AssetBase User Guide
DocsAB-001
Welcome & Overview
What AssetBase is, the big picture, deployment options, and who uses what
AssetBase helps you keep an accurate, auditable record of every physical asset your organization owns — and prove it. It combines an asset register, RFID capture, and physical audits so that what the system says matches what is actually on the floor. This guide introduces the product and how the pieces fit together.
What AssetBase Does
- Registers assets — one record per physical unit: serial number, model, manufacturer, location, custodian, warranty, purchase provenance, and an RFID tag.
- Captures RFID reads — handheld sled readers (for walk-and-scan audits) and fixed gate readers (for movement) feed reads into the system.
- Runs audits — start a stock-take, walk the site scanning, then reconcile scanned-vs-expected and produce an exception report (what is missing, unexpected, misplaced, in a conflicting state, or past its shelf life).
- Reports for compliance — dashboards and an immutable evidence trail of every scan.
AssetBase is a tracking and compliance system. It deliberately does not include preventive-maintenance scheduling or production scheduling — it records condition (maintenance_state) without running a maintenance engine.
The Big Picture
Handheld / fixed RFID readers ─▶ scan_interface (staging) ─▶ [sync job] ─▶ Asset register + Audit exceptions (evidence trail)
- Readers capture RFID tag reads.
- Reads land in a staging table (scan_interface) — fast, append-only, retained as evidence.
- A background sync job promotes staged reads into the asset register, updating last-seen location and condition, and (during an audit) generating exceptions.
- Dashboards and reports read from the register and the audit results.
See AB-020 for capture and AB-030 for audits.
Where AssetBase Runs
AssetBase ships two ways from the same product:
- On-premise appliance — a sealed box inside your site network. Works fully offline; only reaches the network to authenticate. Ideal where connectivity is intermittent or data must stay on-site.
- Cloud SaaS — hosted, multi-tenant, accessed in a browser.
Either way, you sign in with your Ambivo account. See Signing In (AB-002).
Who Uses What
| Role | Typically uses |
|---|---|
| Operator | Handheld capture app — walk-and-scan during audits |
| Custodian / IT | Asset register — add/edit assets, assign custody, tag commissioning |
| Auditor | Audits — open sessions, review exceptions, sign off |
| Manager | Dashboard — counts, exceptions, past-shelf-life |
| Administrator | Deployment, users (via Ambivo), whitelabel/branding |