Assets & Custody Department System
A team tracking company assets and custodianship — devices, equipment, furniture, vehicles — from registration to return and the annual count.
Every asset is a card: registration, custody, maintenance, and depreciation through to return — and an annual count matching records to reality with no unexplained losses.
No credit card required — your project is set up with the full system in under a minute
This is the system board as you'll receive it: workflow columns and starter cards showing the first steps
How does work flow in this system?
Every new asset enters as a card in the “Registration” column the moment it's purchased: type, serial number, value, purchase date, and depreciation period. When handed to an employee or department, the card moves to “Custody,” signed by the recipient and documented on it. Over the asset's life, its card moves to “Maintenance” for any breakdown or scheduled service, with invoices; and its book value is updated periodically in “Depreciation” per the approved policy. When the user no longer needs it or leaves the company, the card moves to “Return,” where the asset is inspected, recovered, and its fate decided — reassign, replace, or dispose; and all cards are gathered yearly in “Annual Count,” where records are matched against the field check and variances and their resolution are documented.
Chat coordinates daily movement: a custody request for a new joiner, a breakdown report that moves the card to “Maintenance,” or arranging custody collection from a departing employee before their clearance — no employee is cleared until their custody cards are complete in “Return.”
Dues records each asset's financial side privately: purchase value, accumulated depreciation, and current book value, plus maintenance costs on the asset's card. On count, sale, or disposal of an asset, the transaction is posted immediately — so book value in the system stays true to reality, and the team knows each department's asset and maintenance costs at any renewal decision.
Who does what?
The operational roles in this system and each role's responsibility in daily work — assign them to your team as-is or adapt them to your reality.
Assets Officer
Registers new assets as cards in “Registration,” manages custody handover and recovery, updates depreciation entries in Dues, and leads the annual count.
Custody Holder
Receives custody with a documented signature on the card, reports breakdowns immediately via Chat, and returns the asset when no longer needed or upon leaving.
Maintenance Coordinator
Receives “Maintenance” cards and performs repairs or scheduled service, attaching invoices and inspection reports to the card before returning it to service.
Financial Reviewer
Matches asset records against entries in “Depreciation” and “Annual Count,” and documents count variances and their resolution before sign-off.
What's prepared for you from day one?
System units
- Tasks — A kanban board with workflow columns and execution cards
- Chat — The team's fast daily coordination channel
- Dues — Internal money with strict privacy — dues, advances, and expenses
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