Everything you need to run compliant assets
From the rego that's about to expire to the invoice on last week's repair, AssetPass keeps the whole picture in one place. Here's what's inside.
One dashboard for everything you run
Every asset across every depot, rolled up by rego, inspection, tests, service and faults. See what needs you today, what's coming up, and how each depot is tracking, without opening a spreadsheet.
- A single 'needs attention' count across every asset
- Health broken down by depot
- Crew credentials tracked alongside assets
Your numbers, not ours
Most yards run on the number painted on the door, so that is what the register leads with. Search it and find the machine someone just rang you about. Every row says how far off its next service is and what else is outstanding, worst first, so the ones about to bite you stand out without opening anything.
- Search by asset number, name, rego or type
- The next service on every row, in km, hours or days, whichever it runs on
- Prime movers, rigids, trailers, plant and utes side by side
- Import your whole register from a spreadsheet in one go
- Meter readings from the prestart, the jobcard or the office keep every countdown current
- Move an asset between depots with a request and an approval, visible at both ends
- Take one off the register and it leaves every count and stops billing, without deleting a thing
Paste the register you already keep
Copy the rows out of Excel, Numbers or Sheets and paste them in, your own column headings and all. Nothing has to be tidied first. The importer works out what each machine is from its make or its description, and says on every row what it read before anything is saved. Where it cannot tell, it asks. A service the sheet does not pin down is not guessed: one screen then asks for the day each one was last done and the reading then, for every asset at once. Leave a box blank and that service stays not tracked until you know. A machine with no reading yet starts counting at its first prestart or jobcard, which asks for one.
- Your own headings, from Unit and Plant No to Rego Due and Odo
- Every row read back to you before anything is saved
- It asks when a make alone does not say what the machine is
- One screen for every service date nobody wrote down
Rego, inspections and services, never missed
Each asset carries its own rego and inspection dates, its service schedule, its tests and the certificates that have to stay current. AssetPass counts down to every one, with services by kilometres, engine hours or date. A sweep runs once a day and emails you before a rego, an inspection, a test or a certificate lapses; services show on the dashboard the moment they are due. Services step through cumulative A to E tiers, so finishing a C resets the A and the B the way a workshop actually plans them.
- Service intervals by km, hours or date
- Cumulative A to E tiers: finish a C and the smaller services reset themselves
- A sweep once a day emails you before a rego, inspection, test, periodic check, certificate or crew licence lapses
- Set one asset up, then copy its schedules to every other machine like it
- Overdue services flagged the moment you open the app
- Certificates stored on the asset with their own expiry dates, and a lapsed one turns the asset red
Tests, with the certificate that proves each one
Some checks are not a list a driver ticks. A tester does them, and a certificate or a result sheet proves it: a delivery hose pressure test every 6 months, a millipore test every 3, a crane certificate, test and tag. Set each one up once in Settings, say how often, and assign it to every asset of a type or tick the ones it applies to. Record it on the asset with the day it was done and the certificate, and the next one counts down from that day.
- Monthly, every 3, 6 or 12 months, every 2 years, or any number of months you type
- Assigned to every asset of a type, including ones you add later, or to assets one by one
- The certificate or result sheet kept on the asset, as a photo or a PDF
- An email a month ahead for a 3 or 6 monthly test, and again when it goes overdue
- Every earlier certificate kept in the asset's history, marked as replaced
Repairs and services, start to finish, paperless
Raise a job, work it on the iPad, clock on and off, tick off the work, and the completed card becomes the service record. A simple On the job view for the mechanic; every card sits in one stage, from quote to completed, and every card you have ever raised is a search away.
- Quote, jobcard, waiting on parts, completed or cancelled, each counted
- Search every jobcard by its number, the asset, the rego or the work done
- Clock on and off with the mechanic's name
- Send a job to a repair shop and keep the work and the invoice on the asset
- Number jobcards with your own prefix so they line up with your paper book
- Report a fault straight from the job
- Take an asset off the road and a jobcard is raised, and the register, the dashboard and the driver's list all say so
Plan the week on one board
Your crew are the rows and the days run across. The jobs nobody has booked wait in a tray, beside the week on a wide screen and under it on a smaller one. Drag one onto a name to book it, drag its edge to say it will take longer, and open the card itself in a window that floats over the board so you never lose the week while you read the work.
- Day, week or 2 weeks, crew as rows
- Drag to book, drag an edge to change how long it takes
- Everything unbooked in one tray, worst first
- Faults with no jobcard listed right there, one click to raise one
- Stretch a booking with a finger on the workshop tablet
Cost every job properly
The office side confirms the hours off the clock, itemises parts and labour, adds GST, and attaches the signed invoice, so every repair has a clean, costed record against the asset.
- Itemised parts and labour lines with GST
- A rate on every labour line, or one rate for the whole shop
- The clocked hours beside the labour you bill, so the two can be checked
- Attach the signed jobcard or the invoice, and print the record
Know what the yard actually costs to run
Every dollar against every asset, grouped the way the question is actually asked: what did we spend this month, where did it go, and which machine is quietly eating the budget. It is cost tracking, not invoicing. Nobody bills anybody for their own gear.
- Spend by month, and by financial year to date
- Where it went, by category, biggest first
- Cost per asset, so a replacement decision has a number behind it
- The jobcards nobody costed, listed so the total can be trusted
Catch it in the yard, not on the highway
Drivers run their prestart checklist and report faults from their phone. No lost paperwork. Every fault lands in the workshop's queue, ready to put on a jobcard. Anything on a longer cadence, from weekly to yearly, is chased by email as it comes due, and again if it slips.
- Driver prestart checklists on any phone, nothing to install
- Fault reports with photos, from the yard in real time
- Any check on a cadence, weekly to yearly, chased by email
- Daily prestarts never nag, because an asset sitting in the yard doesn't owe one
- Every prestart ever filed, searchable across assets and dates
- A QR code and a printable poster to get the whole crew on it
Not just the checks we thought of
Start from a template or write your own, question by question, and mark the ones that mean do not operate. Assign a list to every asset of a type, to one machine on its own, or to a single depot. Choose any cadence you like: every shift, weekly, 3 monthly, yearly, or a number of days you type. A new one reads not tracked until it is done, and you can say when it was last done, so a new 3 monthly check is not born overdue.
- Write your own lists, or start from the six that ship with it
- Any cadence: every shift, 3 monthly, yearly, or a number of days you type
- Assign one to a single asset, a whole type, or one depot
- Mark an item critical and a failure tells the driver not to drive it
- Retire a superseded list without breaking the records filed against it
- Fire extinguishers, compressors, lifting gear: anything on a schedule
When someone asks for the paperwork, it is one email
Every certificate you have loaded sits on the asset with its expiry date, and the service history writes itself out of the jobcards your workshop already closed. Tick what they asked for, add a note, and it goes to a site office, an insurer, a hire company or an auditor, with a copy to yourself. The maintenance record is generated fresh each time, so it is never a stale PDF somebody saved in March.
- A maintenance record, built live from completed jobcards
- Send certificates and the record together, to any address
- Copy yourself so you have the same pack they got
- Every prestart ever filed, searchable by asset, driver or date
- An audit trail behind every asset, jobcard, fault and prestart
Photograph the paper jobcard. It files itself.
Most yards have a shoebox. Take a picture of a filled in paper jobcard and the Assistant reads the work, the parts, the technician, the meter reading and the cost, shows you exactly what it read, and files it against the asset when you say yes, never before. It checks the reading against what is already on file and says so if it looks wrong. It will also answer questions about that machine's services, faults and readings.
- Reads handwriting off a photo, on the workshop tablet
- Nothing is created until a person confirms it
- Warns when a meter reading looks wrong instead of quietly using it
- On for the whole trial, then $2 an asset a month on top of the $7
- After the trial it stays off until the owner switches it on, and off again in one tap
- Twenty photos or questions an asset each month, and never fewer than 200
Keep your crew compliant too
Track licences, medicals, tickets and inductions for your team. Each one counts down beside your assets on the same dashboard, so a lapsed licence shows up in the same place you already look every morning, not in a folder nobody opens.
- Licences, medicals, tickets and inductions
- Attach the certificate itself, so the scan is where the expiry date is
- Expiries counted down on the dashboard, beside your assets
- An email before a licence or a medical lapses, not just a number on a screen
- Roles and depot access built in
The conversation lives on the asset
Arguments about an asset belong on that asset, not in somebody's text messages. Every asset has its own thread for the office, managers and the workshop, plus a management lane the workshop does not see, so the history of a decision is still there in six months when it matters.
- A thread per asset, and a private management lane
- Drivers stay in the prestart app; the office and the workshop talk on the asset
- Mention someone and they get told
- Direct messages between the office, managers and the workshop
- Everyone turns their own emails off, one kind or all of them, from the menu under their name
Your depots are separated by the database itself
Access across depots is not a filter we remember to write. It is enforced underneath the application, by the database: a depot manager cannot read another depot's assets, jobcards, faults or prestarts even if something in the app went wrong, and no customer can read another's anything. And every change to an asset, a jobcard, a fault or a prestart is written into a chain, each entry sealed against the one before it, so an entry altered after the fact shows up when the chain is checked, which is the difference between a log and evidence.
- Row level security in Postgres, not just checks in our code
- Roles for the owner, depot managers, workshop, drivers and read only
- A tamper evident audit trail: altered history is detectable, not just logged
- Australian owned and run
See it on your own assets
Open an account and point it at the gear in your yard. Thirty days, every feature, no card. Bring the spreadsheet you already keep and import the lot in one go, or send it to us and we’ll build the account for you.