Asset Master)
• They receive an email invitation to join your organisation
• Once accepted, they can download the app and start using MyAsset

Invitations expire after 7 days if not accepted (automatically cleaned up). You can resend or cancel pending invitations at any time.

If you need to leave the platform, go to your User Profile and select the delete account option. There's a confirmation workflow to prevent accidental deletion — you'll need to confirm your decision before the account is removed.

Note: If you're the Primary Admin, you'll need to transfer ownership or contact support before deleting your account, as it's tied to the organisation's billing.