The default statuses
Each status has a Means — the kind of state it is — which is what the rest of the product reads. A closed status takes the asset out of the register; a status that counts as downtime feeds availability and the Downtime tab.
A new asset can be created straight into any status that is not closed. An asset entered after nine
years in service can start as Operational without a history of moves that never happened.
By default both Under Maintenance and Breakdown count as downtime. Whether the downtime was
planned or not is told apart by the work order behind it — a preventive round or an emergency
repair — which is what Reliability and the
Health tab use for their unplanned-work and emergency measures. If your
organisation wants planned maintenance kept out of availability, untick counts as downtime on
Under Maintenance under Statuses.
Allowed moves
An asset can be retired straight from Breakdown or Under Maintenance: a compressor scrapped
after a bearing failure does not have to be “restored” first.
If nobody has configured any moves out of a status, the product offers every other status that is
not closed rather than leaving the asset stuck.
Who is holding it
Some statuses mean somebody must be answerable for the asset. By default that is Operational: an asset in service cannot be saved without a custodian, and the Move dialog makes Who is taking it on required when that is where the asset ends up. Planned, Standby, Under Maintenance, Breakdown, Retired and Disposed are all states an asset can sit in with nobody holding it. Your administrator chooses which statuses need a custodian under Statuses. The custodian can be a person with an account, or just a name and an email for a contractor or somebody at another company. Either way they can be asked to confirm they still have it through self-verification.Where a status is changed
Every change appears on the asset’s History tab under Status history, with when, from and to,
the reason, whether it counts as downtime and who made it — The system for automatic changes.
Approval
Your organisation can require sign-off on status moves, and by default retiring and disposing need it. When a move needs approval, it is sent for approval instead of being made: the asset keeps its status, a notice on the asset says so, and the request appears under Approvals. The move happens once it is signed off. While any approval about the asset is open — an edit, a move, a transfer or a disposal — the asset is held whole: nothing else about it can be changed until the request is decided, its Edit, Move, Dispose and Delete buttons are withdrawn, and the register shows a lock in place of its tick box and names the approval in its Approval column. Whoever countersigns needs Countersign a retirement or disposal somebody else has asked for. Approval chains are set up under Workflows.Moving and handing over
Moving an asset to another site or location is always done through Move (or Fit to and drag and drop on the Tree view for changing what it is fitted to), never by editing the site field. That way the movement is recorded — where from, where to, why and by whom — and appears under Movements on the asset’s History tab. Every transfer — including one that only hands the asset to a new custodian, gives it to another department or changes its status without moving it — is also listed under Transfers on the same tab, with each field it changed, what it was and what it became. A move can carry three changes at once: where the asset is going, who is taking it on, and what status it comes out in, plus a change of owning department. Each move is one transfer record, and an Asset handover or Gate pass can be printed from it. Moving to another site clears the location, because a room belongs to the site it is in. Where your organisation works under India GST, a move to another site is billed afterwards on E-way bills, one vehicle at a time. Assets seen by RFID readers can also be moved automatically when a reader sees them somewhere new. Moving needs Move assets between sites, locations and parents.Missing
Where your organisation has the Missing assets module switched on, an asset nobody can find is reported missing rather than retired, because it may still come back. Setting a lifecycle up under missing assets settings adds a Missing status, on hold rather than closed, with moves into it from every status and out of it to every other. Reporting an asset missing — or changing its status to that one — moves it there, takes it off In service and onto the Missing tab, and pauses its preventive maintenance. Marking it found moves it back, to the status it had or to the one your settings name. Both moves need their own permissions, Report assets missing and Mark missing assets found, or withdraw a report, and can be held for approval like any other move. See Report missing.Retiring and disposing
Retiring or disposing of an asset takes it out of circulation:- It leaves the In service register and appears on the Retired view with the date it left service and who recorded it.
- It stops being offered in every asset picker used to raise work — requests, work orders, inspections and maintenance plan scope — and leaves the fleet-health figures and the field app.
- Its open work orders, open work requests and scheduled planned rounds are cancelled, each with a reason pointing at the retirement. Cancelled rather than skipped, so a plan’s compliance figure is not penalised. Anything that cannot be cancelled is reported rather than forced — for example 2 jobs and 17 rounds cancelled, could not cancel WO-2026-00005.