The paperwork is only a problem when it lives somewhere else. Asset Giant keeps it on the machine — a scan of the label brings up the certificate, the service history and the photographs, on the phone of whoever is standing next to it.
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Every document, attached to the thing it belongs to
Thorough examination reports, PAT certificates, service sheets, calibration records, the operator handbook, the purchase invoice, the warranty — all of it attaches to the asset and stays there for its whole life. See Document & File Attachments.
A driver at the gate scans the label and has the certificate in front of them. A customer asking "is it in test?" gets an answer while they are still on the phone, not after somebody has been into the filing cabinet.
The obligation is not optional and it does not stop at your gate: where lifting equipment is concerned, the report of thorough examination has to exist, be kept, and be produced on request — including for equipment that is out on hire. Powered access adds a documented pre-delivery inspection before every single hire, with the current examination report accompanying the machine.
What is due, and when
Six months for anything that lifts a person or is a lifting accessory, twelve for the rest, whatever the manufacturer says for servicing, and your own interval for portable appliance testing. Add your own date fields — next thorough examination, last service, PAT due, insurance renewal — with Custom Fields, then filter the whole fleet by them with Custom Field Filters. Everything with an examination falling before the end of next month is a filter, not an afternoon. Export the result and it is a work list for the fitter. See Export Your Inventory.
Set a status of your own for anything that must not go out — Workshop, Awaiting test, Quarantined — and it stops being a machine somebody might accidentally promise. See Custom Statuses.
Photograph it out, photograph it back
Condition disputes are won with dates. Every asset carries a photo gallery — see Asset Photos & Image Gallery — so the state a machine left in and the state it came back in sit side by side, each stamped, alongside the check-out and return records in Activity History.
When there is a charge to make, it is a line on the invoice rather than an awkward separate letter — a saved rate item for damage, cleaning or missing parts, added to the same document as the hire itself.
Pre-hire checks that leave a trail
Build the check once as a list and run it as a scan-off checklist before the machine leaves — see Digital Checklists. Every run is logged with the date, who ran it and what was outstanding, and any run can be exported as a PDF for the file. It stops the forgotten item today and proves the check happened tomorrow.
The register your insurer actually asked for
Photographs, serial numbers, purchase dates and values already live on every record — see Manufacturer, Model & Serial Numbers and Financial & Purchase Records. A full schedule of your fleet, with values and images, is an export away rather than a fortnight of evenings. That is the same document that answers an insurance renewal, a finance application and a theft claim.
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