Fixed Assets
The fixed asset register: equipment, furniture, vehicles and other assets, with where each one is, who is responsible for it, what it cost and what it is worth now.
- Where
- Menu › Work › Fixed Assets
- Who
- Every member of staff can open the register and see the assets of their own units (and assets not assigned to any unit). Fixed asset managers maintain it; procurement and ICT administrators can register and update assets.
- Permissions
view_assets(or simply being able to see the Dashboard) to open it;add_assets(shows New asset),edit_assets(details, location and status),delete_assets,export_assets(CSV). See Fixed Assets permissions.- Scope
- Assets assigned to a unit are visible to that unit's members. People who can see across units see the whole register.
- How-to
- Record a fixed asset
- Tabs. Assets (the register), Categories, Locations and Tags.
- Search. By name, serial number, location or tag.
- Filters. Category, Status, Location, Tags, User group, a date range (created or acquisition date) and the sort order.
- Layout. List, grid (cards) or details view.
- New asset. Opens Register fixed asset. Only with permission to add assets.
- An asset. Its name with its tag number underneath (for example
UATH/ICT/LIC/2026/030). The register's columns are Name, Category, Status, Location, Tags, Purchase and Created. Select a row to open the asset. - Status. Active, In maintenance, Retired or Disposed (see below).
Screens
- Fixed Assets
- The register for your groups, as a table or cards.
- Register fixed asset
- Record tag, location, financials, and who can view or edit this asset.
- An asset
- The asset's record in sections: Classification (category, tags, serial), Location, Financial (purchase cost, current value, acquisition date), Accountability (custodian, owner, user group) and Record (created, modified). Edit and Delete as your permissions allow.
- Asset categories
- Groupings for the register, such as medical equipment, ICT, furniture, vehicles.
- Asset locations
- Buildings, rooms and sites where assets are kept.
- Asset tags
- Labels for filtering the register.
Statuses
- Active
- In use.
- In maintenance
- Out for repair, servicing or calibration.
- Retired
- No longer in use but still held.
- Disposed
- Sold, written off or otherwise gone. The record is kept for audit.
Key fields
- Name
- Required.
- Description, Serial number
- What it is and the maker's serial or the hospital's tag number.
- Category, Location, Tags
- Chosen from the three lists above.
- Status
- One of the statuses above.
- Acquisition date, Purchase cost, Current value, Currency
- The financial record.
- Custodian
- The member of staff responsible for the asset day to day.
- Assigned user group
- The department or unit that holds it. This decides who can see it; leave it empty and everyone can.
Depends on
The Fixed Assets module being switched on (Settings › Modules). Nothing else. Requests such as Equipment Repair & Maintenance or ICT Hardware Procurement Request are separate: approving one does not change the register, so update the asset yourself.