The assets section of QUOODA® is where details of all your properties, sub-assets and entities that you want to record information against are stored.
Step 1. Asset type
When you hover over an asset module on the main menu a sub-menu will appear. This will contain a list of the asset types that your organisation uses, and it will vary.
We will select Properties in this example as they are the most common asset type.
Step 2. Find and open the asset record
The assets that you have access to will be displayed on a table. You can search and filter the data table to find the asset you need. Once you locate it, click on it to open the record.
Step 3. View and amend the record
When the record loads you will see tabs across the top, each containing information. The tabs available will vary between organisations as custom tabs can be created to record things that are important to your company.
We will not cover every tab here in detail, only the key ones. Most of the information is self-explanatory and we would recommend browsing the options and familiarising yourself with the data your company chooses to store.
Overview
This tab shows a summary of some of the most frequently used and significant data from the whole property record on one screen.
The left-hand box contains the property name, description and address as well as other key details and a summary of linked sub-assets where they exist
The four widgets to the right highlight the number of outstanding risks, a summary of the compliance status, the number of outstanding tasks and a count of checklists completed for this property recently. You can click on these widgets to view that element of data in more detail.
NOTE: The checklist widget cannot be clicked for more detail because the count of checklists comes from multiple template folders.
Identification
Some fields in this tab are mandatory for all records. This is where the property name, description, address and groupings are stored. This is also where you can archive the asset.
You can also add Contact Types in this area, for example, the Primary Contact for a building, the Facilities manager and the Building manager to name a few. Click 'Add 'under any of these headings to add the details. Please note if the user exists on QUOODA the relevant information will prepopulate.
Clients with Building Safety Act functionalities enabled will also be able to enter accountable persons and principal accountable persons where the building is BSA regulated. If your organisation is interested in enabling Building Safety Act functionalities, please reach out to your dedicated account manager or contact support.
Details
The details tab is where you can mark a property as Building Safety Act Regulated, you can also enter key metrics about the property such as Square Footage, Property Type and EPC Ratings and Asbestos.
Assets Summary
This area of a property record contains a list of potential sub-asset types and a count of the number associated with this property.
If you need to associate more sub-assets click on the blue cross next to the appropriate type and select the asset to add the association.
Associations
As well as sub-assets a property can be associated with other records like assessments, incident reports, checklists, etc. From this screen you can:
- See these direct links and open those records using the square boxes icon next to the association
- Associate more records to this property via the ‘Add New Association’ button
Compliance
From this tab, you can see more details on the compliance status of the property. The compliance rules are grouped by their status. From here you can add new documents, view current documents and view historical documents.
The options are explained on our documentation help page. The buttons are in laid out slightly differently on this screen but the steps are the same.
Step 4. Save or exit the record
If you have made any changes to the data that you want to keep, please be sure to save them.
If the save options are greyed out this means you do have the required permissions to make amendments to this data, you can only view it. Your access is determined by the Super Users within your organisation, please contact them with any questions.
If you want to exit the record without saving any changes you can use the back button on click on another menu navigation option to move to another area of QUOODA®.