Asset management in SmartFP
Universal registration of IT and operational assets (laptops, phones, servers, software, licenses and databases). You always know what you have, who uses it, where it is located and what condition it is in.
Who for?
For IT, security and management – everyone is clear
Safety / compliance
Device and license overview, quick filtering, vulnerability response
CIO / IT Manager
inventories, audits, audit trail, process demonstrability
Management / Owner
cost control, asset life cycle, disposal and liability
Ready for audit
The first question in an audit is always “what are you protecting?”. SmartFP acts as a central asset register – with assignments, locations, history and outputs. It’s tidy for IT and auditors alike.
Assets = register + assignment + inventory + revisions + audit trail
why SmartFP
What asset management in SmartFP can do
All asset types in one registry (HW, SW, licenses and servers)
In SmartFP, you keep universal records of your assets – from laptops and mobile phones to servers, software and licences. Each asset has its own card with identifiers, supplier, warranty, location and attachments.
The result: you have a “source of truth” about what the company owns and manages.
- universal records (HW/SW/license/databases/servers)
- identifiers, supplier, warranty, important data
- files and notes directly on the asset
You know exactly who has what assets and where they are
Assets can be assigned to an employee, an organizational unit and a specific location (location, building, room). This allows you to quickly filter and respond to incidents or inventory.
- assignment of property to an employee or unit
- location: location → building → room
- quick filters “who has what” and “what’s where”
Paperless handover and transfers (with protocol and confirmation)
When assets are transferred, SmartFP does it procedurally: transfer request, transfer report and acknowledgement of receipt (or rejection). Everything is traceable in the asset history.
- transfer requests between users + transfer overview
- generation of the asset handover report
- user acceptance/rejection approval
Inventory by location or responsible person (QR verification)
Start the inventory by location, building, room or responsible person. The check is carried out via a registration number or QR code and the system evaluates the differences between the registration and the reality.
- inventories by location/room/responsible person
- check via registration number or QR
- evaluation of differences + storage of progress and result
Inspection and service reports with dates and history
For assets that require inspection or servicing, keep logs, defects and corrective actions. SmartFP monitors the expiration dates of revisions and keeps a history for each piece of equipment.
- inspection reports, service contractor/technician, report numbers
- revision validity dates + revision plan
- defects and recommended corrective actions + revision history
Links between assets: know what runs on what and what builds on each other
SmartFP allows you to keep track of the links between assets – for example, software and licenses tied to a server, or databases tied to a specific infrastructure.
- software-server, database-server, license-device bindings
- technical parameters and additional cards (CMDB fields)
- overview of events and activities at the asset
Signatures as part of the process (the document is returned directly to the register)
Some employee documents are unnecessarily complex and often end up with questions for the accountant. SmartFP has an intuitive wizard that guides the user through completion, pre-populates much of the data from the records and makes sure nothing is missing.
- the guide explains what belongs where (without groping)
- some fields are automatically pre-populated from the employee’s record
- fewer errors, fewer corrections and faster processing
How asset management works in SmartFP
Phase 1
Evidence
Asset card
You create an asset card (HW/SW/license) and add identifiers, supplier, warranty and classification.
Location and site
Assign the asset to a location, building and room to make it clear where it is physically located.
Technical parameters
Add technical data (e.g. IP, identifiers, SW/HW versions) and attach files and notes.
Phase 2
Life cycle
Assignment to user/unit
Assets are assigned to an employee or business unit and you always have an overview of who is using what.
Handover protocol + confirmation
The system generates a handover report and the user confirms (or rejects) the handover – everything is traceable.
Transfers, returns, scrapping
You can handle transfers between users, reverting to the administrator and de-registration, including change history.
Phase 3
Control and demonstrability
Inventory via QR
You start an inventory by location or responsible person and check the items via a registration number or QR code.
Revisions and service reports
You keep track of revisions, defects and corrective actions. The system monitors deadlines and maintains a history of revisions.
Audit trail and events
For each asset, you can see a history of changes, events, inventories and revisions – ready for internal control and audit.
Read our case study
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FAQ
Your most common questions
Looking for answers to your questions or need help with our system? We’ve put together a list of frequently asked questions where you can find useful information and solutions to common problems. If anything is not clear to you? Send us a question.
What type of assets can SmartFP record?
Hardware (laptops, mobile phones, servers), software, licenses, databases and other assets. Each asset has its own card with identifiers, classification, supplier, warranty, location and attachments.
How does the transfer of assets to an employee work?
SmartFP will enable the allocation of assets and the generation of a handover report. The employee can confirm (or reject) the acceptance and everything is stored in the asset history.
How is the asset inventory carried out?
You create an inventory by location, building, room or responsible person. The check is carried out via a registration number or QR code and the system evaluates the differences between the registered and actual status.
How does SmartFP help with NIS2 requirements?
NIS2 starts with an overview of your assets: what you have, who uses it, where it is and what the status is. SmartFP provides a central asset registry, traceability, inventory, revisions and history – the evidence that auditors and IT need to manage risk.
I’ll see who has a particular device and where it is located?
Yes. Assets can be assigned to an employee or an organizational unit and the location (location, building, room) can be recorded. Thanks to the filters you can quickly find out “who has what” and “what is where”.
Can the system transfer assets between employees?
Yes. It is possible to keep track of requests for transfer of assets, to have an overview of all transfers and the process of acceptance/approval. The history is traceable to the specific asset item.
Does SmartFP support QR codes?
Yes. You can print QR labels to identify assets and use them for inventory (or for measurement readings if you keep records).
Is an audit trail and change history available?
Yes. For each item you can see the history of changes and events (who modified what when), plus an overview of inventory and revisions. This is essential for internal control and auditing.