Asset transfer and handover software
Transfer assets between people, crews, sites and projects with digital sign-off and full audit trail. Know who accepted what, when and in what condition. One platform for the complete chain of custody.
What is asset transfer management?
Asset transfer management is the process of formally moving custody of a physical asset from one person, crew, site or project to another, with a documented handover and acceptance. It answers the question every operations manager needs answered: who has this asset right now, and who had it before?
In many organisations, asset transfers happen informally. Someone grabs a tool, drives a vehicle to another site, or takes a piece of equipment to a new project. No record is created, so the asset register falls out of date within days. When something goes missing, there is no trail to follow. MapTrack replaces informal handovers with digital transfers that include sign-off, optional condition checklists and a permanent audit trail on the asset record.
This matters most for organisations with multiple sites, shared equipment pools and contractor tool tracking requirements. Whether you are transferring a $500 power tool or a $500,000 excavator, the process is the same: initiate, accept, record.
The problem
Informal handovers create real risk
Every time an asset moves without a recorded transfer, your register becomes less accurate. Over time, this leads to lost equipment, disputed liability and audit failures.
No record of who has what
Assets move between sites and crews with no paper trail. When something goes missing, no one can say who had it last.
Paper handover forms
Handover sheets get lost, damaged or never completed. The record does not make it back to the office for weeks, if at all.
Liability gaps
Without a signed acceptance, both parties dispute who was responsible when equipment is damaged or returned in poor condition.
Multi-site confusion
Assets are listed at one site but physically at another. No one updates the register when things move, so the data is always out of date.
How it works
Four steps to accountable handovers
Initiate transfer
Start a transfer from the asset record. Reassign to another person, crew, site or project. Set whether acceptance is required.
Receive and accept
The receiving party gets a notification, scans the asset QR code and accepts the transfer. Optionally completes a handover checklist.
Record is updated
The asset record updates instantly with new custody, location and handover timestamp. Both parties have a copy of the transfer.
Full audit trail
Every transfer, acceptance and rejection stays on the asset record. Report and export for audits, insurance or compliance.
Trusted by construction, mining and field service teams
Digital handovers
Replace paper forms with digital sign-off
Paper handover forms create a false sense of compliance. They get lost, damaged or sit in a ute for weeks before making it back to the office. By the time someone files them, the information is stale and the asset has moved again.
Digital transfers in MapTrack are recorded the moment they happen. The receiving party accepts on their phone, the register updates instantly, and both parties have a permanent record. No chasing paperwork. No data entry backlog.
Explore digital forms & checklists →Paper vs digital handover
What the audit trail captures
- Who initiated the transfer and when
- Who the asset was transferred to
- Whether acceptance was required
- Who accepted or rejected, with timestamp
- Rejection reason (if applicable)
- Handover checklist results and condition notes
- Photos taken at point of handover
- Previous custody history on the same asset
Chain of custody
Full transfer history on every asset
Every transfer creates a permanent record on the asset. You can trace the complete custody chain from the day the asset entered your register to today. This is essential for audits, insurance claims and dispute resolution.
When an asset is damaged, lost or involved in an incident, the chain of custody tells you exactly who had it and when. No more relying on memory or incomplete spreadsheets. The data is on the asset record, timestamped and linked to user accounts.
See transfers logged in real time
Digital handovers with acceptance, condition checklists and full audit trail. See how it works with a personalised demo.
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- 30 days free trial
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Multi-site operations
Transfer assets across sites with confidence
Organisations with multiple sites face a constant challenge: equipment moves between locations, but the register does not update. Assets show as available at one site when they are physically at another. This leads to unnecessary purchases, idle equipment and failed stocktakes.
MapTrack transfers update the asset location in real time. When a piece of equipment moves from Site A to Site B, both sites see the change. The receiving site accepts the transfer, confirming the asset has arrived. Combined with GPS tracking, you get both the formal custody record and the physical location.
Transfer scenarios
- Crew mobilisation
A crew moves to a new project and takes tools, plant and vehicles. Bulk transfer with acceptance at the new site.
- Depot-to-site delivery
Equipment is dispatched from a central depot. Receiving site accepts on arrival and completes a condition check.
- Inter-state transfer
Assets move between state offices or regions. Both sides see the transfer and the updated register.
- Contractor handover
Equipment is issued to a subcontractor. Acceptance creates accountability. Return is recorded the same way.
- End-of-project return
All assets are returned and checked in at project completion. Transfer history shows everything that was issued.
Platform capabilities
Everything you need for accountable transfers
Person-to-person transfer
Reassign custody from one team member to another with digital acceptance. Both parties have a record of the handover.
Site-to-site transfer
Move assets between depots, sites or offices. The receiving site accepts and the register updates with the new location.
Project-to-project
Transfer assets between projects or jobs. Costs and usage history follow the asset, so project reporting stays accurate.
QR scan at handover
Scan the asset QR code during handover to confirm the right asset is being transferred. Prevents mix-ups on busy sites.
Handover checklists
Attach condition checks, pre-starts or compliance forms to the handover. Evidence is recorded on the asset record.
Chain of custody
Full history of every transfer, acceptance and rejection. Timestamped and linked to user accounts for accountability.
Mobile and offline
Initiate and accept transfers from any phone. Works offline and syncs when connectivity returns.
Bulk transfers
Transfer multiple assets at once when a crew or site moves. Each asset keeps its individual transfer record.
Compliance
Transfers that support compliance, not just logistics
Asset transfers are not just about knowing where equipment is. They also support compliance requirements around chain of custody, condition at handover and operator competency. MapTrack lets you attach the right checks to the transfer workflow.
Frequently asked questions
What is asset transfer management?
Asset transfer management is the process of formally moving custody of an asset from one person, crew, site or project to another, with a recorded handover and acceptance. In MapTrack, every transfer includes timestamps, who initiated and who accepted, and any associated condition checklists, creating a clear chain of custody at every step.
How does asset transfer work in MapTrack?
You initiate a transfer from the asset record by reassigning it to another person, crew, site or project. The receiving party can be required to accept the transfer via mobile, optionally scanning the asset QR code and completing a handover checklist. The full transfer and acceptance history stays on the asset record.
Can we require acceptance before a transfer is complete?
Yes. Transfers can be configured to require acceptance by the receiving party. Until they accept, the transfer remains pending and the original custodian stays accountable. This ensures no asset changes hands without a confirmed handover, which is critical for high-value plant and equipment.
Does handover support condition checklists?
Yes. Handover can include checklists such as condition checks, pre-starts or compliance inspections so the receiving party records the asset state at the point of handover. This protects both parties and creates a compliance record attached to the asset.
Can transfers be done in bulk?
Yes. Bulk transfers between sites or projects can be initiated from the asset register. This is useful when a crew moves to a new site and takes multiple assets with them. Each asset retains its individual transfer history even when transferred as part of a batch.
Is the full transfer history available for audits?
Yes. Every transfer, acceptance and rejection is recorded on the asset record with timestamps and user details. You can report and export transfer history for internal audits, insurance claims or chain-of-custody requirements.
How does MapTrack handle transfers between different regions?
Transfers work across sites and regions within your MapTrack account. The receiving site accepts the asset in their region, and both sites see the updated custody on the shared asset record. This is particularly useful for organisations with national or multi-state operations.
What happens if a transfer is rejected?
If the receiving party rejects a transfer, the rejection is recorded with a reason and the asset stays assigned to the original custodian. This creates an audit trail even for unsuccessful handovers and helps identify issues such as damaged equipment or incorrect allocations.
Which plan includes asset transfer and handover?
Asset transfer and handover workflows are available on all MapTrack plans. Advanced features such as mandatory acceptance and custom handover checklists are available on Professional and Enterprise plans. All plans include unlimited users.
Know where every asset goes
Digital transfers with acceptance, condition checks and full audit trail. One platform for the complete chain of custody.
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- No credit card required
- 30 days free trial
- Cancel anytime