Asset Management
Asset Management
Asset Management helps you keep accountability over uniforms, radios, weapons, and other gear — so you know who has what, when it was returned, and what condition it is in.
Last updated February 2026
Overview
When to Use This
- You issue uniforms, radios, weapons, or other controlled equipment.
- You need real-time availability and condition tracking.
- You need auditable custody transitions between employees.
Model
Core Concepts
Asset Management uses the following objects and relationships as its operating model.
Asset Item
Unique physical or serialized equipment record.
- Persisted Data
- Serial, category, condition, storage location.
- State Changes
- In stock, issued, reserved, maintenance, retired.
Issue Record
Links asset item to employee and shift context.
- Persisted Data
- Issue time, expected return, issuing supervisor.
- State Changes
- Open, overdue, returned, disputed.
Inspection
Condition check tied to issue or return event.
- Persisted Data
- Condition rating, notes, photos.
- State Changes
- Pending, passed, failed.
Inventory Count
Periodic reconciliation snapshot by location.
- Persisted Data
- Counted quantity, variance, approver.
- State Changes
- Draft, submitted, locked.
Role Requirements
- Quartermasters or inventory managers maintain stock records.
- Supervisors issue and accept returns.
- Officers can acknowledge custody transfers when enabled.
Side Effects
- Asset issuance updates availability across scheduling views.
- Failed return inspections can open maintenance tasks.
- Variance approvals are permanently logged.
Notifications
- Overdue returns notify supervisors and inventory managers.
- Low-stock thresholds trigger replenishment alerts.
- Critical condition failures trigger escalation notifications.
Automation Hooks
- Auto-overdue detection runs on expected return windows.
- Condition failures can prevent future issuance until reviewed.
- Inventory variance can create investigation tasks.
Flow
How It Works
- 1
Register assets with category and custody rules.
- 2
Issue assets to officers for shift or long-term use.
- 3
Capture return event with condition inspection.
- 4
Resolve variances, damages, or disputes.
- 5
Run periodic inventory counts and lock reconciled records.
Walkthrough
Example
Scenario
Night supervisor issues body camera and radio to three officers before shift start.
Walkthrough
- 1
Supervisor scans each asset and creates issue records.
- 2
Each officer confirms receipt in mobile app.
- 3
At shift end, one camera is returned with cracked housing.
- 4
Return inspection fails and maintenance task is created.
- 5
Replacement inventory is issued for next shift.
Outcome
Custody trail remains intact and damaged equipment is removed from circulation.
Watch Out
Edge Cases / Gotchas
- Unreturned assets stay linked to open issue records and skew availability.
- Bulk quantity edits should be done through counts, not direct item edits.
- Retired assets remain in audit history and should not be deleted.
- Location-scoped permissions can hide stock from unauthorized supervisors.