Asset Management
Know where every asset is and when it needs service
Track equipment from purchase to disposal, schedule preventive maintenance, and run audits by location.
For engineering, maintenance and finance teams.
Everything the hotel owns, in one register
- Plant and engineeringChillers, generators, pumps and lifts, with their service schedules.
- Room fittingsTVs, ACs, minibars and safes, by room and floor.
- Kitchen equipmentOvens, chillers and dishwashers, with warranty and AMC dates.
- Furniture in bulk150 banquet chairs as one line with a count, not 150 records.
- IT and electronicsLaptops and POS terminals, each with its own serial number.
The life of an asset
From the day it's delivered to the day it's written off, every change is on its record.
- 1
Add it
One item, a batch where each unit gets its own code and serial, or a count like 150 chairs.
- 2
Label it
Print a QR or barcode sticker. The code comes from its department or category.
- 3
Put it somewhere
Give it a department, a location and a person responsible. Every move is kept in its history.
- 4
Look after it
Preventive jobs are created before they're due. Repairs and inspections are logged as they happen.
- 5
Retire it
Mark it disposed or lost. The record and its history stay.
A register that labels itself
Bought 20 laptops? Create them in one go, each with its own code, then fill in the serial numbers before the stickers print. Each code follows the pattern you set.
- Codes built from the department or category, like ENG-00042 or KIT-00118
- Sequential or random numbers, with the length you choose
- QR, barcode or both on each sticker
- Print on standard label sheets or a thermal label printer
- Bulk create with a serial number per unit
- Brand, model, purchase date and cost, warranty, condition and a photo
- Categories with sub-categories, and locations by building and floor
| Code | Serial number | Department |
|---|---|---|
| IT-00231 | 5CD3218KX1 | Front office |
| IT-00232 | 5CD3218KX9 | Front office |
| IT-00233 | Type serial | Sales |
Service jobs that schedule themselves
Set a schedule once for a whole category: every AC unit, every 90 days, by Coolair Services. A few days before it's due, Foxotel creates a job for each AC, and the next cycle is set.
- Preventive and inspection schedules by category, every so many days
- Jobs created ahead of time, as many days before as you choose
- Corrective jobs for breakdowns, logged as they happen
- Scheduled, in progress, completed or cancelled, with cost, vendor and who's on it
- An asset shows as under maintenance while its job is in progress
- A schedule paused for months restarts with one catch-up job, not a pile of overdue ones
| Asset | Job | Status |
|---|---|---|
| AC unit, Room 310 ENG-00118 | Quarterly service Preventive | Scheduled |
| AC unit, Room 412 ENG-00121 | Not cooling Corrective, ₹1,800 | In progress |
| Generator 1 ENG-00007 | Annual inspection Inspection | Completed |
Walk the floor, scan the stickers, close the audit
Start an audit for the whole hotel, one department or one location. Scanning a sticker while the audit is open records what you found. Whatever wasn't scanned is what's missing.
- Audits for everything, a department or a location
- Each item marked found, missing, damaged or relocated
- For count-only items, how many were actually there
- Who scanned what, and when
- Scanning a sticker outside an audit opens the asset's page
- TV, Room 305RM-00305, scanned by Ravi 11:02Found
- Minibar, Room 308Found in Room 312Relocated
- Banquet chairs, Hall BCounted 142 of 150Damaged
- Safe, Room 311Not scanned yetPending
Warranties and AMCs you don't find out about too late
Every asset knows who supplied it and who services it. The dashboard warns you about warranties running out, and the vendor list about AMCs ending, while there's still time to renew.
- Vendors as suppliers, service providers or both, with GSTIN
- AMC start and end dates, with a warning before they end
- Warranty expiry warnings on the dashboard
- A history of every change of department, location, person or status
- Purchase cost, current value and a depreciation rate per category
- Vendors you stop using are switched off, not deleted, so old jobs still show who did them
- CSCoolair ServicesService, 46 AC unitsAMC ends in 18 days
- KEKirloskar EngineeringSupplier and service, generatorsAMC to Jun 2027
- OLOtis LiftsService, 3 liftsAMC to Mar 2027
History: TV, RM-00305
- Status active to under maintenance 2 Sep, by Ramesh
- Location Room 305 to Engineering store 2 Sep, by Ramesh
- Location Engineering store to Room 305 9 Sep, by Ravi
Works alongside
Scan your first sticker in the demo.
We'll add a few of your assets, print a label, and set up one maintenance schedule so you can see the jobs appear.