Asset transfer
Asset transfer and assignment software
Assign one or more assets to a person or saved location, review availability conflicts, add an optional due-back date, then return or reassign equipment when custody changes. Every assignment action needs an internet connection and keeps the earlier history intact.
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Assign, return and reassign, with every custody change kept
- People
- or saved locations
- One or more
- assets per assignment
- Connected
- custody changes
Select the person or saved location taking custody. Add an optional due-back date when the equipment should return.
MapTrack app · Demonstration data · Captured
See how it works
Add a due-back date when one matters and review every availability message before saving.
MapTrack app · Demonstration data · Captured
See connected assignments
Record when issued equipment is expected to return.
MapTrack app · Demonstration data · Captured
See the capabilities
In MapTrack, a site, depot or store can be a saved assignment location.
MapTrack app · Demonstration data · Captured
See site-to-site custody
The asset record shows its current assignment and keeps earlier assignment events available.
MapTrack app · Demonstration data · Captured
See assignment history
Return assets to a location or reassign them directly when enabled.
MapTrack app · Demonstration data · Captured
See transfer scenarios
Connect the requested gear to what actually goes out and comes back
A handover needs more than the asset name. Keep the requested equipment, actual issue, accessory quantities and return record connected so a substitution or missing battery can be explained later.
1. Start from the fulfilled request
An equipment request can name a specific asset or a category quantity. Complete & assign carries the fulfilled assets into the connected assignment; the unfulfilled remainder stays visible on the request.
2. Confirm the quantities leaving stores
Check required accessories at issue. For an accessory with a configured quantity, record the number taken. Ad-hoc accessory entry is a separate account setting, not a default assumption.
3. Reconcile the return
Record what physically comes back and the reason for a shortage. Two batteries issued and one returned is a missing quantity of one. Read back the saved assignment so the handover history reflects that difference.
4. Check conflicts before continuing
Before you save, a summary at the top of the form lists the selected assets’ conflicts up to the due-back date. An overlapping request shows in red; overdue maintenance and scheduled or in-progress tasks show as amber warnings. Open it to see each asset, the reason and a link to the record. Damaged or written-off assets are blocking conditions, and an authorised acknowledgement of a warning is retained with the assignment.
Setup and limits
- Requests, assignments and returns require an internet connection.
- With no due-back date set, the summary lists every upcoming conflict for the selected assets.
See why an asset is blocked before you assign it
The GNSS rover is booked on request #60B4 from 10 to 14 October and the due-back date of 15 October overlaps it, so the summary is red. The detail links to the request. With a due-back date of 5 October the same rover showed no conflict, because the check only runs to that date.
MapTrack app · Demonstration data · Captured
About this screenshot
Demonstration workspace, signed in as an admin; the assets list below the form says conflicts can be overridden. The form was not saved.
Read the warnings before issuing equipment
Overdue maintenance and scheduled tasks show as amber warnings. No due-back date is set here, so every upcoming conflict is listed. With a due-back date, only tasks before it are listed: a 15 October due-back leaves out the total station’s 17 October calibration.
MapTrack app · Demonstration data · Captured
About this screenshot
Demonstration workspace. Two assets selected and Assign opened; the form was not saved.
What is asset transfer management?
Asset transfer management records who or where an asset is assigned to as custody changes. MapTrack calls this workflow an assignment. An assignment links one or more assets to a person or saved location. The current assignment answers who has the equipment now, while the assignment history keeps the earlier handovers visible.
In many organisations, asset transfers happen informally. Someone grabs a tool, drives a vehicle to another site, or takes a piece of equipment to another location. 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 those informal handovers with connected assignment, return and reassignment events on the asset record.
This matters most for organisations with multiple sites, shared equipment pools and contractor tool tracking requirements. Start from an asset record, selected assets or Quick Scan, choose the destination, add an optional due-back date and review any availability conflicts before confirming the assignment online.
The problem
Informal handovers make the register unreliable
Every time an asset moves without a recorded transfer, your register becomes less accurate. Over time, teams lose track of equipment, miss returns and waste time working out who had what.
No record of who has what
Assets move between people and sites with no paper trail. When something goes missing, no one can say who had it last.
The register updates late
A paper note or message reaches the office after the asset has moved again, so the recorded custodian is already out of date.
Returns are easy to miss
Without a due-back date and a clean return step, equipment can sit against the wrong person or disappear into a store without a useful record.
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 connected steps to record a handover
Choose the assets
Start from an asset record, selected assets or Quick Scan. Confirm every asset that belongs in this assignment.
Choose the destination
Select the person or saved location taking custody. Add an optional due-back date when the equipment should return.
Review conflicts before saving
Read the conflict summary at the top of the form. Resolve unusable assets and scheduled reservation blocks from overlapping requests, and check overdue maintenance and scheduled or in-progress task warnings before deciding whether to proceed.
Check the details
Confirm tracked accessories where relevant. Complete any asset forms your workspace has configured for the assignment event.
Return or reassign
When custody changes, return the assets to a location or reassign them if that option is enabled. Every change needs a connection.
Trusted by construction, mining and field service teams
Connected assignments
Update custody while the handover is happening
Paper handover notes get lost, damaged or sit in a ute before making it back to the office. By the time someone updates the register, the information is stale and the asset may have moved again.
A MapTrack assignment records the selected assets against a saved person or location. Add a due-back date when one matters and review every availability message before saving. Unusable assets and scheduled reservation overlaps block the assignment, although an Admin may bypass the reservation case. Overdue maintenance and in-progress tasks are warnings. These actions require an internet connection so the current record stays consistent for the whole team.
Follow the assignment guide →Paper note vs MapTrack assignment
Who has each tool, and when it is due back
Every assignment shows the asset, the person or site it is with, its status and the date it is due back.
MapTrack app · Demonstration data · Captured
About this screenshot
Captured at a 1440 x 900 desktop viewport at 2x in a demonstration workspace, right of the sidebar.
What an assignment can record
- The person or saved location receiving custody
- Each asset included in the assignment
- An optional due-back date
- Tracked accessories confirmed on issue or return
- Configured asset forms where workspace rules apply
- The location selected when assets are returned
- A direct reassignment when that option is enabled
- Earlier assignment events on the asset record
- Acknowledged or bypassed conflict snapshots in assignment activity
Assignment history
Keep each custody change as a separate event
The asset record shows its current assignment and keeps earlier assignment events available. Returning equipment or reassigning it records the next custody change without replacing the previous one.
That gives stores, supervisors and field teams one shared place to check the last recorded person or location. It also makes a missed return easier to investigate without relying on memory, messages or a separate spreadsheet. When a user proceeds past a warning, or an Admin bypasses a scheduled reservation block, the assignment activity keeps the conflict snapshot that was shown at the time.
An angle grinder’s record: who has it and what is due
The grinder’s record shows who has it and when it is due back, flags its overdue test and tag, and keeps its make, model, serial and purchase details.
MapTrack app · Demonstration data · Captured
About this screenshot
Captured at a 1440 x 900 desktop viewport at 2x in a demonstration workspace, right of the sidebar, cropped above the record’s notes and activity.
See who has each tool and when it is due back
Every sign-out in one list. Four assignments are back and marked Complete; four are still out as Active, each with the person and the due-back date. The plate compactor with James Ward was due back on 23 September, so it is flagged Overdue.
MapTrack app · Demonstration data · Captured
About this screenshot
Captured in a demonstration workspace on the All assignments view with the Person, Status and Due Back Date columns. The app shortens long asset and category names.
See the assignment workflow in MapTrack
Assign assets to a person or location, record an expected return and keep each custody change in the assignment history.
- No credit card required
Multi-site operations
Use saved locations for site-to-site custody
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.
In MapTrack, a site, depot or store can be a saved assignment location. Select that location when equipment moves, then open the asset record to check its current assignment. A connected assignment records custody; it does not replace GPS tracking for assets that need automatic live location updates.
Transfer scenarios
- Issue equipment to a person
Assign one or more assets to the person taking responsibility and add a due-back date when they are expected to return.
- Move equipment to a site
Assign the selected assets to the saved site or depot location so the register shows the new custody destination.
- Return equipment to the store
Use Return and select the saved storage location. The return becomes the next event in the assignment history.
- Pass custody directly
Use Reassign when the asset moves straight to another person or location and the workspace has reassignment enabled.
- Identify an asset by QR
Scan a linked tag to identify the right record, then finish the assignment, return or reassignment while online.
Your sites, with the assets at each
Each site, yard and service vehicle is a location, and the list shows how many assets are at each one.
MapTrack app · Demonstration data · Captured
About this screenshot
Captured at a 1440 x 900 desktop viewport at 2x in a demonstration workspace, right of the sidebar.
A tool’s record on a phone, with Return and Reassign
On a phone, the tool’s record has Return and Reassign at the bottom of the screen.
MapTrack app · Demonstration data · Captured
About this screenshot
Captured at a 430 x 932 phone viewport in a demonstration workspace and shown in a phone frame.
Platform capabilities
The current assignment workflow, clearly scoped
Assign to a person
Record the person currently responsible for one or more assets.
Assign to a location
Use saved sites, depots and stores as assignment destinations.
One or more assets
Create one assignment for the assets selected in the workflow.
Optional due-back date
Record when issued equipment is expected to return.
Availability conflict review
Block unusable or reserved assets and surface maintenance or task warnings before saving.
Accessory confirmation
When tracked accessories are present, confirm what goes out and comes back.
Configured asset forms
Workspace rules can present relevant asset forms after an assignment action.
Return or reassign
Return assets to a location or reassign them directly when enabled.
Assignment history
Keep the current assignment and earlier custody events visible on the asset.
Compliance
Add supporting checks where they are configured
The assignment records who or where an asset is assigned to. When your workspace has relevant asset forms or tracked accessories, MapTrack can present those supporting checks during the assign, reassign or return workflow.
Frequently asked questions
What is asset transfer management?
Asset transfer management records who or where an asset is assigned to as custody changes. MapTrack calls this workflow an assignment. An assignment links one or more assets to a person or saved location, and the assignment history keeps earlier handovers visible instead of overwriting them.
How does asset transfer work in MapTrack?
Start from an asset record, selected assets or Quick Scan, then choose Assign and select the person or location receiving the equipment. Add an optional due-back date, review the included assets and complete the assignment while connected to the internet.
Can I assign more than one asset at a time?
Yes. You can start from selected assets or add assets within the assignment workflow. Check the final list before saving so every asset is assigned to the intended person or location.
What happens if an asset has an assignment conflict?
Check the summary at the top of the form before saving. It lists each affected asset, the reason and the dates. An unusable asset and a scheduled reservation from an overlapping request block the assignment, although an Admin may bypass the reservation case. Overdue maintenance and scheduled or in-progress tasks are warnings. If you proceed past a warning or an Admin bypasses the reservation block, MapTrack records the conflict snapshot in the assignment activity.
Should I return or reassign an asset?
Use Return when equipment comes back to a saved location. Use Reassign when custody passes directly to another person or location and reassignment is enabled in your workspace. If it is unavailable, return the asset and create the next assignment.
Can an assignment include accessories or forms?
When a selected asset has tracked accessories, MapTrack can ask you to confirm which accessories go out or come back. If your workspace has asset forms configured for assignment events, those forms are presented as part of the relevant assign, reassign or return flow.
Where can I see an asset's transfer history?
Open the asset record to see its current assignment and earlier assignment events. Returning or reassigning the asset records the custody change without replacing the earlier history.
Can I transfer equipment between sites?
Yes. Create each site, depot or store as a saved location, then assign equipment to the correct location. The asset record shows the current assignment and preserves earlier assignment events.
Can I complete an asset transfer offline?
No. Assign, return and reassign changes require an internet connection. A QR scan can identify an asset, but the custody change is not recorded until you finish the connected assignment workflow.
Who can change an asset assignment?
A Viewer / Scanner, Field User or Admin can complete assignment actions when they have access to the relevant asset or location. Workspace permissions still control what each person can view and update.
Can crews book equipment before it moves?
Yes. With Requests, crews book a specific asset or a quantity of equipment ahead of time, with approvals and conflict checks, and scanning the asset at pick-up converts the booking into a check-out. Requests and check-outs need a connection.
Can we scan barcode or Data Matrix labels to check equipment out?
Yes. Scan QR, barcode and Data Matrix labels with the phone camera or a handheld Bluetooth or USB scanner, as long as the code is already linked to the asset’s record.
Can dash cams show where vehicles last were?
Yes. Connect your AI dash cam account and MapTrack imports the cameras, shows their latest position and safety events, and estimates kilometres and drive hours from completed trips. AI dash cams show saved event clips in MapTrack, beside the vehicle’s pre-starts, servicing and costs.
Can one work order cover a round of assets across sites?
Yes. One work order can cover many assets, each with its own pass or fail, for test and tag, calibration and inspection rounds.
Know where every asset goes
Assign assets to people or locations, record expected returns and keep the assignment history together on the asset.
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- No credit card required