Compliance, checks and custody
Keep certificates in date, log checks, track who's holding what, and bundle kit onto jobs.
Rufineous Emmanuel
Last Update a day ago
An asset register earns its keep by keeping kit legal, safe and accounted for. Open any asset to work its compliance, checks and custody.
Compliance certificates
Set up your regime under Compliance types (rename the seeded ones — Thorough examination, Electrical/appliance test, Calibration, Statutory inspection, Insurance, Warranty — to your language, e.g. LOLER, PAT). Each type carries an interval and a reminder, both in days.
Then on an asset, Record compliance: the type, a reference (certificate/policy number), issued and expiry dates, a note, and an attached document (25 MB). Each record shows Valid / Due soon / Expired, and Renew rolls the dates forward by the type's interval. Maliru notifies asset managers ahead of expiry automatically ("{certificate} expiring for {asset}").
Inspection cycles
For recurring examinations (thorough examination, PAT, calibration), Add cycle with a kind, an interval in days and a first-due date. Each shows when it's next due, and Complete advances it by the interval and alerts you ahead of time.
Logging a check
Submit check records an inspection: a kind (e.g. Pre-use, LOLER, PAT), notes, and — if you find problems — one or more defects with a Safety assessment: Safe to use, Unsafe to use or Removed from use.
This is where checks bite: an Unsafe or Removed assessment automatically moves the asset to your first under-repair status, notes it "Flagged unsafe by a check — awaiting inspection", and alerts asset managers ("Safety review needed: {asset}"). Described defects are logged as issues for actioning (see the Defects & issues articles). Any team member can submit a check — proof of safety shouldn't be gated.
Custody: who's holding it
For serialised assets, Check out records the holder (a person or a site), an optional due-back date and condition. Check in records the return condition. The Custody history keeps the full trail, and the table's Holder column always shows who has it now.
Kits on jobs
A kit is a reusable bundle of assets. Build kits under the Kits chip (add assets with quantities), then on a job's Equipment tab, Attach kit to build the job's manifest — the rolled-up list of all kit items and quantities. It's the fastest way to hand a crew a complete "what to load" list.
Related: repairs go through work orders (Raise on the asset), and completing a work order that's linked to a defect auto-resolves that defect. Stock assets track on-hand with Adjust (Receipt / Issue / Correction) and flag red when low.