The records exist. That is not usually the problem. The problem is that the PAT schedule is a spreadsheet, the gymnastics report is a PDF in an email, the playground inspection is in a lever-arch file and the harness certificates are with whoever did the training.
Asset Giant puts all of it on the item — so a scan of the label brings up the certificate, the date and the history, on the phone of whoever is standing next to it.
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One record per item, whatever the regime
Portable appliance tests on everything with a plug. The annual inspection of gymnastics, sports hall and fitness equipment. The main annual inspection of fixed play equipment. Six-monthly reports on harnesses and anything else that lifts a person. Local exhaust ventilation in the workshop. Monthly and annual fire extinguisher checks. Minibus checks. Instrument servicing. Defibrillator pad and battery expiry.
Different regimes, different intervals, one place to keep them:
- Attach the document itself — the report, the certificate, the service sheet, the manual. See Document & File Attachments.
- Add your own date fields — last tested, next due, certificate expiry — with Custom Fields.
- Filter the whole inventory by them with Custom Field Filters: everything with a next-due date before the end of next month, in one screen.
- Export the result as the work list you hand to the contractor — see Export Your Inventory.
Take the broken one out of circulation properly
The most useful thing you can do with an item awaiting repair is stop it being lent out. Set a status of your own — Out of service, Awaiting test, Condemned — with Custom Statuses, and it stops appearing as something anybody can take.
The routine check, with a record of the check
Build the round once as a list and run it as a scan-off checklist: see Digital Checklists. Every run is logged with the date, who ran it and what was outstanding, and can be exported as a PDF for the file. It stops the missed item today and evidences the check tomorrow — which is the half that usually goes wrong, because doing the check has never been the difficult part.
Evidence for the funder as well as the inspector
If the equipment came with a grant, the conditions almost certainly say it must be kept safely and in good repair, insured, and available to be evidenced — often for several years, often with the receipts. Keeping the purchase invoice, the grant letter, the insurance schedule and the inspection reports on the item means the report you eventually have to write is a filter and an export.
And for the insurance renewal
Photographs, serial numbers, purchase dates and values already live on every record. A valued schedule of everything you own, with images, is an export rather than a fortnight of evenings — which is a much better conversation to have with an insurer before a claim than after one.
Ready to put the certificates on the equipment?
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