The first step to implement this template is to import all your employees in the corresponding table. Then you can input all your assets either directly in the table or through the form view. The more specific information you offer about an assessment, the easier it is to schedule maintenance or replacements and make a good forecast of the costs.

Once all the basic information is inputed, you start assigning assets to employees using the Assignments table. Each time an asset is returned and re-assigned will be a new record in that table.

The Issues table allows employees to report any issues with an asset. Storing all this information in a single table guarantees a good follow-up of which issues are solved and which ones are still open.

There are also tables to schedule maintenances and replacements. The main difference between an issue and a maintenance is that a maintenance is scheduled while issues can be reported at any time. A replacement occurs when an asset is no longer used an needs to be replaced by another asset.

Database: Asset Management

Employees

Fields

• Name (Text)

• Email (Email)

• Phone (Phone number)

• Picture (File)

• Job role (Text)

• Issues (Link to table)

• Issues - Assigned to (Link to table)

• Assignments (Link to table)

• Maintenances (Link to table)

• Replacements (Link to table)

• Replacements - Approver (Link to table)

• Active assignments (Formula)

• Count active assignements (Formula)

• Active assigned issues (Formula)

Views

• All employees (Grid)

• Employees with active assignments (Grid)

• Employees with assigned open issues (Grid)

• Gallery: all employees (Gallery)

Assets

Fields

• ID (Text)

• Name (Text)

• Serial number (Text)

• Category (Single select)

• Purchase cost (Number)

• Purchase date (Date)

• Warranty expiration (Date)

• Replacement date (Date)

• Current condition (Single select)

• Status (Single select)

• Issues (Link to table)

• Assignments (Link to table)

• Maintenances (Link to table)

• Replacement (Link to table)

• Replacement - New asset (Link to table)

• Current user (Formula)

Views

• All assets (Grid)

• All assets grouped by category (Grid)

• All assets grouped by current user (Grid)

• Assets that are out of warranty (Grid)

• Assets with warranty expiration this year (Grid)

• Assets with purchase cost > $250 (Grid)

• All assets stacked by Status (Kanban)

• All assets stacked by Condition (Kanban)

• Calendar: asset warranty expiration (Calendar)

• Calendar: asset replacement date (Calendar)

• Add new asset (Form)

Issues

Fields

• ID (Text)

• Asset (Link to table)

• Reported by (Link to table)

• Reported date (Date)

• Issue description (Long text)

• Priority (Single select)

• Status (Single select)

• Assigned to (Link to table)

• Resolved date (Date)

• Resolved description (Long text)

• Reporter name (Rollup)

• Assignee name (Rollup)

Views

• All issues (Grid)

• All issues grouped by reporter (Grid)

• All issues grouped by assignee (Grid)

• Issues that are resolved (Grid)

• Issues reported this month (Grid)

• Issues that are NOT resolved (Grid)

• All issues stacked by status (Kanban)

• All issues stacked by priority (Kanban)

• Calendar: issues by report date (Calendar)

• Add new issue (Form)

Assignments

Fields

• ID (Text)

• Asset (Link to table)

• Employee (Link to table)

• Start date (Date)

• End date (Date)

• Return condition (Single select)

• Asset name (Rollup)

• Employee name (Rollup)

Views

• All assignments (Grid)

• All assignments grouped by asset (Grid)

• All assignments grouped by employee (Grid)

• Assignments with an end date (inactive) (Grid)

• Assignments WITHOUT an end date (active) (Grid)

• All assignments stacked by return condition (Kanban)

• All assignments on a timeline (Timeline)

Maintenances

Fields

• ID (Text)

• Asset (Link to table)

• Type (Single select)

• Scheduled date (Date)

• Performed date (Date)

• Performed by (Link to table)

• Description (Long text)

• Cost (Number)

• Status (Single select)

• Performed by name (Rollup)

• Asset name (Rollup)

Views

• All maintenances (Grid)

• All maintenances grouped by asset (Grid)

• All maintenances grouped by performer (Grid)

• All maintenances grouped by type (Grid)

• Maintenances that are performed (Grid)

• Maintenances that are NOT performed (Grid)

• Maintenances scheduled this month (Grid)

• Calendar: all scheduled maintenances (Calendar)

• All maintenances stacked by status (Kanban)

Replacements

Fields

• ID (Text)

• Asset (Link to table)

• New asset (Link to table)

• Replacement date (Date)

• Approver (Link to table)

• Motivation (Long text)

• Requester (Link to table)

• Request date (Date)

• Status (Single select)

• New asset cost (Rollup)

• Approver name (Rollup)

• Requester name (Rollup)

• Asset name (Rollup)

• New asset name (Rollup)

Views

• All replacements (Grid)

• All replacements grouped by requester (Grid)

• All replacements grouped by approver (Grid)

• Replacements that are NOT approved (Grid)

• Replacements that are approved (Grid)

• Replacements that are NOT completed (Grid)

• Replacements that are completed (Grid)

• All replacements stacked by status (Kanban)

• Calendar: replacement request date (Calendar)

• Replacement process timeline (Timeline)