TechAppForce

Service and operations

Asset and maintenance tracking

Know what you own, where it is, and when it is next due for service.

Book a demoSee how it runs
  1. Ordered
  2. In service
  3. Under repairDone
  4. RetiredSide exit
PassedWaits for a personEvery move is kept in the record's history

The problem

What goes wrong today

Today
The asset register is a spreadsheet that was accurate once. Service dates are missed until something breaks, warranty documents are in someone’s inbox, and nobody can say which equipment is due for replacement next year.
Who feels it: Facilities, fleet and IT asset teams

How it runs on TechAppForce

A day with it, step by step

Amber steps wait in a person's work inbox; everything else moves on its own.

  1. The register is loadedA group of private schools imports its asset spreadsheet. The import checks every location against the list of sites before it saves anything.
  2. Service comes dueIn March, the scheduled workflow creates service records for every projector due for a lamp check, and each site’s facilities lead is notified.
  3. A repair needs sign-offApprove or rejectOne science lab’s fume cabinet needs a repair above the cost limit. The facilities lead’s manager approves it from her inbox.
  4. Work recordedThe contractor’s report is attached to the service record, and the next due date is set.
  5. Budget planningFinance receives the quarterly asset register and uses it to plan next year’s replacements.
Illustration. The organisation and people are invented.

What gets configured

Settings you can read, change and release

No code for any of this, unless a rule truly needs it.

Records 4

  • Asset5 fields + history, files, comments
  • Location4 fields + history, files, comments
  • Maintenance plan4 fields + history, files, comments
  • Service record5 fields + history, files, comments

Stages 4

  1. Ordered
  2. In service
  3. Under repair
  4. Retired

Automatic 3

  • WorkflowAsset tags are numbered automatically, such as AST-00831
  • ScheduleA scheduled workflow creates service records when each asset is due, and notifies the owner
  • NotifyWarranty expiry dates trigger an email reminder 60 days ahead

Screens and reports 5

  • Data grid of assets with filters by location and type
  • Asset view with service history, files and comments
  • Scheduler of upcoming maintenance by team
  • Asset register with values, in Excel, for finance each quarter
  • Service history for one asset as a PDF
Who approves, in detail

Retiring an asset, or a repair above a set cost, goes to the asset owner’s reporting manager, with the finance role added for assets still on the books.

When the rules change

Bring your version of this.

A change a few months in is a reviewed release, not a rebuild. We will configure your version with you in a demo.

Book a demoAll use cases

Release: Maintenance plan: vehicles

Interval
Removed: - Every 12 months
Added: + Every 6 months
Checklist
Added: + Tyre tread depth
  1. Developmentmake the change
  2. QAreview the diff, test it
  3. Productionpromote the release
Illustration.