Keep each asset's identity and maintenance history together.
Asset Tracking identifies physical equipment by asset tag, name and serial number, with a home location and operating state. Asset Manager maintains the register while Maintenance Planner records preventive intervals and upcoming service dates.
From asset identification to accepted service ships ready to use. 2 steps need a named approval before the work moves on: Authorize maintenance (Maintenance Approver) and Accept inspection (Maintenance Approver).
Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.
Register assets
Identify the equipment by tag and serial number, with its home location and operating state.
FL-003TA-34308 · Asset Manager
Register assetsBy Asset Manager
Plan maintenance
Record service intervals and dates, then prepare the work required for the asset.
FL-003TA-34308 · Maintenance Planner
Plan maintenanceBy Maintenance Planner
Authorize maintenance
Check the ticket and current approved warranty before assigning authorized work.
FL-003TA-34308 · Maintenance Approver
Authorize maintenanceBy Maintenance Approver
ApprovalMaintenance Approver authorizes eligible work after the command verifies the ticket, asset and approved coverage spanning today.
Execute work
Start the maintenance ticket and retain the technician's work evidence.
FL-003TA-34308 · Technician
Execute workBy Technician
Record parts
Post the consumed quantity once and review stock reaching its reorder point.
FL-003TA-34308 · Parts Coordinator
Record partsBy Parts Coordinator
Accept inspection
Review the completed service before closing the ticket and returning the asset to Active.
FL-003TA-34308 · Maintenance Approver
Accept inspectionBy Maintenance Approver
ApprovalMaintenance Approver accepts the inspected work before the ticket closes, its service certificate is recorded and the asset returns to service.
Use Proto to prepare maintenance reviews while people retain responsibility for equipment identity and acceptance.
It can
Asset Manager: Find the tagged asset and gather its maintenance tickets and service outcomes for review.
Maintenance Planner: Show upcoming preventive dates, open tickets and assigned technicians before the planning discussion.
Technician: Open assigned work and help prepare a clear description of the intervention performed.
Maintenance Approver: Gather the ticket's warranty dates and work evidence before the authorization or inspection decision.
Stays with a person
The assistant cannot identify physical equipment without the team's confirmation or decide that serviced equipment is ready for use without the authorized inspection decision.
It must use the controlled parts action when posting consumption and respect the account's permissions.
External system changes need the corresponding authorization.
Assistant requests, imports and connected operations follow the platform's usage billing.
Find the compressor by its asset tag and show its open maintenance tickets.
Show my assigned work and the warranty dates for the selected ticket.
Prepare the work evidence for inspection without accepting the result.
Compare the selected part's stock on hand with its reorder point.
The assistant cannot identify physical equipment without the team's confirmation or decide that serviced equipment is ready for use without the authorized inspection decision.
Integrations
Connects to the tools you use
Set up connections through ERP.AI and Proto workflows, with every change logged.
Asset Tracking
Equipment and finance registers
Meter-reading sources
Purchasing systems
Employee identity sources
Data model
Your data, in tables you can change
Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.
Start with one team and one process, then add the rest once the basics are running.
Choose the equipment
Start with tagged assets the operating team can identify physically. Agree names and home locations, then check serial numbers against the register. Select a service case suitable for a complete rehearsal.
Map people and decisions
Have Admin confirm employee-to-user mappings. Name the planner, Technician, Maintenance Approver and Parts Coordinator for the pilot. Agree command authority and restrictions on direct changes to controlled states or stock.
Prepare plans and coverage
Enter the preventive intervals and dates, then confirm meter types, units and action limits. Prepare a ticket and review the warranty approval practice and current validity window before authorization.
Rehearse service and parts
Start eligible work, record the intervention and post the consumed part. Repeat the posting through its supported retry path and confirm that stock changes once. Bring the work to inspection and verify the accepted outcome across the ticket, certificate and asset.
Release the operating cycle
Review the queues using the actual operating accounts. Confirm the owner of due-plan review and reorder follow-up. Expand the scope when the team can explain the evidence and responsibility at each handoff.
Click Get started, then use Proto to configure Asset Tracking for your business. Start with an identifiable tagged asset, a preventive plan and a maintenance ticket that the team can carry through authorization, parts posting and inspection acceptance.
How do we identify similar equipment?
Use the asset tag and serial number alongside the equipment name and home location. Confirm the physical item before recording a reading or starting maintenance so its evidence remains attached to the correct asset.
How are preventive dates used?
Maintenance Planner records the interval, last serviced date and next due date against the asset. Scheduled Maintenance brings upcoming plans into review so the planner can prepare the required work and confirm its assignment.
What happens when a reading reaches its action limit?
The validated reading is stored against the selected asset and the workflow flags that equipment for maintenance. Maintenance Planner reviews the condition and prepares the appropriate work through the normal authorization process.
What warranty record is needed to authorize work?
The command checks the maintenance ticket, its asset and an Approved warranty record whose validity interval covers today. Check the record's ticket link and dates together before relying on its approval state.
Who accepts completed maintenance?
Maintenance Approver reviews the completed work and accepts its inspection through the agreed execution command. Acceptance closes the ticket, records the linked service certificate and returns the asset to Active.
How does parts posting affect stock?
Parts Coordinator submits the maintenance ticket, part and quantity through the usage action. It records the consumption exactly once and reduces stock on hand by the accepted quantity. Rehearse its retry behavior before live use.
What happens at the reorder point?
The posting action flags reorder when stock reaches the part's reorder point. Parts Coordinator reviews the condition and follows the customer's purchasing process, with any purchasing-system connection configured separately.
What should we check in the service history?
Confirm that the certificate identifies the correct asset and maintenance ticket. Review the performed date, recorded result and next due date alongside the Technician's work evidence before using the history for the next planning decision.
What should we test before the first operating cycle?
Test current and expired coverage, a reading at its action limit and a repeated parts submission. Accept a completed inspection and confirm the closed ticket, service certificate and Active asset together. Check personal work access using the actual employee mappings.
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