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AssetBase User Guide

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AB-081

AssetBase — User Guide

What AssetBase does, how the chapters fit together, and two principles every user should know

Application:AssetBase
Who is this for:Everyone — operators, custodians, auditors, managers, finance, and administrators

AssetBase keeps an authoritative register of the physical assets your organization owns — equipment, machines, IT kit — and proves that register against what is actually on the floor.

You tag each asset with an RFID tag or a printed QR label, scan it with a handheld or a phone, and reconcile what was scanned against what was expected. The result is a signed-off record of what you have, where it is, who has it, and what condition it is in.

It runs on your own site or in the cloud — the same product either way. You sign in with your Ambivo account.

Contents

GuideTitleFor
AB-001Welcome & OverviewEveryone
AB-002Signing InEveryone
AB-005How Asset Tracking WorksEveryone
AB-010The Asset RegisterAdmins, custodians
AB-012Asset HierarchiesAdmins, custodians
AB-014Images & AttachmentsAdmins, custodians
AB-016Asset Disposal & LifecycleAdmins, finance, auditors
AB-018Custody & the Checkout DeskAnyone issuing or returning assets
AB-020RFID Tagging & CaptureOperators, IT
AB-022QR Labels in BulkAnyone tagging a site
AB-024Capturing Condition at ScanOperators, auditors
AB-026Notes & CommentsEveryone
AB-030Audits & ComplianceAuditors, compliance
AB-040Dashboard & ReportingManagers
AB-045Usage & BillingAdmins, finance
AB-050Where AssetBase RunsIT / operations

Two things worth knowing before you start

Assets are disposed, never deleted. An asset that is scrapped, sold, lost or stolen is disposed. It leaves the active register and every future stock-take, but keeps its full history and stays in every audit it ever appeared in — so last year's report still means what it meant. See AB-016.

Nothing overwrites the evidence. Every scan, every custody handover, every disposal and every audit result is kept as it happened. Results can be recomputed, but the raw record behind them is never edited. That is what lets you answer a challenge months later. See AB-030.