Maintenance · Asset record
Every asset is a living master record. Location, warranty, manuals, photos, parent-child graph, past jobs, and field-level audit on one card.
Building 3 / Level 2 / Rooftop
Manufacturer
Northline Thermal Systems
Model
NT-RX820
Serial
NT-2024-44821
Installed
12 Mar 2024
Warranty end
12 Mar 2029 · 3y 10m remaining
Activity on the record
12 work orders
last 12 months · past jobs on the record
4 record updates
since install · field-level audit
3 PM schedules attached
schedule detail lives on preventive
IoT detail lives on the IoT page.
Name, type, location, serial, model, manufacturer, purchase cost, warranty end date, photo, manuals, and parent-child links are all on one record with a stable ID.
Every field change records who changed what, when, and from what value to what value. The field-level audit is on the asset, not in a separate log.
Parent assets cannot be deleted while children are still linked. Children cannot be orphaned. The graph holds through reorganisation.
01 · Master record
When a piece of equipment is registered, the system captures name, description, asset type, location, serial number, model name, manufacturer, year of manufacture, purchase cost, purchase date, warranty end date, photo, and attached manuals or files. One record. One stable ID. Pull it up and the install certificate is right there, not on an ex-staff member's laptop.
Purchase cost and warranty end date are first-class fields on the record, not afterthoughts in a separate tab. A list view answers which warranties end in the next 60 days by reading the record directly.
Manuals, install photos, inspection certificates, and supplier documents attach to the asset directly. A technician pulling up a chiller sees the right documents against that specific unit.
Master record
Reviewer viewAST-2026-0047 · Chiller 4 · HVAC Rooftop Chiller
Identification
Purchase + warranty
Priya S. updated warranty end date · previous 12 Mar 2028 → new 12 Mar 2029
Mike J. attached install photo · 02 Apr 2024
Sara T. created record · 14 Feb 2024
02 · Hierarchy
A chiller rig with six subcomponents. A switchboard with its protected circuits. A lift with its controller and car. These are linked on the master record, so the tree survives reorganisation. Parents cannot be deleted while their children are linked.
Location is also a hierarchy, not a string. Buildings contain floors, floors contain rooms, rooms contain equipment. The breadcrumb on every asset reads the location graph back to you.
Equipment tree · Location hierarchy
Building 3 › Level 2 › Rooftop
Children cannot be orphaned. Parents cannot be deleted while children are linked.
03 · Per-type schema
Each organisation defines its own asset types. Chillers, fire panels, lifts, switchboards, air handlers, pumps, generators, boilers. Each type carries its own schema of properties and its own set of actions.
Admin writes the type once. Every new chiller inherits the schema. Every fire panel inherits its own. No engineering ticket to add a new column for a new asset class.
Centralised cooling plant for multi-floor facilities.
Properties
Actions
Fire alarm control panel with zone monitoring.
Properties
Actions
04 · Warranty visibility + audit
Warranty end date is a field on every asset, with a countdown chip on the record (3 years 10 months remaining). A list view filters to assets whose warranty ends in the next 60 days, so renewal, claim, and replacement decisions sit in a queue you can work, not a calendar reminder you can miss.
When that date moves, the record captures who moved it. Previous value, new value, actor, timestamp, optional reason note. Same for serial number, location, manufacturer, manuals. The trail survives reorganisation, ownership changes, and staff turnover.
You see what is expiring on a list view. You see who edited the date on the record. Same record, no second tool.
05 · Maintenance history
The asset record shows a count of past work orders and a compact list of the most recent ones: work order number, date, work type, primary actor, a single-line summary. It is a cross-reference, not the job story.
When a breakdown repeats, you see it on the asset. When you want to know what happened on that last service, you click through to the work order.
Past jobs · On this asset
12 work orders in last 12 months. 5 most recent shown.
| WO ID | Date | Work type | Actor | Summary |
|---|---|---|---|---|
| WR-2026-1123 | 12 Apr 2026 | Preventive service | Marcus K. | Quarterly filter change and coil inspection |
| WR-2026-0712 | 08 Mar 2026 | Corrective | Sara T. | Pressure regulator seal replaced |
| WR-2026-0412 | 02 Feb 2026 | Preventive service | Marcus K. | Quarterly filter change |
| WR-2025-4891 | 18 Dec 2025 | Corrective | Diego R. | Compressor 2 restart after thermal trip |
| WR-2025-4204 | 03 Nov 2025 | Preventive service | Marcus K. | Annual performance check |
06 · End-of-life trail
When equipment is replaced and the old record is taken out of service, the system writes a final audit snapshot: the full previous state of the record, the actor who took it out, the timestamp, and an optional reason.
This is not a disposal queue. It is not an approval workflow. It is not a depreciation engine. It is a record event with actor, timestamp, and previous state.
End-of-life · Audit event
AST-2025-0912 · Chiller 1 · HVAC Rooftop Chiller · Building 3 / Level 2 / Rooftop
Marcus K.
14 Jan 2026 · 11:04
Reason: replaced with AST-2026-0589
view full previous recordThe final audit snapshot is on the record. Not a queue, not a workflow, a record event.
07 · Adjacent pages
The asset record is the operational ground-truth. IoT detail for connected equipment lives on the IoT page. The work-order state machine, assignment, and evidence live on work-orders. Recurring preventive jobs attached to this asset are authored on preventive maintenance. The asset page shows the counts and the connections. It does not retell the other stories.
One page, one job. The asset page is the record. The other pages are the activity, the schedule, the signal, and the form.
Asset registry · Filtered list
4 of 12 assets match
AST-2026-0047 · Chiller 4 · Building 3 / Level 2 / Rooftop · 3y 10m warranty · IoT-connected
AST-2026-0052 · Chiller 5 · Building 3 / Level 2 / Rooftop · 4y 2m warranty · IoT-connected
AST-2026-0089 · Chiller 2 (standby) · Building 3 / Level 1 / Plant room · 2y 7m warranty · physical only
AST-2026-0114 · Chiller 3 · Building 3 / Level 1 / Plant room · 1y 9m warranty · IoT-connected
Row-level permission is applied. Assets this account is not permitted to see are filtered out before the count.
See the platform
30-minute demo. Your real assets, your real hierarchy, your real audit trail. No pitch slides.
