Asset Tracker
🎯 Overview
The Asset Tracker is Nimbly’s physical asset lifecycle management system. It enables organizations to track equipment, tools, and inventory across multiple sites — from acquisition through maintenance to retirement — with full cost visibility, QR-code scanning, and analytics.
Quick Start
- New to Asset Tracker? Continue reading for a full walkthrough
- Managing assets? Jump to Asset List & Inventory
- Tracking maintenance? See Maintenance Tracking
- Viewing analytics? Go to Dashboard & Analytics
- Configuring statuses/tags? Visit Settings
- Developer? See Backend Architecture
- Permissions? See RBAC & Permissions
📋 Core Documentation
Feature Areas
- 📦 Asset List & Inventory - Browse, search, and filter all assets
- ➕ Creating an Asset - Register new assets with full metadata
- 🔍 Asset Detail View - View asset info, status, history
- 🔧 Maintenance Tracking - Log corrective & preventive maintenance
- 📊 Dashboard & Analytics - KPIs, cost trends, health scores
- ⚙️ Settings - Configure statuses and tags
- 📷 QR Code System - Scan-based asset identification
Technical Implementation
- 🔧 Backend Architecture - API endpoints, domain models, services
- 📱 QR Code System - QR generation, scanning, and activity logging
- 🔐 RBAC & Permissions - Role-based access control
🗺️ Feature Architecture
graph TB LIST[Asset List] --> DETAIL[Asset Detail] LIST --> CREATE[Create Asset] DETAIL --> EDIT[Edit Asset] DETAIL --> MAINT[Maintenance Tab] DETAIL --> ACT[Activity Tab] DASH[Dashboard] --> KPI[KPI Cards] DASH --> TREND[Cost Trend Chart] DASH --> ATTN[Attention Assets] SETTINGS[Settings] --> STATUSES[Statuses] SETTINGS --> TAGS[Tags] DETAIL --> QR[QR Code Modal] style LIST fill:#bbf,stroke:#333,stroke-width:2px style DASH fill:#f9f,stroke:#333,stroke-width:2px style SETTINGS fill:#bfb,stroke:#333,stroke-width:2px
📦 Asset List & Inventory
The main list page (/admin/asset-tracker) shows all assets in the organization with real-time search, filtering, and pagination.
Columns
| Column | Description |
|---|---|
| Asset Number | Auto-generated unique identifier (e.g. A-1001) |
| Name | Display name of the asset |
| Type | Serialized (tracked individually) or Bulk (tracked by quantity) |
| Status | Current status with color indicator |
| Site | Location the asset is assigned to |
| Custodian | Person or site responsible for the asset |
| Last Updated | Timestamp of last change |
Search & Filters
- Search — by asset ID, name, or site
- Status — multi-select filter
- Type — Serialized / Bulk
- Site — multi-select
- Department — multi-select
- Tags — multi-select with ANY / ALL matching mode
- Warranty Expiry — date range
- Last Scanned — date range
Actions
- Export — download asset list as CSV
- Bulk Import — upload assets via CSV template
- Create Asset — navigate to creation form
➕ Creating an Asset
Navigate to /admin/asset-tracker/create. Required fields are marked with *.
Core Fields
| Field | Type | Notes |
|---|---|---|
| Asset Name* | Text | Display name |
| Asset Type* | Select | Serialized or Bulk |
| Asset Number | Text | Auto-generated if left blank |
| Status* | Select | From configured statuses |
| Site* | Select | Physical location |
| Department | Select | Organizational unit |
| Custodian Type | Toggle | User / Site / Unassigned |
| Custodian | Search | Person or site assigned to asset |
| Tags | Multi-select | Categorization labels |
| Serial Number | Text | Manufacturer serial |
| Brand / Model | Text | Asset metadata |
| Purchase Price | Number | Original cost |
| Currency | Select | Currency for cost fields |
| Warranty Date | Date | Expiry date for warranty tracking |
| Photo | File upload | Display image for the asset |
| Custom Fields | Dynamic | Org-defined additional fields |
🔍 Asset Detail View
The detail page (/admin/asset-tracker/[id]) shows the full asset record with three tabs:
Overview Tab
Displays all asset metadata: name, asset number, type, serial number, site, department, custodian, tags, purchase price, warranty, and photo. Also shows the current status badge and last-updated timestamp.
Actions available:
- Edit — navigate to edit form
- QR Code — open QR code modal for printing/scanning
- Change Status — update current status inline
Maintenance Tab
Lists all maintenance records for the asset with:
- Event type (Corrective / Preventive)
- Title, description, dates
- Labor + material cost breakdown
- Attachments
- Performed by (user name)
Use Add Maintenance Record to log a new event. This is read-only; no data is modified through this view without explicit user action.
Activity Tab
Audit trail of all interactions — status changes, QR scans, field updates, assignments. Useful for compliance and operational reviews.
🔧 Maintenance Tracking
Maintenance records capture the full cost and history of keeping an asset operational.
Event Types
| Type | When to Use |
|---|---|
| Corrective | Reactive fix — something broke |
| Preventive | Scheduled upkeep — routine service |
Record Fields
| Field | Description |
|---|---|
| Title | Short description of the work done |
| Description | Detailed notes |
| Event Type | Corrective or Preventive |
| Start Date | When work began |
| End Date | When work completed |
| Labor Cost | People cost |
| Material Cost | Parts/supplies cost |
| Performed By | Name of technician or vendor |
| Attachments | Photos, invoices, reports (max 3 files, 7MB each) |
Total maintenance cost is aggregated and shown on the asset detail and dashboard.
📊 Dashboard & Analytics
The dashboard (/admin/asset-tracker/dashboard) gives a real-time operational overview of the entire asset portfolio.
KPI Cards
| KPI | Description |
|---|---|
| Total Assets | Count of all registered assets |
| Serialized / Bulk | Breakdown by asset type |
| Available | Assets with “available” status |
| Under Maintenance | Assets currently in repair/service |
| Maintenance Cost / Asset | Average maintenance spend |
Status Distribution
Pie chart showing the count and percentage of assets per status, with color coding matching configured status colors.
Maintenance Cost Trend
Line chart of cumulative maintenance spend over time. Period toggle: 7d / 30d / 90d.
Assets Needing Attention
Table of top 5 assets flagged for attention based on:
- Warranty expiring within 30 days
- Never been scanned (QR unscanned)
- Long-overdue maintenance
Period Filters
All time-series data on the dashboard respects the selected period toggle. The dashboard config (⚙️ gear icon) lets you customise which KPI cards are visible.
Filter Drawer
Accessible via the Filters button — allows scoping dashboard data by site, department, status, tags, and date ranges.
⚙️ Settings
The settings page (/admin/asset-tracker/settings) has two tabs:
Statuses Tab
Configure the lifecycle statuses for your organization’s assets.
| Action | Description |
|---|---|
| Add Status | Create a new status with label and color |
| Edit Status | Update label or color |
| Delete Status | Remove a status (only if no assets use it) |
Built-in status keys (cannot be deleted): available, under_maintenance
Tags Tab
Manage categorization tags applied to assets.
| Action | Description |
|---|---|
| Add Tag | Create a new tag name |
| Edit Tag | Rename existing tag |
| Delete Tag | Remove tag from system |
Tags support ANY / ALL match logic when filtering the asset list.
📷 QR Codes
Every asset has a unique QR token generated at creation. The QR code modal (available on the detail page) displays a scannable code that:
- Identifies the asset uniquely across the organization
- Can be printed and attached to the physical asset
- When scanned by authenticated users, logs an activity entry for tracking purposes
- Works for anyone (no login required) to view basic asset information
For detailed documentation, see QR Code System.
✅ Workflow: Register a New Asset
- Go to Asset Tracker → Create Asset
- Fill in Asset Name, Type, Status, and Site (required)
- Optionally set custodian, tags, serial number, purchase price, warranty date
- Upload a photo if available
- Submit — asset is created with an auto-generated asset number
- Print the QR code from the detail page and attach to the physical asset
✅ Workflow: Log a Maintenance Event
- Navigate to the asset detail page
- Click the Maintenance tab
- Click Add Maintenance Record
- Select event type (Corrective / Preventive)
- Enter title, dates, costs, and technician details
- Attach any photos or invoices
- Save — cost is added to the asset’s total maintenance cost