The asset register that lives in your Microsoft 365

The landing page for the asset team. Clickable KPIs jump straight into filtered views; Needs attention collects disputes, overdue loans and warranties ending in 14 days; open requests, registrations per month and device-sync health complete the picture.

The register holds asset types (tag prefix, depreciation, audit and maintenance intervals, portal and approval rules), nested locations, vendors and custom fields per type. The Assets page offers built-in views — inventory, available, assigned, mine, on loan, loans overdue, receipt not confirmed, in maintenance, warranty ending, audit due, retired, disposed & lost — plus saved personal and shared views, filters, sorting, paging, bulk actions and Excel/PDF export. Search matches every word across tag, name, serial, maker, model, person, location and order numbers; an exact tag or serial (3+ characters) is looked up directly in SharePoint, so it finds disposed assets too.

Each asset page shows details (assignee, due-back date, location, purchase, book value, device compliance, QR label) beside full custody and change history. From here the team checks out, transfers, checks in, starts maintenance, changes status, edits, prints labels and sets personal reminders. Check-out assigns to anyone in the directory with condition, location, department and notes; loans carry a due-back date. Changing status to Available, Retired, Disposed or Lost takes the asset back from its assignee first; Maintenance keeps the assignee; Disposed records method and value.

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. My assets shows each assigned asset with confirm, report-a-problem, return and replace actions. Opening an asset from a scanned QR label shows full details for the employee's own assets only.

When a type (or the person checking out) requires it, the assignee must confirm they received the asset — I received it, or Problem with a description. Confirmations appear on the portal home, My assets and the asset page; disputes alert the asset team immediately, and reminders chase unconfirmed receipts until they are answered.

Five kinds — New, Loan, Replacement, Return, Issue — raised from the portal with business reason, dates and files. The asset team triages them in views (all open, handled by me, not picked up, waiting for approval, ready to fulfil), with conversation, files, internal notes and history on each request. Approval goes to the requester's manager or a named person; nobody approves their own request. Fulfilment hands out an asset, takes one back, or starts a repair in a single step and closes the request with a system comment.

Repairs, preventive maintenance, inspections, upgrades and calibration. The page lists open jobs, assets due in the next 30 days for planning, and the last 90 days. Starting a job moves the asset to a Maintenance status; completing it records cost, condition and outcome, returns the asset to Assigned or Available, and moves the next-due date on for preventive, inspection and calibration jobs.

Location campaigns: name plus location (sub-locations included). 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, and anything else opens the audit form to record the problem. Record the rest as missing finishes the campaign. Each type's audit interval sets the next due date; progress and exports keep auditors and managers informed.

Contracts (warranties, support, leases, licences, subscriptions) hold kind, vendor, owner, dates, cost and billing cycle, seats, auto-renew, notes, linked assets and documents. Each day, expired active contracts renew by their billing cycle or expire, and owners get renewal reminders 60, 30 and 7 days ahead. Depreciation runs per type — straight-line or double-declining balance, with per-asset life and salvage overrides — and shows as book value plus schedule on the asset, in the dashboard, reports and exports.

Printable QR labels for one asset or a whole selection — A4 21-up, US Letter 30-up, or label-printer format. Scanning a label opens the asset in the app, which is what makes floor audits a scan-and-walk job.

The bell keeps the 30 latest in-app notifications with jump-to links, mark-all-read and clear-all. Email covers 24 events in four groups, each with subject and body templates, placeholders, a header with your logo and footers for employees and the team — with live preview and test send. The app never sends email itself: it writes one AM_Outbox row per recipient and the Email flow sends from the asset team mailbox.

Loan due-back and overdue, receipt confirmations, pending approvals, unfulfilled requests, contract renewals and personal Remind me items — all planned at the organisation's send hour, with weekends moved to Monday and deadline notices to the Friday before. A weekday daily digest summarises the next 7 days for the asset team. Due items are sent by an asset manager's open page, or by the Reminder flow when nobody is online; each item is re-checked against the live record before sending, so stale reminders never go out.

Intune managed devices and optionally Entra ID devices become assets: matched by device id, then serial number, otherwise created — or left for review. Type comes from model rules and operating system; new assets are assigned to the device's primary user; compliance and last check-in land on the asset, and devices that stop checking in become stale. Run it from the browser with Sync now, on a daily browser schedule, or unattended with the daily flow (app registration with application permissions).

Inventory by type (purchase and book value), assignments, requests (approval and fulfilment times), maintenance spend by vendor and type, audit coverage and problems, warranty and lifecycle — every report exports to Excel or PDF, just like the inventory views.

Bring an existing register from Excel: save as CSV and drop it in. The delimiter is detected, columns are recognised by name and synonyms (including custom-field labels), dates and amounts are parsed in your format, types, statuses and locations match by name, and duplicates inside the file are reported. Every row is validated before anything is written; existing assets (same tag or serial) are skipped or updated; people are assigned by email without notifications. A result and error report downloads at the end.

The layout is responsive and works as a Teams tab. Floor audits are designed phone-first: scan a QR label with the camera, verify, move on.