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Verification

Asset Verification is a periodic inspection process that confirms an asset's physical presence at a location and records its condition. It reduces the need to maintain parallel records outside Formbird FLEET and provides a structured audit trail.

Verifications can be completed using a basic checklist or with custom checks configured for each asset group. If an asset has related components, these are displayed on the verification form for easy access.

Setup Overview

To configure Asset Verifications for your organisation, complete these steps:

  1. Configure the checks available for each asset group via the Asset / Component Group Mapping
  2. Optionally configure additional checks for specific individual assets (optional)
  3. Complete verifications and schedule the next inspection

Step 1 — Configure Checks for an Asset Group

Verification checks are configured on the Asset / Component Group Mapping document for each asset type. See Mapping for an overview of how mapping documents work.

  1. From the System Administrator Menu, open the Configuration dropdown and select Asset / Component Group Mappings.
  2. Find and open the mapping document for the asset group you want to configure.
  3. In the Asset Verification Checks field:
  4. To remove a check, select the × on the item, or select the field and backspace.
  5. To add a check, select the field to open the dropdown, start typing to filter, and select from the list.
  6. Save the changes.

Note: The available checks in the dropdown are managed centrally from the Daily Driver / Risk Assessment / Verification Configuration page. You can also create new checks by selecting the + icon next to the Asset Verification Checks field on the mapping document. Managing checks centrally prevents duplicates and ensures consistency across asset groups.

Note: Changes to a mapping document apply immediately to all assets in that group.

Step 2 — Configure Checks for a Specific Asset (optional)

Individual assets can have additional verification checks that extend the group's configuration. This is useful for assets with features that require checking beyond the standard group checklist.

  1. Open the Asset / Component Group Mapping for the asset's group.
  2. Scroll to the Single Asset Mapping Documents panel at the bottom of the page.
  3. Select Add new child document and choose New Single Asset Mapping Document.
  4. Select the specific asset.
  5. Configure the additional checks for that asset.
  6. Save the document.

Checks on the Single Asset Mapping document appear in addition to the group's checks, not instead of them.

Step 3 — Completing a Verification

Asset Verifications can be accessed from:

  • The Request List on the System Administrator Menu — select New Asset Verification
  • The asset itself — use the Select Request dropdown (if New Asset Verification is configured in the mapping)
  • The Asset Verification Inspections report in Reports and Listings — for verifications already created but not yet completed

To complete a verification:

  1. Open a New Asset Verification or an existing in-progress verification.
  2. If the asset is not already filled in, select the Asset to be inspected, or scan the asset's QR code. Asset details will populate automatically.
  3. Select the save tick at any time to save your progress.
  4. Update the Status to track progress — for example, set to In Progress once you begin so it is easy to return to.
  5. Review the Related Assets / Components and work through the Verification Checks, adding any comments.
  6. Record any Verification Notes.
  7. Take or upload photos as needed.
  8. Select a Verification Outcome. Selecting Unverified will prompt you for a Reason Unverified.
  9. Save the document.

Scheduling the Next Inspection

When you change the status to Completed or Cancelled, additional fields appear for scheduling the next verification:

  • Inspect Again In (months) — defaults to 12. Adjust this to any number of months to set the Next Inspection Date accordingly.
  • Next Inspection Date — set a specific date manually if needed. This value is used to generate overdue notifications and to trigger the next verification automatically.
  • Auto Generate Next Verification — tick this to automatically create the next verification at the Next Inspection Date.

Bulk Creating Verifications

The Asset Verification Inspections report provides tools for creating verifications for multiple assets at once.

  1. Navigate to the Asset Verification Inspections report in Reports and Listings.

[VERIFY] Confirm the exact menu path to the Asset Verification Inspections report.

  1. Use the search boxes under the column headings to filter the asset list — for example, type an asset group name in the Asset Group column to show only assets of that type.
  2. Select the row(s) for the assets you want to create verifications for.
  3. Choose how to handle any previously scheduled verifications:
  4. Unschedule previously scheduled inspections — unchecks Auto Generate Next Verification on existing verifications.
  5. Ignore previously scheduled inspections — leaves existing auto-generate settings unchanged, which may result in multiple verifications being created close together.
  6. Select Create Verifications.

The created verifications can then be worked through systematically by filtering the Asset Verification Inspections table.

Overdue Verifications

Overdue verifications are identified in two ways:

  • Notifications — users can subscribe to notifications for overdue Asset Verifications. These are generated nightly when a verification has a status of New and its Next Inspection Date has passed.
  • Overdue / Impending Due Report — available in Reports and Listings.

See Notifications for information on subscribing to notifications.

Published: April 2026 · Formbird FLEET 4.2.8