Asset Details
Every asset in Formbird FLEET has a page made up of panels, each covering a different aspect of that asset's information and configuration. This article describes each panel and its fields, including where those fields affect other parts of the application.
Not every panel is visible on every asset type — the panels available depend on the asset template. The panels described here reflect the full set available across all templates.
Classification
The Classification panel contains the core identifying information for an asset and several fields that control how the asset behaves across the application.
| Field | What it does |
|---|---|
| ID | The asset's plant number or identifier. Used alongside Make, Model, and Registration to form the asset's display name throughout the application. |
| Asset Status | The lifecycle status of the asset. Controls visibility across the application — see below. |
| Asset Category | Links the asset to a category, used for filtering and reporting. |
| Asset Type | A text description of the asset type (e.g. Passenger Vehicle, Excavator). |
| Make / Model | The manufacturer and model of the asset. Used alongside ID and Registration to form the asset's display name. |
| Manufacture Date | The date the asset was manufactured. |
| Financial Class | Classifies the asset as Major Plant or Minor Plant for financial reporting purposes. Automatically set to Major Plant if the Total Purchase Price exceeds $5,000, or Minor Plant if below, when the asset is first saved without a Financial Class already set. |
| IPWEA Class | The IPWEA asset classification code. |
| Operational Duty | Describes the intensity of use the asset is subject to. |
| Vocation Type | The type of work the asset is used for. |
| Asset Ownership | Records whether the asset is owned, leased, or hired. |
| Critical Asset | Flags the asset as critical to operations. |
| Responsible Workshop | The workshop assigned responsibility for maintaining this asset. When service requests are automatically generated for this asset, they are assigned to this workshop. |
| Responsible Person | The user account linked as the responsible person for the asset. This can be set manually or updated automatically via an allocation. See Assignment. |
| Asset Department / Section | The department and section the asset belongs to, used for filtering and reporting. |
| Location | The physical location of the asset. Controls how the asset is grouped in the booking calendar. |
| Location Description | A free-text description of where the asset is located within a site. |
| External Reference | A reference number from an external system, such as a finance or asset management system. |
| eTAG # | The electronic toll tag number assigned to this asset. |
| Spare Key # / Two Way # | Reference numbers for the asset's spare key and two-way radio. |
| Tags | General-purpose tags for categorising and filtering assets. See Tags. |
| Additional Details | A free-text field for any other classification information. |
Asset Status
Asset Status is the most consequential field on an asset. The available statuses are:
| Status | Effect |
|---|---|
| Commission | Asset is being prepared for use. Not yet visible in the booking calendar. Preventive maintenance service requests are not automatically generated. |
| Active | Asset is in service. Appears in the booking calendar if assigned to a pool. Preventive maintenance service requests are automatically generated. |
| Decommission | Asset is being taken out of service. Excluded from the booking calendar and service request generation. |
| Awaiting Disposal | Asset is pending disposal. Excluded from booking calendar and service request generation. |
| Disposed | Asset has been disposed of. Hidden from most parts of the application. When this status is selected, additional fields appear to record the disposal method (Disposed By) and related details such as auction proceeds, write-off claim numbers, or disposal dates. |
Allocation
The Allocation table at the bottom of the Classification panel records who the asset is allocated to. Allocations give the allocated user special booking permissions for that asset and can automatically generate commuter use bookings during unavailable hire times. Learn more about Allocations.
Fuel Details
The Fuel Details panel records information about the asset's fuel type, consumption, and fuel cards.
| Field | What it does |
|---|---|
| Fuel Type (Primary) | The primary fuel type for the asset (e.g. Diesel, Petrol, Electric). Used in fuel consumption reporting and displayed as a filter icon on the booking calendar. |
| Battery Type | For electric or hybrid assets, records the battery type. |
| Fuel Type (Secondary) | A secondary fuel type for dual-fuel assets. |
| Primary Tank Capacity (litres) | The capacity of the primary fuel tank. |
| Total Fuel Consumed | A running total of fuel consumed by this asset. Updated automatically when fuel receipts are imported or bulk fuel transactions are recorded. |
| Fuel Consumption | The asset's fuel consumption rate. Used in fuel consumption and utilisation reports. |
| CO2 Emissions (g/km) | The CO2 emissions figure for the asset. |
| Range | The expected range per full tank or charge. Used in the Daily Driver Meter Error report to identify meter readings that appear unreasonably high. |
| Fuel Card Number / Supplier / Expiry | Details of the primary fuel card assigned to this asset. The expiry date is monitored and appears in the Asset Warnings report. Administrators can subscribe to the Fuel Card Due notification to receive an email when a card is approaching expiry. |
| Fuel Card Number 2 / Supplier 2 / Expiry 2 | Details of a second fuel card, if the asset has one. Monitored independently from the first card. |
Asset Meters
The Asset Meters panel controls which meters the asset has and records their current readings.
| Field | What it does |
|---|---|
| Asset Meters | Selects which meters are active for this asset (Primary and/or Secondary). Only active meters appear on Daily Driver pre-starts for this asset. |
| Primary Meter Measure | Sets whether the primary meter measures distance (km) or time (hours). This determines the unit used throughout the application for this asset's meter readings. |
| Primary Meter | The current primary meter reading. Updated automatically when a Daily Driver record is saved, or via telematics integration. |
| Secondary Meter | The current secondary meter reading. Updated the same way as the primary meter. |
See Meters for detail on how meter readings are used and updated across the application.
Physical Details
The Physical Details panel records the physical characteristics of the asset. Only the fields appropriate to the asset's template are shown — not every field below will appear on every asset type. Most fields are used for record-keeping and reporting. Several are available as tooltip fields in the booking calendar if configured in the booking settings.
| Field | What it does |
|---|---|
| Colour | The colour of the asset. |
| Serial # | The manufacturer serial number. |
| Chassis # / VIN | The chassis or vehicle identification number. |
| Body Type | Links to a body type tag. Used for filtering and can appear in the booking calendar tooltip. |
| Body Material Type | The material the body is constructed from. |
| Seating Capacity | Number of seats. Can appear in the booking calendar tooltip. |
| Steering Type | The steering configuration. |
| Towing Capacity (kg) | The rated towing capacity. Assets with a towing capacity show a tow/towbar tag in the booking calendar, making them findable via the filter. |
| Towball Weight / Downforce (kg) | The maximum towball downforce. |
| Coupling Type | The type of coupling fitted to the asset. Can appear in the booking calendar tooltip. |
| Engine Make / Model / Number | Engine identification details. On boat templates this field is labelled Outboard Make / Model. |
| Engine Capacity | Engine displacement. |
| Torque (hp) / Torque (kW) / @RPM | Engine torque in horsepower and kilowatts, and the RPM at which peak torque is produced. |
| # Cylinders | Number of engine cylinders. |
| Transmission | The transmission type (e.g. Automatic, Manual). Can appear in the booking calendar tooltip. |
| Wheel Drive | The drive configuration (e.g. 4WD, AWD). |
| # Axles | Number of axles. |
| Blade Width / Blade Height | Dimensions of the grader blade. |
| Track Type / Track Width / Track Length | The type and dimensions of the tracked undercarriage. |
| Dimensions (Length / Width / Height) | Physical dimensions in millimetres. |
| Tare / GVM / GCM / ATM | Mass limits in kilograms. ATM (Aggregate Trailer Mass) is the maximum combined weight of the trailer and its load. |
| Wheel Base | The distance between axles. |
| Tyre Size / PSI (Drive and Steer) | Tyre specifications for drive and steer axles. |
| Asset Components | Lists the components attached to this asset. Components are tracked independently and can have their own service and maintenance records. See Components. |
| Images | Photos of the asset uploaded directly to the physical details panel. Note: the asset's display image is set separately — see Creating an Asset. |
| Notes | Free-text notes about the physical condition or details of the asset. |
Registration and Warranty
This panel records registration, safety certificate, and warranty information for the asset. Several dates in this panel drive notifications and appear in the Asset Warnings report.
Registration and Certification
| Field | What it does |
|---|---|
| Registration # | The registration plate or number. Used alongside ID, Make, and Model to form the asset's display name. |
| Reg. Due | The date registration expires. Appears in the Asset Warnings report. Triggers the Scheduled Registration Due notification when within one month of expiry. |
| Safety Certificate Type | The type of safety certificate applicable to this asset. Available types include: Certificate of Roadworthiness (RWC), eSafety Check, Pink Slip, Vehicle Examination Certificate, Vehicle Inspection Report, Roadworthiness Inspection Report, Safety Certificate, WOF (Warrant of Fitness), and COF (Certificate of Fitness). |
| Safety Certificate Due | The date the safety certificate expires. Triggers the Safety Certificate Due notification when within one month of expiry. |
| In Service Date | The date the asset entered service with the organisation. |
Warranty
| Field | What it does |
|---|---|
| Warranty Notes | Free-text notes about the terms or conditions of the warranty. |
| Warranty Start Date | The date the warranty began. |
| Warranty End Date | The date the warranty expires. The system checks this daily and updates Warranty Status automatically. |
| Warranty Months | Automatically calculated from the start and end dates on save. |
| Notify Of Warranty Expiry At Date | The date from which the Warranty Due notification will be sent. If left blank, the system defaults to one month before the Warranty End Date. |
| Begin Meter / End Meter | The meter readings at which the warranty started and ends. |
| Warranty Km/Hrs | The total meter duration of the warranty. |
| Notify Of Warranty Expiry At Meter | The meter reading at which the Warranty Due notification will be sent. |
| Supplier | The supplier or dealer who provided the warranty. |
| Warranty Status | The current state of the warranty: In, Imminent, or Out. Updated automatically by the system each day based on the warranty dates and meters. |
How warranty status is managed: Each day, the system checks all active assets. If the primary meter reading has passed the notify meter threshold (but not yet exceeded the warranty end meter), or if today's date falls between the notify date and the warranty end date, the status is set to Imminent. Once either the end date or end meter is exceeded, the status is set to Out.
Special Conditions and Maintenance
This panel records conditions that workshop staff need to be aware of when maintaining the asset, and police permit information if applicable.
| Field | What it does |
|---|---|
| Police Permit Required | Records whether this asset requires a police permit to operate on public roads. |
| Police Permit Exp. Date | The date the police permit expires. Appears in the Asset Warnings report. Triggers the Police Permit Due notification when within one month of expiry. |
| Special Maintenance Notes | Free-text notes about any special requirements or conditions for maintaining this asset. These notes are automatically carried through to service requests generated for this asset, so workshop staff can see them without having to open the asset separately. |
Financials
The Financials panel records the financial details of the asset including purchase information, valuation, replacement planning, and lease or hire details.
Purchase and Value
| Field | What it does |
|---|---|
| Account Codes | Links the asset to one or more account codes for financial reporting. Account codes must be created before they can be selected here — see Account Codes. |
| Funding Responsibility / Source | Records who is responsible for funding this asset and the source of that funding. |
| Asset Origination | Records how the asset was acquired (e.g. purchased, leased, donated). |
| Purchased From | The supplier the asset was purchased from. |
| Purchase Date / Purchase Meter | The date and meter reading at time of purchase. |
| Purchase Price | The purchase price of the asset. |
| Accessories Cost | The cost of any accessories or fitouts added at purchase. |
| Total Purchase Price | The total cost of the asset — purchase price plus accessories cost. |
| Stamp Duty | Stamp duty paid on the asset. |
| Current Value | The current estimated value of the asset. Used in the fixed monthly charge calculation (see below). |
| Trade in Value | The expected trade-in value at end of life. Used in the fixed monthly charge calculation. |
| Financial Class | Automatically set to Major Plant (over $5,000) or Minor Plant based on the Total Purchase Price when first saved. Can be overridden manually. |
Replacement Planning
| Field | What it does |
|---|---|
| Replacement Budget | The budgeted replacement cost for this asset. |
| Replacement Cycle (months) | How many months before the asset is due for replacement. Used in the fixed monthly charge calculation and replacement reports. |
| Replacement Due Date | The calculated or manually set date the asset is due for replacement. Appears in the Asset Warnings report. |
| Replacement Cycle (meter) | The meter reading at which the asset is due for replacement. |
| Annual Target (km or hr) | The target annual usage for this asset. Used in utilisation reporting. |
Monthly Charges
| Field | What it does |
|---|---|
| Overheads | The overhead allocation percentage for this asset. Used in the fixed monthly charge calculation. |
| Fixed Monthly Charge | Calculated automatically on save when Recalculate On Save is ticked. The formula is: (Purchase Price − Trade In Value) ÷ Replacement Cycle (months) plus an overhead component based on this asset's value relative to the total fleet value. |
| Variable Monthly Charge | A manually entered variable monthly cost (e.g. fuel, tyres). |
| Total Monthly Charge | The sum of fixed and variable monthly charges. |
| Recalculate On Save | Tick this to recalculate the Fixed Monthly Charge on the next save. Requires Purchase Price, Trade In Value, Replacement Cycle, Current Value, and Overheads to all be populated. |
Lease Details
These fields apply to leased or externally hired assets.
| Field | What it does |
|---|---|
| Lease Type | The type of lease arrangement. |
| Contract Start / End Date | The term of the lease. The Contract End Date appears in the Asset Warnings report. |
| Contract Term (Months) | The length of the lease in months. |
| Excess | The excess amount applicable to the lease. |
| Start Odometer Reading | The odometer reading at the start of the lease. |
| Projected KM At Expiry | The projected total kilometres at the end of the lease term. |
| Rental / Operating / Insurance charges | Monthly cost fields for the various components of the lease arrangement. |
Booking and Hire
This panel configures how the asset appears and behaves in the FLEET Booking system. See Pool Booking Configuration for the full setup process.
| Field | What it does |
|---|---|
| Vehicle Hire Pool | Assigns the asset to one or more vehicle pools. An asset must be in at least one pool to appear in the booking calendar. |
| Asset Hire Status | Automatically updated by the system to reflect the current booking state (e.g. Available, Hire Commenced). Do not edit manually. |
| Hire Commenced / Expected Hire Completion | The start and expected end of the current active booking. Managed automatically by the system. |
| Available For Hire Days | The days of the week this asset is available to book. If no days are selected, the asset is available every day. Used to generate greyed-out unavailable periods on the calendar and to create commuter use bookings for allocated users. |
| Day Start Time / Day End Time | The times of day the asset is available to book on available hire days. |
| Max. Booking Duration (hrs) | A maximum booking length for this specific asset, overriding the system-wide maximum set in the booking Configuration page. |
| Default Booking Hire Rate | Whether bookings default to the hourly or daily hire rate for charging purposes. |
| Hourly / Daily / Weekly / Monthly / Annual Hire Rate | The hire rates used when calculating booking charges. See Booking Charging. |
| Budgeted Annual Charge Hrs | The budgeted annual hire hours for this asset. Used in booking utilisation reporting. |
| KeyWatcher Key ID | The key ID number in the KeyWatcher cabinet for this asset's key. When a booking is created, this ID is included in the booking notification email and is used to create a KeyWatcher reservation. See KeyWatcher Configuration. |
| KeyWatcher Panel Name | The name of the panel in the KeyWatcher cabinet that holds this asset's key. Sent to the KeyWatcher API when creating or updating reservations. |
Training Types
This panel records any training requirements for operating this asset.
| Field | What it does |
|---|---|
| Training Types | Links one or more training types to this asset. When a user opens an asset verification inspection request for this asset, the system checks whether they have a current training record for each required training type. If they do not, a warning is displayed. |
When training types are added to or removed from an asset, the system automatically updates a Skills to Operate flag on the asset to indicate whether specialist training is required.
Learn more about Training.
Asset Use
The Asset Use panel configures operating hours for the asset and controls Daily Driver pre-start requirements.
| Field | What it does |
|---|---|
| Business Days | The days of the week the asset is normally operated. Carried through to automatically generated service requests so workshop staff can see when the asset is available for maintenance. |
| Day Start Time / Day End Time | The normal operating hours of the asset. Carried through to service requests. |
| Daily Driver Check Required | When ticked, this asset requires a Daily Driver pre-start to be completed before use. This must be enabled for the asset to produce Daily Driver exceptions, and is displayed in other parts of the application when operators and drivers interact with the asset. |
| Daily Driver Max Daily Hours (hrs) | The maximum number of hours the asset could reasonably be operated in a single day. If a meter reading submitted in a Daily Driver exceeds this value, it is flagged in the Daily Driver Meter Error report as a potential error. |
| Daily Driver Max Daily Distance (km) | The maximum number of kilometres the asset could reasonably travel in a single day. If a distance reading exceeds this value, it is flagged in the Daily Driver Meter Error report. |
Vehicle Tracking
This panel configures the telematics integration for this asset. Meter readings can be automatically updated from a telematics provider when this is set up. See Telematics Integrations.
| Field | What it does |
|---|---|
| Telematics Interface Type | The telematics provider connected to this asset (e.g. Geotab, IntelliTrac, eRoad). |
| Device Serial Number | The serial number of the tracking device fitted to the asset. Used to match incoming telematics data to this asset. |
| Active | Whether the telematics integration is active for this asset. |
| Include In Map Display | Whether this asset appears on the asset map view. |
Maintenance View
The Maintenance View panel shows the open requests and work orders for this asset, giving a quick overview of its current maintenance status.
| Field | What it does |
|---|---|
| Filter By Status | Filters the requests shown in the panel by status. Select one or more statuses to narrow the list. |
This panel is view-only. To create a new request for the asset, use the request creation workflow. Learn more about Requests.
Asset Specific Parts
The Asset Specific Parts panel shows materials that are allocated to this specific asset — both materials currently in stock and materials on order. This allows workshop staff to see at a glance what parts are available for this asset without searching the broader materials inventory.
This panel is view-only. Materials are managed through the Materials section. Learn more about Materials.
Asset History
The Asset History panel shows all documents linked to this asset, organised by type. Each section lists records of that type associated with the asset, and rows link directly to the individual documents.
The types of records shown include:
- Plant Hours — time and cost records submitted against this asset
- Conversations — internal communication threads linked to this asset
- Verification Inspections — Asset Verification records for this asset
- Risk — Risk Assessments and Risk Items linked to this asset
- Oil Samples — fluid sample inspection records
- Requests — service and maintenance requests raised for this asset
- Expenses — additional expense records, including registration costs, insurance, and general asset expenses
- Work Orders — completed and in-progress work orders for this asset
- Daily Driver — Daily Driver pre-start records submitted for this asset
- Fuel Receipts — fuel transaction records for this asset
- Tolls — toll records associated with this asset
The panel also contains the meter range configuration used by the Daily Driver Meter Error report:
| Field | What it does |
|---|---|
| Asset Range Allowance % | The percentage above the expected daily range that a meter reading can reach before being flagged as an error. For example, if the expected range is 200 km and the allowance is 20%, readings up to 240 km per day will not be flagged. |
| Asset Range | Displays the expected daily range (from the Range field in Fuel Details). Read-only. |
| Asset Range (with allowance) | Displays the calculated upper threshold: expected range plus the allowance percentage. Read-only. |
Asset Images and Documents
This panel provides access to the Asset Document Library — a collection of documents, manuals, videos, and other files associated with this asset.
| Field | What it does |
|---|---|
| Library Documents | Tick this to show documents from the Asset Document Library that are linked to this asset's template. Unticking hides the library panel. |
Documents in the library are managed through the Asset Document Library. Learn more about Asset Document Library.
Custom Forms
The Custom Forms panel displays any additional forms that have been configured for this asset type. Custom forms allow organisations to capture information specific to their operations that is not covered by the standard asset panels. Contact Formbird Support for more information on setting up custom forms.
Published: April 2026 · Formbird FLEET 4.2.8