brillienta
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Purchase, assignment, loans, maintenance, audits, contracts and disposal on one asset page with full history.
HOME / PRODUCTS / ASSET MANAGEMENT
IT ASSETS · VERSION 1.0
The asset register that lives in your Microsoft 365.
Track every asset from purchase to disposal — assignments, loans, receipt confirmations, requests and approvals, maintenance, audits, contracts, depreciation and Intune device sync — with email and reminders delivered by Power Automate flows in your own tenant.
From $29 / month · 14-day free trial of every feature
24SharePoint lists, created for you
24notification & email templates
3Power Automate flows do the scheduled work
6report families, all exportable
contoso.sharepoint.com/sites/assets
WHY ASSET MANAGEMENT
Built for the way
Microsoft 365 works.
Employees help instead of hinder
Confirmations, requests and problem reports arrive structured and verified — no spreadsheets.
Approvals you can trust
Manager approvals are verified against SharePoint version history before anything is handed out.
Devices reconcile themselves
Intune and Entra ID devices flow into the register daily, matched and assigned automatically.
FEATURES
Everything it does,
screen by screen.
The tags show who uses each feature and the lowest plan that includes it. Every screen is the real product with fictional demo data.
Assets & inventory
Asset types with tag prefixes, depreciation, audit and maintenance intervals; nested locations, vendors and custom fields per type. Built-in views — inventory, available, assigned, mine, on loan, loans overdue, receipt not confirmed, in maintenance, warranty ending, audit due, retired, disposed and lost — plus saved views, filters, bulk actions and Excel/PDF export.
- Tags typed by hand (checked unique) or auto-numbered, e.g. LAP-00042
- Bulk actions report per-row failures
- Parent/child links (a dock attached to a desk)
- One history entry per changed field
Asset page & check-out
Details — assignee, due-back date, location, purchase, book value, device compliance and QR label — beside the full custody and change history. Check out, transfer, check in, start maintenance, change status, print labels or set a personal reminder from one place.
- Assign to anyone in the directory with condition, location and notes
- Loans carry a due-back date
- Retiring, disposing or losing an asset takes it back
- The employee is told by email and in the app
Employee portal
The branded home for every employee: a “Waiting for you” card (confirmations, loans due, approvals), request tiles (new, loan, issue, return), my equipment and my open requests. Scanning an asset’s QR label shows full details for the employee’s own assets.
- Confirm, report a problem, return or replace from My assets
- Headline, welcome text and banner set in Admin
- Maintenance mode pauses new requests
- Phone-first layout; works as a Teams tab
Receipt confirmation
When a type requires it, the assignee confirms they received the asset — or reports a problem. Disputes alert the asset team immediately, and reminders chase unconfirmed receipts until they are answered.
- Employees write to their own list, never the register
- Accepted only if SharePoint’s Created By is the current assignee
- Reminders 2 days after assignment, every 3 days, then the team
- Confirmation shown on the portal, My assets and the asset page
Requests & approvals
Five kinds — New, Loan, Replacement, Return, Issue — with business reason, dates and files. The asset team triages them in views; approval goes to the requester’s manager or a named person, and fulfilment hands out an asset, takes one back or starts a repair in a single step.
- Nobody approves their own request
- Approvals verified against version history before fulfilment
- Conversation, files, internal notes and history on each request
- Approval and fulfilment reminders with escalation
Maintenance
Repairs, preventive maintenance, inspections, upgrades and calibration. Open jobs, assets due in the next 30 days and the last 90 days; completing a job records cost, condition and outcome and rolls the next-due date forward.
- Starting a job moves the asset to a Maintenance status
- Returns the asset to Assigned or Available on completion
- Intervals per asset type
- Maintenance spend by vendor and type in reports
Floor audits & QR labels
Location campaigns: walk the floor scanning each QR label — the code opens the asset — or type the tag or serial to record Verified. A wrong location is corrected automatically; “record the rest as missing” finishes the campaign.
- Labels for A4 (21-up), US Letter (30-up) or a label printer
- Sub-locations included in a campaign
- Each type’s audit interval sets the next due date
- Progress and exports for auditors
Contracts, warranty & depreciation
Warranties, support, leases, licences and subscriptions with vendor, owner, dates, cost, billing cycle, seats, auto-renew and linked assets. Depreciation runs per type — straight-line or double-declining balance — and shows as book value and a schedule.
- Contracts renew by billing cycle or expire, daily
- Renewal reminders to the owner at 60, 30 and 7 days
- Per-asset life and salvage overrides
- Book value on the asset, dashboard and reports
Device sync
Intune managed devices — and optionally Entra ID devices — become assets: matched by device id, then serial, otherwise created or left for review. New assets are assigned to the device’s primary user; compliance and last check-in land on the asset.
- Sync now in the browser, a daily browser schedule, or a daily flow
- Placeholder serials never match
- Sync never takes an asset away from its current assignee
- Devices that stop checking in become stale
And much more
Dashboard
Clickable KPIs and a “Needs attention” list: disputes, overdue loans, warranties ending in 14 days.
Reports
Inventory by type, assignments, requests, maintenance spend, audit coverage, warranty and lifecycle.
Import from Excel
Validate-first CSV import, matched by name and synonyms, with update-by-tag-or-serial.
Reminders & digest
Loans, receipts, approvals, fulfilment and renewals, plus a weekday digest for the team.
Notifications
A bell with the 30 latest notifications, plus 24 email events with your logo.
Announcements
Banners for everyone or the asset team, inside a time window.
Custom fields
Extra fields per asset type (Pro).
Keyboard shortcuts
/ search, n new, g then a letter to jump between pages.
HOW IT WORKS
One web part. Your lists.
Your flows.
No server, database or Azure function. The app runs as the signed-in person and reads and writes only your site.
01
SharePoint web part
Runs in the browser as the signed-in user, full screen, with a phone layout.
02
SharePoint lists
Hidden lists with the prefix AM_: assets, assignments, acknowledgements, requests, maintenance, audits, contracts, devices and more.
03
Power Automate flows
Email from the asset team mailbox, reminders & digest on a schedule, and daily device sync.
| Microsoft Graph permission | Used for |
|---|---|
DeviceManagementManagedDevices.Read.All | Reading Intune managed devices for “Sync now” |
Device.Read.All | Reading Entra ID devices for “Sync now” |
Delegated permissions, approved once by an administrator in the SharePoint admin center. If one isn’t approved, only that feature is unavailable.
ADMINISTRATION
Configured in the app.
No code, no properties.
Admins change everything in the app’s own Admin pages, with validation before anything saves.
General
Branding, numbering, currency, time zone, features, check-out defaults and maintenance mode.
Locations & vendors
Nested locations and the vendor list used across assets, maintenance and contracts.
Asset types & statuses
Tag prefixes, intervals, depreciation, approval rules — and statuses tied to six fixed kinds.
Custom fields
Extra fields per asset type, used in views, import and reports.
Asset team
Admins, managers and auditors; auditors are read-only and free.
Email & reminders
Flow download, delivery overview, test send, 24 templates with preview, reminder timings and digest.
Import & device sync
CSV import and device sync settings, exclusions and type rules.
System & security
On-demand validation, Apply security, flow health and plan & licence.
ROLES & PERMISSIONS
Who can do what.
The role decides what the screens offer; SharePoint permissions, set up by the app, decide what can actually be read and changed. Features also depend on the plan.
| Capability | Employee | Auditor | Manager | Admin |
|---|---|---|---|---|
| Portal: my assets, requests, approvals, receipt confirmation | ✓ | ✓ | ✓ | ✓ |
| Assets: view, create, check-out / in, bulk, export, labels | Own | View | ✓ | ✓ |
| Requests: triage, fulfil, close | Own | View | ✓ | ✓ |
| Maintenance, audits, contracts | — | View | ✓ | ✓ |
| Vendors, announcements, import, device sync review | — | — | ✓ | ✓ |
| Settings, security, flows, licence | — | — | — | ✓ |
SECURITY
Enforced by SharePoint.
Not just hidden buttons.
All data lives in your SharePoint site and moves only through SharePoint and your own flows. There is no analytics, tracking or vendor cloud.
Security & your data ↗- Four permission profilesConfiguration, register, portal lists and staff-only lists — each list gets exactly the access it needs.
- Employees never edit the registerTheir confirmations and requests go to their own lists and are recorded by an asset manager’s page.
- Verified, not trustedReceipts checked against Created By; approvals against version history.
- Delegated access onlyThe app acts as the person using it; only device sync uses Graph.
- Upgrades never deleteValidation recreates missing lists and columns and logs to AM_SetupLog.
- Flow checksThe email flow rejects rows an employee is not entitled to send.
PRICING
Simple plans.
Honest prices.
One flat price per tenant — not per user. Start with a 14-day trial of every feature, then pick the plan that fits.
Plus
Asset register, assignments, employee portal and requests, reminders and reports
$29/ month
billed yearly · $348 / year
≈ $5.80 per asset manager per month at full seats
Up to 5 asset admins & managers
- Asset register: types, statuses, locations, vendors, history
- Check-out, check-in, loans and receipt confirmation
- Employee portal: my assets, requests, returns and issues
- Email notifications (standard templates)
- Dashboard, reports and Excel / PDF exports
- Import assets from CSV (e.g. saved from Excel)
- Personal reminders
- Return-due and overdue reminders for loans
- Announcements
Pro
Best valueApprovals, maintenance, audits, contracts, depreciation, labels, digests and custom fields
$99/ month
billed yearly · $1,188 / year
≈ $3.96 per asset manager per month at full seats
Up to 25 asset admins & managers
Everything in Plus, plus:
- Request approvals (manager or named approver)
- Custom fields per asset type
- Maintenance and repairs
- Physical audits
- Contracts, licences and renewal reminders
- Depreciation and book values
- QR code asset labels
- Custom email templates
- Receipt, approval and fulfilment reminders, daily digest
Enterprise
Microsoft Intune and Entra ID device sync, and unlimited asset managers
$249/ month
billed yearly · $2,988 / year
Flat price — no per-asset manager charges
Unlimited asset admins & managers
Everything in Pro, plus:
- Microsoft Intune / Entra ID device sync (manual and daily)
Prices in USD per Microsoft 365 tenant, excluding taxes. Seats count asset admins and managers. Employees and auditors are free. Every installation starts with a 14-day trial of all Enterprise features — no card needed. Larger seat counts and multi-year terms: talk to us.
Compare every Asset Management feature
| Feature | Plus | Pro | Enterprise |
|---|---|---|---|
| Asset register: types, statuses, locations, vendors, history | ✓ | ✓ | ✓ |
| Check-out, check-in, loans and receipt confirmation | ✓ | ✓ | ✓ |
| Employee portal: my assets, requests, returns and issues | ✓ | ✓ | ✓ |
| Email notifications (standard templates) | ✓ | ✓ | ✓ |
| Dashboard, reports and Excel / PDF exports | ✓ | ✓ | ✓ |
| Import assets from CSV (e.g. saved from Excel) | ✓ | ✓ | ✓ |
| Personal reminders | ✓ | ✓ | ✓ |
| Return-due and overdue reminders for loans | ✓ | ✓ | ✓ |
| Announcements | ✓ | ✓ | ✓ |
| Request approvals (manager or named approver) | — | ✓ | ✓ |
| Custom fields per asset type | — | ✓ | ✓ |
| Maintenance and repairs | — | ✓ | ✓ |
| Physical audits | — | ✓ | ✓ |
| Contracts, licences and renewal reminders | — | ✓ | ✓ |
| Depreciation and book values | — | ✓ | ✓ |
| QR code asset labels | — | ✓ | ✓ |
| Custom email templates | — | ✓ | ✓ |
| Receipt, approval and fulfilment reminders, daily digest | — | ✓ | ✓ |
| Microsoft Intune / Entra ID device sync (manual and daily) | — | — | ✓ |
SUITE BUNDLE
All five apps on Pro, one price.
HRMS, Helpdesk, Asset Management, Employee Directory and TaskManager — each on its Pro plan.
DEPLOYMENT
Live in under an hour.
Most of the time goes on choosing the site and the people for each role.
Upload the package
Add asset-management.sppkg to the app catalog and deploy it.
Approve device permissions
Only if you will use browser device sync — in SharePoint admin center › API access.
Add the web part
Add Brillienta Asset Management to a full-width page, or as a Teams tab.
Run the setup wizard
Organisation, mailbox, time zone, currency, numbering, the asset team, starter content and security.
Import the flows & activate
Import email, reminders and device sync flows, turn them on and paste your licence key.
Good to know
- Due reminders and confirmations run in an asset manager’s open page; the flows cover times when nobody is online.
- Calendar dates are stored as text (yyyy-mm-dd) so they never shift with time zones.
- The daily device-sync flow uses an app registration and the premium HTTP connector.
- Large registers stay fast through indexed columns and id-window reads past 5,000 items.
Can we import our existing spreadsheet?
Yes — save it as CSV and drop it in. Every row is validated before anything is written, and assets with the same tag or serial can be updated.
Do employees need a seat?
No. Seats count asset admins and managers; employees use the portal and auditors are free.
Can people fake an approval or a receipt?
No. Approvals are checked against SharePoint version history and receipts against Created By before anything happens.
Do we need Intune?
Only for device sync (Enterprise). Everything else works without it.
What happens to our data if we stop?
It stays in your SharePoint lists, exportable to Excel or PDF at any time.
RESOURCES
Read everything
before you decide.
The complete documentation, our security model and practical articles for Brillienta Asset Management.
Documentation
- The full Asset Management guide — every screen, role and setting
- Asset Management knowledge base — 26 help articles
- Installation steps
Security & trust
- Where data is stored and which Graph permissions are used
- Trust center — privacy, support policy and disclosure
- Plans and prices — 14-day trial of every feature
- Your tenant, your dataEvery product stores its data in your own SharePoint. No Brillienta database.
- Microsoft permissionsAccess is enforced by SharePoint and Entra ID, not by our code alone.
- Read the whole manual firstFull product guides and a 180-article knowledge base, published openly.
- 14-day full trialEvery Enterprise feature, on your own tenant, before you pay.
TRY IT ON YOUR TENANT