Fixed Asset Manager
The Fixed Asset Manager keeps the hospital’s register of equipment, furniture, vehicles and buildings true: what exists, where it is, which unit holds it and what state it is in.
Who this is for
The Fixed Asset Manager role (ASSET_MANAGER), which an administrator gives to the officer responsible for the asset register. This is usually someone in Store, Works & Maintenance, Biomedical Engineering or Finance, as the hospital decides.
Other roles touch the register too: Procurement & Stores and ICT administrators add and edit assets; heads of department, clinical staff and auditors can look.
What you’ll see in your menu
| Menu section | What you will see (select to open it in the app) |
|---|---|
| Workspace | Dashboard AI Assistant Notifications Mail Documents Memos Events Meetings |
| Work | Requests Approvals Fixed Assets |
| People | User Groups |
In the app, User Groups reads Departments & Units (read-only for you) and Approvals reads My Desk. Everything else you need is inside Fixed Assets.
Inside Fixed Assets
Fixed Assets has four tabs:
- Assets
- The register itself. Switch between list, grid and details views. Filters narrows by category, status, location, tags, unit and dates.
- Categories
- Kinds of asset, such as medical equipment, ICT equipment, furniture, vehicles. See Categories.
- Locations
- Buildings, wards, offices and stores where assets sit. See Locations.
- Tags
- Free labels for anything else you want to find by, such as a donor, a project or a verification round. See Tags.
Each asset has a status: Active, In maintenance, Retired or Disposed.
Your working day
As new items arrive
- Check what Procurement recorded. New purchases are usually added by Procurement or the Store. Open each new asset and complete the category, location, unit and tags.
- Add anything missing with New asset. See Record a fixed asset.
- Attach the paperwork (invoice, delivery note, warranty) in Documents. See Upload and share a document.
When things move or break
- Moved to another ward or office: open the asset, select Edit and change the location (and the unit, if it changed hands).
- Sent for repair: set the status to In maintenance; set it back to Active when it returns.
- Out of use: set Retired. When the board approves disposal, set Disposed. Keep the record: it is the history of the item.
Verification exercises (yearly or as directed)
- Create a tag for the round, for example Verification 2026, in Tags.
- Work unit by unit. Filter the register by unit and location, and give the team on the ground the list to check against.
- Update each asset you see: correct its location and status, and add the tag. Anything without the tag at the end has not been found.
- Report. Write up the result as a memo to your head, or share the list with Internal Audit.
How do I…
Things only you can do
- Delete an asset from the register. Other roles can add and edit, but not delete.
- Delete categories, locations and tags that are no longer used.
Common pitfalls
- You cannot see another unit’s assets. The register shows assets that belong to your own units, plus assets not given to any unit. If you look after the whole hospital’s register, ask an administrator to add you to the units whose assets you manage.
- Deleting instead of retiring. A deleted asset is gone, with its history. Use Retired or Disposed instead, and delete only real mistakes.
- Deleting a location still in use. Move the assets to their new location first.
- Two records for one item. Search by serial number or name before adding.