AXITRAQ Asset Management — User Manual¶

Platform: AXITRAQ (axitraq.app) Module: Asset Management Last Updated: May 2026

Table of Contents¶

Overview
Asset List
Adding a New Asset
AI-Powered Onboarding (iPad Audit Wizard)
Viewing an Asset
Editing an Asset
Asset Photos
Documents
Asset Categories
Asset Statuses
Custom Data Fields
Asset Code and Prefix
GPS and Location
Registration Details
Access List — Assignment and Permissions
QR Codes
Document QR Codes
Labels and Printing
Fuel Tracking
Inspections and Checklists
History and Audit Trail
Deleting an Asset
Tips and Best Practices

1. Overview¶

The Asset Management module is the core of AXITRAQ. It provides end-to-end lifecycle management for vehicles, heavy machinery, tools, equipment, trailers, and any other physical asset your business needs to track.

Every asset in AXITRAQ has a complete digital profile that includes identification details, specifications, financial information, GPS location, photos, documents, inspection history, operator access records, and a full audit trail. Assets can be managed from the web dashboard at axitraq.app or from the AXITRAQ mobile app.

To access Asset Management, log in to axitraq.app and navigate to Manage > Assets from the main menu.

Permission required: You need the manage.assets permission to view assets. Editing, adding, and deleting assets additionally requires the can_edit permission on that module.

2. Asset List¶

The Asset List is your starting point for managing all assets in your organisation. It displays a table of every asset with key information at a glance.

Navigating to the Asset List¶

Log in to axitraq.app.
From the main menu, select Manage > Assets.

Asset List Columns¶

Column	Description
Code	The unique asset code (e.g. AX-0001). Click the code to open the asset.
Name	The descriptive name you gave the asset.
Category	The asset category: Vehicle, Trailer, Plant, Equipment, Tool, or Other.
Status	A colour-coded badge showing the current status of the asset.
Location	The current location or site name assigned to the asset.
Hours	The current hour meter reading (for tracked assets).
Rego Due	The registration renewal date, with warning badges for upcoming or overdue renewals.

Filtering and Searching¶

Use the filter controls at the top of the list to narrow down the assets displayed:

Category — Select a category from the dropdown to show only assets of that type.
Status — Filter by Active, Inactive, Maintenance, or Decommissioned.
Department — If your organisation uses departments, select one to show only assets assigned to that department.
Search — Type into the search box to find assets by code, name, serial number, or location. Press Enter or click the Filter button.

All filters apply immediately when you change a dropdown value. You can combine multiple filters (for example, show only Active Vehicles in the "North" department).

Status Badges¶

Status badges are colour-coded for quick recognition:

Badge Colour	Status	Meaning
Green	Active	The asset is in service and available for use.
Grey	Inactive	The asset is not currently in service.
Yellow/Amber	Maintenance	The asset is undergoing maintenance or repair.
Red	Decommissioned	The asset has been permanently taken out of service.

Registration Due Badges¶

The Rego Due column uses additional colour coding:

Badge	Meaning
Red "Overdue"	The registration renewal date has passed.
Yellow with date	Registration is due within the next 30 days.
Plain date	Registration is current and not due soon.

3. Adding a New Asset¶

You can add assets through the web dashboard, the iPad Audit App (see Section 4), or the mobile API.

Adding via the Web Dashboard¶

Navigate to Manage > Assets.
Click the Add Asset button in the top-right corner.
Fill in the asset details form. Fields are organised into sections:

Core Information¶

Field	Required	Description
Asset Name	Yes	A descriptive name for the asset (e.g. "CAT 320 Excavator").
Category	Yes	Select from: Vehicle, Trailer, Plant, Equipment, Tool, or Other.
Status	Yes	Set the initial status. Defaults to Active.
Department	No	Assign the asset to a department or branch, if applicable.
Description	No	A longer description or notes about the asset.

Specifications¶

Field	Description
Manufacturer	The brand or maker of the asset (e.g. "Caterpillar").
Year Manufactured	The four-digit manufacture year.
Model Name	The model designation (e.g. "320GC").
Model Number	An additional model/part number, if applicable.
Serial Number	The manufacturer's serial number.
Classification	Use classification such as Light Vehicle, Heavy Vehicle, Plant & Equipment, Power Tool, Hand Tool, Lifting Equipment, or Other.

Financial¶

Field	Description
Purchase Date	The date the asset was purchased.
Purchase Price	Original purchase price in dollars.
Current Value	The current estimated value of the asset.

Location and Usage¶

Field	Description
Current Location	A text description of where the asset is currently located (e.g. site name, depot).
Latitude	GPS latitude in decimal degrees or DMS format.
Longitude	GPS longitude in decimal degrees or DMS format.
Hour Meter	The current hour meter reading for the asset.
Fuel Capacity	Total fuel capacity in litres, if applicable.

Map Icon¶

Select an icon that represents this asset on the Locate map. Options include vehicles, trucks, excavators, cranes, forklifts, trailers, tools, and more. Leave blank to use the default pin.

Compliance Notes¶

A free-text area for any compliance-related notes or special requirements.

Click Save to create the asset.

After saving, the asset is assigned a unique asset code automatically (see Section 12) and appears in the Asset List.

4. AI-Powered Onboarding (iPad Audit Wizard)¶

The iPad Audit App provides an AI-powered onboarding wizard that dramatically speeds up the process of registering new assets. This is ideal for field audits, fleet onboarding, and large-scale asset registration.

How the Wizard Works¶

Step 1 — Capture Photos¶

Open the AXITRAQ Audit App on your iPad and start a new asset audit. Capture multiple photos of the asset from different angles. You can take up to 50 photos per asset, including:

Full equipment shots from multiple angles
Close-ups of the compliance plate (manufacturer's data plate)
Registration labels or stickers
Any other identifying markings

Step 2 — AI Analysis (Equipment Identification)¶

Tap any general equipment photo to trigger AI analysis. AXITRAQ uses Claude Vision to examine the photo and identify:

Equipment type (e.g. excavator, truck, generator)
Make / manufacturer (e.g. Caterpillar, Komatsu, Toyota)
Model (e.g. 320GC, PC200, Hilux)

The AI analyses the visual appearance of the equipment — body shape, distinctive features, brand markings, and livery — to make its identification. Results are presented for your review and can be edited before saving.

Step 3 — OCR on Compliance Plates and Labels¶

Tap a photo of a compliance plate or registration label to run OCR (optical character recognition). AXITRAQ automatically reads and extracts:

Manufacturer and model information
Serial number
Year of manufacture
Weight and capacity ratings
Registration number, state, and expiry date
Any other text visible on the plate

Extracted data is automatically populated into the corresponding asset fields.

Step 4 — Review and Save¶

Review the auto-populated details and make any corrections. You can also:

Add custom key-value fields for any additional data
Edit the AI-suggested values
Choose which photos to keep

Auto Detect Mode¶

The wizard supports an Auto Detect mode that automatically determines whether each photo contains:

A compliance plate (triggers OCR extraction)
A registration label (triggers rego OCR)
A general equipment view (triggers AI visual identification)

This removes the need to manually specify what each photo contains.

5. Viewing an Asset¶

The Asset View page provides a comprehensive, read-only profile of any asset. It is organised into tabs for easy navigation.

Opening an Asset¶

Navigate to Manage > Assets.
Click the asset code (shown in gold) in the Asset List.

Asset Header¶

At the top of the page, you will see:

The asset code and name displayed prominently.
A status badge showing the current status.
Action buttons: Edit, View QR, Print Label, and optionally Add to Cart / Add to Batch (if label ordering is enabled).

Available Tabs¶

Tab	Content
Details	Core asset information displayed in two columns: Asset Details (category, description, manufacturer, year, model, serial number, classification) and Location & Usage (location, GPS coordinates, hour meter, fuel capacity) plus Financial information (purchase date, price, current value).
Captured Data	AI and OCR extracted key-value pairs from the onboarding wizard. Only appears if captured data exists. Shows the count of fields as a badge.
Registration	Registration number, state, period, dates, and renewal status with colour-coded due date badges.
Documents	Uploaded documents listed with title, type, file size, and upload date. Includes a download button for each document.
Photos	Photo gallery showing Uploaded Photos, Captured Photos (from the Audit App), and Mobile App Photos in separate sections. Each photo shows a thumbnail with label, dimensions, and file size.
Inspections	Complete inspection history. Each inspection shows the type, overall condition badge (Good/Fair/Poor/Critical), inspector name, date, hour meter reading, notes, GPS location, attached photos, and checklist results.
Checklists	Assigned PreStart and PostStop checklists, plus a table of recent checklist submissions showing template name, type, operator, status, action, and completion date.
Fuel	Current fuel holdings, purchase history, transfer history, and a purchase cost trend chart. Only visible if fuel tracking is configured for your organisation.
Access List	Shows which employees have active access to this asset, their access type (Operate, Inspect, Maintain, Admin), qualifications, and who granted access. Also shows revoked access history.
History	Three sections: Use Log (start/stop sessions with operator, timestamp, hour meter, fuel level, and GPS), QR Scan Log, and the full Audit Trail showing every create, update, and delete action with timestamps, usernames, and IP addresses.
Document QR	Create and manage passcode-protected QR codes that give external parties access to nominated asset documents without needing an AXITRAQ login.

6. Editing an Asset¶

The Edit page contains the same tabs as the View page but adds editing capability.

Opening the Edit Page¶

Open the asset's View page.
Click the Edit button in the top-right corner.

Alternatively, navigate directly to Manage > Assets > [click asset code] > Edit.

Editing Asset Details¶

On the Details tab, update any fields as needed.
The Asset Code field is read-only and cannot be changed.
Click Save Changes at the bottom of the form.

You will be redirected to the Asset List with a confirmation message.

Changing Status¶

To change an asset's status:

Open the asset in Edit mode.
On the Details tab, select the new status from the Status dropdown.
Click Save Changes.

Editing Registration¶

Switch to the Registration tab.
Update the registration fields (number, state, period, dates).
Click Save Registration.

Editing Captured Data (Custom Fields)¶

Switch to the Captured Data tab.
Edit any existing field values, add new key-value pairs, or remove fields.
Click Save Captured Data.

Managing Access¶

On the Access tab you can:

Grant access: Select an employee, choose an access type, add optional notes, and click Grant Access.
Revoke access: Click the Revoke button next to an active access record.

7. Asset Photos¶

AXITRAQ supports multiple sources of asset photos, all accessible from the Photos tab.

Photo Sources¶

Source	Description
Uploaded Photos	Photos uploaded manually through the web dashboard.
Captured Photos	Photos taken during the iPad Audit wizard onboarding process. Stored on AWS S3 with thumbnails.
Mobile App Photos	Photos captured via the AXITRAQ mobile app, which include GPS coordinates, compass direction, altitude, and user identity watermarks.

Uploading Photos via the Web Dashboard¶

Open the asset in Edit mode.
Switch to the Photos tab.
Click the upload area or drag and drop image files.
Select the Image Type from the dropdown:
Asset Photo
Compliance Plate
Rego Label
RWC (Roadworthy Certificate)
Condition
Inspection
Other
Optionally enter a Description for the image(s).
Click Upload.

Accepted formats: JPG, JPEG, PNG, GIF, WebP, BMP. Maximum file size: 15 MB per image. You can upload multiple images at once.

Photo Editing Tools¶

On the Edit page's Photos tab, each photo offers these tools:

Action	Description
Rename	Update the label or description text for the photo.
Rotate	Rotate the image 90 degrees clockwise, 90 degrees counter-clockwise, or 180 degrees. Rotation is performed server-side.
Crop	Opens an interactive cropping interface powered by Cropper.js. Drag and resize the crop area, then confirm to apply. Cropping is processed server-side.
Reset to Original	Restores the photo to its original state. AXITRAQ automatically creates a backup the first time you apply any destructive edit (rotate or crop), so you can always get back to the original.

Deleting Photos¶

Open the asset in Edit mode.
Switch to the Photos tab.
Click the Delete button on the photo you wish to remove.
Confirm the deletion when prompted.

For Captured Photos stored on S3, both the original and thumbnail are removed from cloud storage.

8. Documents¶

The Documents tab stores files attached to an asset, such as manuals, certificates, warranties, insurance documents, and inspection reports.

Uploading a Document¶

Open the asset in Edit mode.
Switch to the Documents tab.
Fill in the upload form:
Title — A descriptive name for the document. If left blank, the original filename is used.
Document Type — Select from: Manual, Certificate, Warranty, Insurance, Report, Checklist, or Other.
File — Click to browse or drag and drop.
Click Upload Document.

Accepted file types: PDF, DOC, DOCX, XLS, XLSX, TXT, CSV, JPG, PNG, GIF. Maximum file size: 25 MB.

Viewing and Downloading Documents¶

On the View or Edit page, the Documents tab shows a table with:

Column	Description
Title	The document name.
Type	A badge showing the document category.
Size	File size in KB.
Uploaded	The upload date.
Download	Click to download or open the document in a new tab.

Deleting a Document¶

Open the asset in Edit mode.
On the Documents tab, click Delete next to the document.
Confirm the deletion.

The file is permanently removed from the server.

9. Asset Categories¶

Every asset must be assigned to a category. Categories help you organise and filter your assets.

Available Categories¶

Category	Typical Use
Vehicle	Cars, utes, vans, light vehicles.
Trailer	Trailers, caravans, towable equipment.
Plant	Heavy plant and machinery (excavators, loaders, graders).
Equipment	Generators, compressors, pumps, general equipment.
Tool	Power tools, hand tools, measuring instruments.
Other	Anything that does not fit the above categories.

How Categories Are Used¶

Filtering — The Asset List can be filtered by category.
Map Icons — Each asset can be assigned a specific map icon to visually represent its category on the Locate map.
Reporting — Reports and dashboards can group data by category.

Categories are selected when adding or editing an asset from the Category dropdown on the Details tab.

10. Asset Statuses¶

An asset's status indicates its current operational state. Status affects how the asset appears in lists, reports, and on the Locate map.

Available Statuses¶

Status	Badge Colour	Description
Active	Green	The asset is in service and available for use. This is the default status for new assets.
Inactive	Grey	The asset is temporarily not in service. It may be stored, awaiting assignment, or otherwise idle.
Maintenance	Yellow/Amber	The asset is currently undergoing scheduled or unscheduled maintenance or repair.
Decommissioned	Red	The asset has been permanently retired from service. It remains in the system for historical records but is not available for use.

Out of Service (Inspection-Triggered)¶

In addition to manually set statuses, an asset may be flagged as Out of Service if an inspection checklist item identifies a critical failure. When this occurs:

The asset is blocked from use until the issue is resolved.
Operators scanning the asset's QR code are prevented from starting a use session.
The Out of Service flag is cleared when the issue is resolved via a follow-up inspection.

Changing an Asset's Status¶

Open the asset in Edit mode.
On the Details tab, select the new status from the Status dropdown.
Click Save Changes.

The status change is recorded in the audit trail.

11. Custom Data Fields¶

Custom Data Fields (also called "Captured Data") are flexible key-value pairs that store additional information about an asset beyond the standard fields.

How Custom Data Fields Work¶

Fields are stored as JSON, allowing any number of custom entries.
Each entry consists of a Field Name (the key) and a Value.
Fields can contain text, numbers, dates, specifications, or any other data.

Common Custom Fields¶

When assets are onboarded via the AI-powered iPad wizard, the OCR and AI analysis may automatically populate fields such as:

Example Field	Example Value
ROPS Serial No.	RS-445782
Engine Model	C7.1 ACERT
Hydraulic Type	Load-sensing
GVM	12,500 kg
Tare Weight	8,200 kg
Maximum Lift Capacity	5,000 kg
Boom Reach	9.8 m

Viewing Custom Data¶

Open the asset's View or Edit page.
Click the Captured Data tab.
The fields are displayed in a two-column table (Field / Value).

The tab only appears if the asset has captured data. A badge shows the count of custom fields.

Editing Custom Data¶

Open the asset in Edit mode.
Switch to the Captured Data tab.
Edit existing field values by modifying the text.
Add new fields by entering a key and value in the empty row at the bottom.
Remove a field by clearing both the key and value.
Click Save Captured Data.

12. Asset Code and Prefix¶

Every asset in AXITRAQ receives a unique, auto-generated asset code when it is created.

How Asset Codes Work¶

Each organisation configures a company prefix (e.g. AX, FLT, MEQ).
When a new asset is created, the system generates the next sequential number and combines it with the prefix.
The format is: PREFIX-NNNN (e.g. AX-0001, AX-0002, FLT-0042).
Asset codes are unique within your organisation and cannot be changed after creation.
The code is displayed as a read-only field on the Edit page.

Why Asset Codes Matter¶

Asset codes are used in QR codes — scanning a QR takes you directly to axitraq.app/scan/AX-0001.
They appear on printed labels.
They are used in audit logs, inspection records, and reports for unambiguous identification.
The mobile app and API use asset codes as a lookup key.

13. GPS and Location¶

AXITRAQ tracks both a text-based location and precise GPS coordinates for each asset.

Setting Location via the Web Dashboard¶

Open the asset in Edit mode.
On the Details tab, fill in:
Current Location — A human-readable description (e.g. "Brisbane Depot", "Site 14 — Moorebank").
Latitude — The GPS latitude.
Longitude — The GPS longitude.
Click Save Changes.

Supported Coordinate Formats¶

AXITRAQ accepts GPS coordinates in multiple formats:

Format	Latitude Example	Longitude Example
Decimal degrees	`-27.4698`	`153.0251`
DMS (degrees, minutes, seconds)	`27°28'11.3"S`	`153°1'30.4"E`
Degrees and decimal minutes	`27°28.188'S`	`153°1.506'E`
With or without direction letter	`-27.4698` or `27.4698S`	`153.0251` or `153.0251E`

You can copy coordinates directly from Google Maps and paste them into the fields. AXITRAQ automatically normalises Unicode characters (smart quotes, prime symbols) that Google Maps and iOS/macOS may insert.

Automatic Location Updates¶

When operators use the AXITRAQ mobile app to scan an asset's QR code or submit a checklist, the GPS coordinates are automatically captured and recorded. This keeps asset locations current without manual data entry.

Viewing on the Map¶

Assets with GPS coordinates appear on the Locate map (accessible from the main menu). Each asset displays with its configured map icon. Click an asset on the map to see its details.

14. Registration Details¶

The Registration tab stores vehicle and equipment registration information, including renewal tracking.

Entering Registration Details¶

Open the asset in Edit mode.
Switch to the Registration tab.
Fill in the following fields:

Field	Description
Rego Number	The registration number or plate (e.g. "ABC-123").
State	The state or territory of registration (e.g. "QLD", "NSW", "VIC").
Period	The registration period (e.g. "12 months", "6 months").
Rego Date	The original date of registration.
Last Paid	The date the registration was last renewed/paid.
Next Due	The date the next registration renewal is due.

Click Save Registration.

Registration Due Alerts¶

The system automatically monitors the Next Due date and displays alerts:

Condition	Alert
More than 30 days until due	Green "Current" badge.
30 days or less until due	Yellow "Due Soon" badge.
Past due date	Red "Overdue" badge.

These badges appear on both the Asset View page (Registration tab) and in the Rego Due column of the Asset List. This helps you stay on top of renewals without manual tracking.

15. Access List — Assignment and Permissions¶

The Access List controls which employees are authorised to operate, inspect, maintain, or administer a specific asset.

Access Types¶

Access Type	Badge Colour	Description
Operate	Green	The employee is authorised to use/operate this asset.
Inspect	Blue	The employee can perform inspections on this asset.
Maintain	Yellow	The employee is authorised to perform maintenance.
Admin	Red	Full administrative access to this asset's records.

Granting Access¶

Open the asset in Edit mode.
Switch to the Access List tab.
Under "Grant Access", select the Employee from the dropdown.
Choose the Access Type.
Optionally add Notes (e.g. reason for granting access, conditions).
Click Grant Access.

The employee will now appear in the Active Operators list. Duplicate access (same employee, same type) is prevented automatically.

Viewing Access Details¶

The Active Operators table shows:

Employee name and number
Position
Access type badge
Qualifications (with expiry alerts: green check for current, red cross for expired, yellow warning if expiring within 30 days)
Date access was granted and by whom

Revoking Access¶

Find the employee in the Active Operators list.
Click the Revoke button.
The access record moves to the Revoked Access History section.

Revoked access is never deleted — it remains in the history for audit purposes.

16. QR Codes¶

Every asset in AXITRAQ can have a QR code generated for quick identification and interaction.

Viewing an Asset's QR Code¶

Open the asset's View or Edit page.
Click the View QR button.
A modal displays the QR code image, the asset code, name, and the scan URL.

QR Code URL Format¶

Each QR code encodes a direct URL: https://axitraq.app/scan/{ASSET_CODE}

What Happens When Scanned¶

When the QR code is scanned with the AXITRAQ mobile app or a phone camera:

The asset details are displayed immediately.
Operators can Start Use or Stop Use to track asset sessions.
If a PreStart checklist is configured, it is triggered before the operator can start using the asset.
After stopping use, a PostStop checklist is triggered (if configured).
GPS location and timestamps are automatically recorded.

Downloading and Printing¶

From the QR modal:

Click Download PNG to save the QR code image.
Click Print to print the QR code directly.

17. Document QR Codes¶

Document QR codes are a special type of QR code that grants external parties (inspectors, auditors, clients) access to nominated asset documents without needing an AXITRAQ login.

How Document QR Codes Work¶

Each Document QR uses the format ADC-{ASSET_CODE}-{SEQ}.
Access is protected by a numeric PIN (4 to 6 digits).
Access attempts are rate-limited and fully logged.
You choose exactly which documents and checklist submissions are accessible through each QR code.

Creating a Document QR Code¶

Open the asset's View or Edit page.
Switch to the Document QR tab.
Click + Create Document QR.
Fill in:
Label — A descriptive name (e.g. "Service Manual for Inspector").
Passcode — A 4-to-6-digit numeric PIN.
Documents — Check the boxes next to the documents and checklists you want to include.
Click Save.

Managing Document QR Codes¶

Each Document QR code shows:

The QR code image and code identifier
The label, passcode, and number of linked documents
Status (Active or Disabled)

Available actions:

Action	Description
Download QR	Save the QR code as a PNG image.
Print Label	Print the QR code using a label template.
Edit	Update the label, passcode, or linked documents.
Disable / Enable	Toggle the QR code on or off without deleting it.
Delete	Permanently remove the QR code.

18. Labels and Printing¶

AXITRAQ includes a built-in label system for printing physical asset labels and signs.

Printing a Label¶

Open the asset's View or Edit page.
Click the Print Label button.
In the Print Label modal:
Select a Label Template from the dropdown. Templates show their dimensions (e.g. 100 x 50mm).
Set the Quantity.
Review the live Label Preview.
Click Generate PDF to download the label as a PDF, or Preview in Browser to see it first.

Label Templates¶

Label templates are designed in the label editor (Manage > Labels > Editor). Templates support data placeholders that are automatically substituted with the asset's information (code, name, QR code, etc.).

Premium Labels and Batch Printing¶

If label ordering is enabled for your organisation, you can also:

Add to Cart — Order premium labels in materials such as Sticker, Acrylic, Aluminium, or Stainless Steel.
Add to Batch — Queue labels for bulk printing.

19. Fuel Tracking¶

Assets that use fuel can track fuel holdings, purchases, and transfers directly within the asset profile.

Fuel Tab Overview¶

The Fuel tab (visible only if fuel items are configured for your organisation) contains:

Current Fuel Holdings — Shows the total fuel volume and value currently held at the asset, broken down by fuel type.
Purchase History — A table of fuel purchases including date, fuel type, volume, unit cost, total cost, purchaser, and receipt link.
Transfer History — Records of fuel transfers to or from this asset, with direction (IN/OUT), source/destination asset, volume, cost, job number, and who performed the transfer.
Purchase Cost Trend — A visual bar chart showing unit cost over time.

Adjusting Fuel Quantities¶

From the Edit page's Fuel tab, administrators can manually adjust fuel quantities:

Locate the fuel item in the holdings table.
Enter the corrected quantity.
Click Adjust.

Manual adjustments are logged in the part transaction history.

20. Inspections and Checklists¶

AXITRAQ tracks inspections and checklist submissions against each asset.

Inspections Tab¶

The Inspections tab shows the complete inspection history for the asset. Each inspection record includes:

Inspection Type (e.g. General, Pre-Start, Condition) with a condition badge (Good, Fair, Poor, Critical)
Inspector name and date/time
Hour Meter Reading at the time of inspection
Notes and Details
GPS Location of where the inspection was performed
Attached Photos captured during the inspection
Checklist Results showing pass/fail for each item

Inspections are submitted via the AXITRAQ Audit App (mobile) and cannot be edited from the web dashboard. This ensures inspection records remain tamper-proof.

Checklists Tab¶

The Checklists tab shows:

Assigned Checklists — Organised by type:
PreStart Checklists — Required before an operator can start using the asset.
PostStop Checklists — Required after an operator stops using the asset.
Other Checklists — Any additional checklist templates assigned to the asset.

Each checklist shows its name, version, item count, and whether it is asset-specific or global.

Recent Checklist Submissions — A table showing the last 20 submissions with the checklist name, type, operator, status (Completed/Failed), final action (Start/Stop/Pass/Fail/Defer), and completion date.

21. History and Audit Trail¶

Every action taken on an asset is recorded for compliance and accountability.

Use Log¶

The Use Log tracks operator sessions:

Column	Description
Action	Start or Stop.
Operator	The employee who started/stopped the session.
Timestamp	When the action occurred.
Hour Meter	The hour meter reading at the time.
Fuel Level	The fuel level percentage reported by the operator.
Location	GPS coordinates and/or address, with a link to view on Google Maps.
Notes	Any operator notes.

QR Scan Log¶

Records every time the asset's QR code is scanned:

Action — The scan type: PreStart, PostStop, Inspect, or Locate.
Scanned At — Date and time.
Location — GPS coordinates with a Google Maps link.
IP Address — The IP address of the scanning device.

Audit Trail¶

The audit trail provides a complete, chronological log of every change made to the asset and its related records. Each entry shows:

Action — Created, Updated, Deleted, Access Granted, or Access Revoked.
Entity — What was changed (Asset, Registration, Document, Image, Access).
Details — Specific information about what changed.
Timestamp — When the change occurred.
User — Who made the change.
IP Address — The IP address of the user.

The audit trail includes up to 100 of the most recent entries and cannot be modified or deleted.

22. Deleting an Asset¶

AXITRAQ uses soft deletion to protect your data. When an asset is deleted, it is not permanently removed from the database.

How Soft Delete Works¶

When you delete an asset, it is marked with a deleted_at timestamp and the ID of the user who performed the deletion.
The asset no longer appears in the Asset List, search results, or reports.
All associated data (photos, documents, inspections, checklists, access records) remains intact.
The deletion is recorded in the audit trail.

Deleting an Asset¶

Open the asset in Edit mode.
Click the Delete button (typically at the bottom of the page).
Confirm the deletion when prompted.

You will be redirected to the Asset List with a confirmation message.

Restoring a Deleted Asset¶

Soft-deleted assets can be restored by an administrator. Restoration clears the deleted_at and deleted_by fields, making the asset visible again with all its data intact.

Tip: Because deletion is non-destructive, you can safely decommission assets without worrying about losing historical data. For assets you no longer need in active lists, consider changing the status to Decommissioned instead of deleting.

23. Tips and Best Practices¶

Asset Registration¶

Use the AI onboarding wizard for large fleet registration projects. It is significantly faster than manual web entry and reduces data entry errors through automated OCR and AI identification.
Upload clear photos of compliance plates. The OCR works best when the text is sharp, well-lit, and fills the frame. Avoid glare and shadows.
Establish a naming convention for your assets. Consistent names (e.g. "CAT 320 Excavator — Unit 14") make searching and reporting easier.

Data Quality¶

Fill in serial numbers and model information even if they are not required fields. This data is invaluable for warranty claims, parts ordering, and insurance.
Keep hour meters updated. If your assets do not have automatic hour tracking via the mobile app, update the hour meter reading during regular inspections.
Use custom data fields to capture any asset-specific information that does not fit the standard fields (e.g. tyre size, engine oil type, hydraulic fluid specification).

Photos¶

Upload multiple photos from different angles when adding an asset. Include front, rear, and side views plus a photo of the compliance plate and any registration labels.
Use descriptive labels when uploading photos. "Left side damage — 2026-05-01" is far more useful than "IMG_4521.jpg".
Use the crop and rotate tools to improve photo quality rather than re-uploading corrected images.

Location and Maps¶

Set GPS coordinates for fixed or semi-permanent assets so they appear on the Locate map. For mobile assets (vehicles, trailers), coordinates are updated automatically when operators scan QR codes via the mobile app.
Use the Current Location field for a human-readable description even when GPS coordinates are set. Not everyone will interpret coordinates, but everyone understands "Brisbane Depot".

Registration Tracking¶

Enter the Next Due date for all registered assets. The system will automatically alert you with colour-coded badges when renewals are approaching or overdue.
Review the Asset List's Rego Due column regularly to catch upcoming renewals. Sort or filter by this column to prioritise renewals.

Security and Access¶

Use the Access List to formally record who is authorised to operate each asset. This is important for compliance, insurance, and safety.
Review qualifications shown on the Access List. The system highlights expired qualifications with a red badge so you can take action before compliance gaps become an issue.
Use Document QR codes to share compliance documents with external inspectors or clients without giving them access to your AXITRAQ account.

General¶

Review the audit trail periodically. It provides a complete history of who changed what and when, which is essential for compliance audits.
Prefer Decommissioned over Delete. If an asset is permanently retired, set its status to Decommissioned rather than deleting it. This preserves all historical data while removing it from active views.
Keep documents up to date. Upload new certificates, insurance documents, and inspection reports as they are received. The Documents tab serves as a centralised document repository for each asset.