This guide applies to

Logit system with the Assets module and the Calendars module.

A calendar is used to manage upcoming events regarding locations, contractors, documents, or assets with dates provided.

1. Create assets

Create an asset group

Go to Asset Group in the configure portal.
Click Add Group to create asset groups.
Complete the mandatory fields, including Name, Type, Belongs to, and Contractor(if applicable).
- Classification is like the "big category" (e.g., equipment types).
- Physical is a more specific "group" within that category where individual assets are created and tracked.
  
  Together, Classification and Physical can form a tiered hierarchy structure. This means that classifications act as higher-level categories, while physical groups provide more specific divisions under each classification, making it easier to organise and manage assets at different levels.

Create assets

Go to Assets in the configure portal.
Click Add Asset to create assets.
Select the Type.
Name the asset and select the location.
Assign a department and this can not be altered in the future.
Set the Status Available.
Click Create.

💡You can add multiple assets to an asset group.

2. Add asset properties

There are two ways to add asset properties: you can either add them directly or apply a template.

Option 1: Add asset properties directly

To monitor the next due dates, we will need to include the last checked date, inspection frequency, and next due date. Other properties can be added to your needs.

Go to Asset Groups, and click on the physical group which needs asset properties.
Head to the Properties tab and click Add Section.
Name the section.
Click Add Property to add questions.

Select 'Date' in the Data Type and name the field 'Last Checked Date'.
Select 'Standard Buttons' in the Data Type, then add the options (e.g., Weekly, Monthly, Annually) and name the field 'Frequency'. Next, click on 'User Defined Options - Standard Buttons' and input the corresponding values. For example, assign 'Weekly' a value of '7' and 'Monthly' a value of '30', based on the number of days.

Select 'Calculated Date' in the Data Type and name the field 'Next Due Date'. Then, set up the calculation settings.

Option 2: Apply a template

Go to Asset Groups, and click on the physical group which needs asset properties.
Head to the Properties tab and click Add Section.
Give the section a name, select the suitable template, and click Create.
The template is now applied to assigned assets.

💡Related Article: How to create an asset group template

3. Create a calendar

Go to the Calendars section.
Click Add Calendar.
Give your calendar a name.
Choose the owner (e.g. organisation).
Select the department (e.g. maintenance).
Choose where it will be completed.
Assign responsibilities - manager & observer.
Hit Create.
Head over to the Properties tab.
Select Attach Property.
Select your property source - (in this example, I'll be using an asset group).
Choose the section and date property you wish to appear on your calendar.
Hit Attach.

💡You can head over to the Progress States tab to add a progress state (e.g. awaiting contractor).

4. Create a record

Create a form

Go to the Form Library.
Click on the Add Form button.
Complete mandatory fields, including Name, Owner, and Department.
Set form type to Asset.
Select the desired Asset Group, Completion Timestamps, and Topics, and then click Create.
Hover over the Questions tab, click Add Section.
Name the section and select Asset Group Properties.
Click Link Property and pull through the asset properties to monitor.

Turn the form into a record

Open the 3-dot menu within the form, and select Record.
Complete the settings, such as owner, department, and completed by.
⚠️Make sure the completed by level aligns with the asset location.
Assign responsibilities, and customise the workflow if applicable. Then click Create.

5. Set up limits

Set up time limits

Go to Asset Group and go to the monitored asset group.
Go to the Properties tab and edit the 'Next Due Date' question.
Set limits for the next due date. The asset should appear in amber 30 days before the inspection date and in red when it is overdue, so we enter -30 and 0 accordingly. Then, click Save.