Asset Groups

Asset Groups are a way to define common sets of requirements for your assets. It's a quicker way to assign multiple requirements to similar assets, and can help standardise asset management.

For example, a business may have ten company cars and all of them require registration, insurance, vehicle servicing, an annual safety inspection, and a record of when new tyres were fitted.

You could edit the 10 assets in QSToolbox and assign these same 5 requirements to each vehicle individually, but with a lot of assets this is a bit tedious. It's also prone to users missing items - particularly when the assets are added over a period of time by different people.

To standardise the set of requirements for company cars and to make it faster to allocate them, create an asset "group" called "company cars" and define the requirements for the group.

Assign that asset group to a new vehicle and it will pick up all 5 requirements automatically.

Any updates you make to the group requirements will be reflected on each linked asset.

Create a new asset group

You will need to be in the "Staff" or "Asset_managers" permission groups to be able to add or edit Asset Groups.

Go to the ASSETS module and look for GROUPS. Click on the ADD ASSET GROUP button.

Fill in the fields:

Name - this is what users will see in the drop-down menu when adding or editing an asset, so make it short and descriptive enough to understand what assets it applies to.

Description - brief notes about this asset group, e.g. to describe what it should be used for. These notes only appear in the list of asset groups

Requirements - select which requirements will apply to linked assets.

Assign a group to an asset.

Edit the asset and select an asset group or groups. The group requirements will apply to the asset.

You can also directly add additional requirements that apply only to this asset.

When you view the asset, you'll see all the requirements that apply:

Requirements without matching records (or records that have expired) are identified as a 'gap'. They are shown with a red 'x' and you can use the adjacent small blue "+" button to easily add a record for that requirement.