Asset Management

Deskpadi provides a comprehensive asset management system that tracks every piece of equipment, software licence, and vehicle across your organisation. Each asset is assigned an auto-generated unique ID when it is registered, making it easy to reference in requests, transfers, and reports.

Asset Categories

Assets are organised into five categories:

• •IT Equipment — laptops, desktops, monitors, printers, networking gear, and peripherals.
• •Furniture — desks, chairs, shelving, partitions, and fixtures.
• •Software — licences, subscriptions, and digital tools.
• •Vehicles — company cars, trucks, motorcycles, and other fleet vehicles.
• •Other — any asset that does not fit the categories above.

Asset Lifecycle

Every asset moves through a defined lifecycle. The current status determines which actions are available.

• •Active — the asset is registered and available for assignment or booking.
• •In Use — the asset is currently assigned to a user or department.
• •Booked — the asset has been reserved for a specific period via the booking system.
• •Under Maintenance — the asset is undergoing repair or servicing and is unavailable.
• •Pending Disposal — the asset has been flagged for disposal and is awaiting approval.
• •Disposed — the asset has been permanently removed from the register.

Booking System

The booking system allows users to reserve shared assets (such as projectors, meeting room equipment, or pool vehicles) for a specific date range.

1. Navigate to the asset and select Book.
2. Choose the start and end dates for the booking.
3. Submit the booking request for approval.
4. Once approved, the asset status changes to Booked for the reserved period.

Two-Step Return Process

Returning a booked asset requires two steps to ensure accountability:

• •Step 1: The booker marks the asset as returned, confirming they have handed it back.
• •Step 2: The approver (typically the asset custodian or Department Head) confirms the return and verifies the asset's condition.

The asset only returns to Active status after both steps are completed. This prevents disputes about when and in what condition assets were returned.

Asset Transfers

Assets can be transferred between departments or users. Each transfer includes a custody acknowledgement step.

• •Transfers can be initiated by the current custodian, a Department Head, or an Admin.
• •The receiving user or department head must acknowledge custody before the transfer is finalised.
• •Transfer history is recorded on the asset's timeline for audit purposes.

Disposal Workflow

When an asset reaches the end of its useful life, it enters the disposal workflow.

1. The asset custodian or admin flags the asset for disposal, providing a reason.
2. The asset status changes to Pending Disposal.
3. An approver (Department Head, Manager, or Super Admin) reviews and approves the disposal.
4. Once approved, the asset status changes to Disposed and it is removed from active counts.

Depreciation

Deskpadi supports two depreciation methods to help you track the declining value of your assets over time.

Straight-Line Depreciation

The asset loses an equal amount of value each year over its useful life. For example, a laptop purchased for ₦500,000 with a 5-year useful life depreciates by ₦100,000 per year.

Declining Balance Depreciation

The asset depreciates by a fixed percentage of its remaining book value each year. This method front-loads depreciation, reflecting that assets often lose more value in their early years.

Depreciation is calculated automatically via a monthly sweep that updates the book value of all assets with depreciation enabled. The sweep runs on the first day of each month.

Warranty Tracking

Each asset can have warranty information recorded, including the warranty provider, start date, end date, and coverage details. Deskpadi sends notifications before warranties expire so you can arrange renewals or replacements.

Insurance Policies

Assets that are insured can have their policy details attached, including the insurer name, policy number, coverage amount, premium, and expiry date. Expiry alerts help ensure policies are renewed on time.

Software Licences

Software assets include additional fields for licence management:

• •Licence key or activation code.
• •Number of seats (total and currently assigned).
• •Subscription renewal date.
• •Vendor and support contact.
• •Assignment history showing which users have been allocated seats.

Nigerian Vehicle Compliance

For assets in the Vehicles category, Deskpadi tracks all compliance documents required under Nigerian law. Each document type has an expiry date, and the system sends alerts before documents expire.

CSV Export & Bulk Operations

The asset register can be exported to CSV for offline analysis or reporting. Exports include all asset fields, current status, assigned user, department, and financial data (purchase price, current book value, depreciation).

Bulk Operations

Admins can perform bulk operations on multiple assets at once:

• •Bulk transfer — move multiple assets to a new department or user.
• •Bulk status update — change the status of selected assets (e.g., mark several as Under Maintenance).
• •Bulk disposal — flag multiple end-of-life assets for disposal in a single action.
• •Bulk export — export only selected assets rather than the full register.