> For the complete documentation index, see [llms.txt](https://prohelp.assetpanda.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://prohelp.assetpanda.com/settings/templates-guides/agency-asset-register-template.md). # Agency Asset Register template The **Agency Asset Register** template illustrates how agencies manage assets, audits, operations, and public safety equipment in a single system of record. *** ## Template structure The template module is pre-configured to reflect how public agencies operate: * **Collections**: One shared list of agency Assets along with collections for People, Departments, Locations, and Categories * **Dashboards**: Clear separation of Finance, Operations, Public Safety, and Audit responsibilities * **Finance - Asset Oversight**: Displays information on capital assets. * **Operations - Asset Management**: Review the **Assigned Assets** and **Unassigned Assets** widgets to identify the assets that are in use vs. available.

No financial data is exposed.

* **Public Safety - Equipment Register**: Displays information only for public safety equipment. * **Saved views**: * **Unassigned Assets**: Assets filtered by Status set to Unassigned * **Assigned Assets**: Assets filtered by Status set to Assigned * **Capital Asset Register**: Assets filtered by Capital Asset set to Yes * **Public Safety Equipment Register**: Assets filtered by Asset Category set to Public Safety Equipment * **Forms**: * Assign Asset: Used to assign a single asset * Inspection Check: * Capitalize Asset * Dispose Surplus Asset * Chain of Custody Transfer: Used to transfer the chain of custody of an asset * Return Asset * Controls aligned to government expectations (GASB, grants, inspections, custody) *** ### Public Safety (Readiness & Risk) Estimated time: 5 minutes Step 8: Open the Public Safety Dashboard 1. Navigate to Public Safety – Equipment Readiness. What to notice: * Only public safety equipment is visible * This view is isolated from IT and facilities assets *** Step 9: Review Overdue Inspections 1. Open Overdue Inspections. 2. Select Ballistic Vest. What to notice: * Inspection dates drive risk visibility * Equipment can appear compliant or overdue *** Step 10: Perform an Inspection 1. Open the Inspection Check form. 2. Update inspection dates and readiness status. 3. Submit the form. What to notice: * The dashboard updates immediately * Inspection history is preserved *** Step 11: Chain of Custody 1. Open Chain-of-Custody Required. 2. Select a public safety asset. 3. Use Chain of Custody Transfer. What to notice: * Custody changes are explicit * Responsibility is never ambiguous *** ### Audit & Oversight Estimated time: 2–3 minutes Step 12: Auditor View 1. Switch to an Auditor – Read Only user (if provided). 2. Open Finance – Asset Oversight. 3. Review the Capital Asset Register. What to notice: * No edit or action controls are available * All data is visible and consistent *** Step 13: Automated Audit Delivery This environment is configured to: * Automatically deliver the Capital Asset Register to auditors monthly * Preserve a consistent audit cadence What to notice: * Auditors do not need to chase reports * Finance retains governance and control *** What This Trial Demonstrates * One system shared across departments * Clear separation of duties * Enforced depreciation and capital controls * Operational accountability * Public safety readiness and defensibility * Audit confidence without manual effort *** Inviting Other Departments into the Trial One of the most valuable ways to experience this trial is to invite colleagues from other departments and apply the role-based user templates that have been preconfigured. This allows you to see how the same system of record presents very different experiences depending on responsibility and risk. How to Invite Another User 1. Navigate to User Management / Users. 2. Invite a new user using their email address. 3. Assign one of the following user templates: 4. Finance Admin – Fixed Assets 5. Operations Manager 6. Public Safety Supervisor 7. Auditor – Read Only Once invited, ask the user to log in and land on their default dashboard. *** What to Observe When Switching Roles Finance Admin * Sees depreciation, capitalization, and audit-focused views * Can correct asset values without touching operational data * Lands on a governance-focused dashboard Operations Manager * Sees assignment, location, and availability * Cannot view or edit financial data * Experiences the system as a day-to-day operational tool Public Safety Supervisor * Sees only public safety equipment * Focuses on inspections, readiness, and chain of custody * Is isolated from IT, facilities, and finance noise Auditor (Read Only) * Has full visibility but no ability to change data * Accesses locked registers and compliance views * Receives scheduled audit reports automatically *** Why This Matters Public agencies rarely operate with a single stakeholder. This trial is intentionally designed to show: * How separation of duties is enforced * How the same data supports different roles without duplication * How governance, operations, and safety coexist in one platform Inviting additional departments into the trial often surfaces the most meaningful conversations. *** Next Steps If this were your production environment, typical next steps include: * Importing your full asset inventory * Enabling barcode or mobile workflows * Adding approval and automation rules * Expanding to additional departments or agencies --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://prohelp.assetpanda.com/settings/templates-guides/agency-asset-register-template.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.