Asset Management
IDEN Sign in Sign up free
24 chapters · 24 short videos

How to use BasedOnData.net · Asset Management

Watch a short video for each feature, then follow the steps. Press play — voice narration can be turned off at any time.

Start here — choose your role

Or pick from all 24 chapters below.

Chapter 1

Sign up & get started in 1 minute

Just an email & password (or 1 click with Google). Then pick your asset types and team size — the menu adapts right away.

Click Sign up free. Just enter an email and password, or sign up in one click with Google.
Click Sign up free. Just enter an email and password, or sign up in one click with Google.

Steps

  1. Click Sign up free, enter an email & password — or choose Sign up with Google.
  2. Choose Company or Personal & family, then click Create free account.
  3. On the welcome screen, tick what you maintain: vehicles, machines, buildings, IT, heavy equipment, or cleaning & GA.
  4. Pick your team size (1–10, 11–100, over 100). Starter modules are turned on to match — change them anytime in Organisation & Modules.
  5. Follow the Get started in 3 steps checklist on the dashboard: add your first asset, invite your team, turn on WhatsApp reminders.
Sign up free now →
Chapter 2

Try the demo & keep it as your account

Try every feature without signing up, with sample data. Like it? Keep it as your own account.

Click Try demo, then pick the role you want to try. Every visitor gets their own demo copy.
Click Try demo, then pick the role you want to try. Every visitor gets their own demo copy.

Steps

  1. On the home page click Try demo, then pick a role: Owner, Manager, Supervisor, Technician, Vendor or Family.
  2. The dark bar on top marks demo mode. Switch roles anytime to see each level's menu.
  3. Click Keep as my account: keep the demo settings without sample data, or keep everything.
  4. Enter your company name and an email & password (or Google). The account is no longer auto-deleted.
Chapter 3

Getting to know the Dashboard

Costs, approvals, due dates and fault reports on one screen.

The dashboard shows repair costs, pending approvals and documents coming due.
The dashboard shows repair costs, pending approvals and documents coming due.

Steps

  1. Top cards: repair cost, pending approvals, due ≤30 days, average fuel economy.
  2. Switch the period with This month / Quarter / Year.
  3. The left menu holds every module; orange numbers = items needing action.
  4. The Log Repair button at the top right is always available.
Chapter 4

Adding & managing assets

Vehicles, machines, AC, computers, buildings — 15 asset groups in one list.

In the Assets menu, click Add asset.
In the Assets menu, click Add asset.

Steps

  1. Open Assets and click Add asset.
  2. Pick the asset group. For vehicles, fill in plate number, fuel type and main driver.
  3. Set the organisation unit so per-unit access and reports work.
  4. Open an asset to see total cost, repair history and the vehicle part map.
  5. Many assets? Tap Import Excel on the Assets page: download the template, fill it in, upload, review, then import in one go.
  6. Manage the group list under Assets → Asset groups: add, rename, reorder, activate/deactivate.
Chapter 5

Import starter data from Excel

Move assets, branches, team, vehicle taxes, service schedules & stock at once from one Excel file.

Click Download Starter Data. The Excel file has nine sheets with drop-downs for your company.
Click Download Starter Data. The Excel file has nine sheets with drop-downs for your company.

Steps

  1. Open Assets → Import starter data, click Download Starter Data.
  2. Fill the Assets sheet (required) and other sheets as needed. Group, role & branch columns are drop-down lists.
  3. Upload the file, then click Check data — nothing is saved yet.
  4. Review problem rows (sheet · row · issue), fix them or continue without them.
  5. Click Import. Dashboard, reminders, service schedules & stock fill in right away.
Chapter 6

Asset groups, fields & automatic service

Shape asset groups to your business: custom fields, km/hour meters and automatic service schedules.

The asset group list. Turn on only what you use to keep the menu short.
The asset group list. Turn on only what you use to keep the menu short.

Steps

  1. Open Settings → Asset groups. Turn groups on or off, rename or reorder them.
  2. Create a new group from scratch or from a template (heavy equipment, medical, servers, extinguishers, etc.).
  3. Click Fields to add custom columns — dates can get automatic reminders.
  4. Under Usage meter & periodic service, set e.g. every 90 days or 5,000 km — new assets get a schedule automatically.
  5. Fill in the parts/components list and the cost limit that is auto-approved.
Chapter 7

Logging a repair

Record the complaint, work done, cost, vendor and the vehicle part repaired.

Choose the asset being repaired and the work date.
Choose the asset being repaired and the work date.

Steps

  1. Click Log Repair, choose the asset and date.
  2. For vehicles pick the vehicle part (engine, brakes, tyres, AC…) and enter the odometer.
  3. Describe the complaint and work, then add part & labour lines with prices.
  4. Attach photos of the invoice or the damage.
  5. If approvals are on, repairs above the cost limit wait for a manager's approval.
Chapter 8

Vehicle tax, registration, inspection & fuel

Document due dates with automatic reminders, and fuel use per driver.

In Tax, Registration, Inspection, click Add due date for each vehicle document.
In Tax, Registration, Inspection, click Add due date for each vehicle document.

Steps

  1. Tax · Registration · Inspection: add annual tax, 5-yearly registration, inspection and insurance dues.
  2. Colour tags show days left. Click Pay once paid — the next due date is created automatically.
  3. Fuel: drivers enter litres, price and odometer at every fill-up.
  4. The system calculates km/L per vehicle and per driver, and flags wasteful use.
  5. Service Schedule gathers all due dates and routine service (e.g. oil every 5,000 km).
Chapter 9

Email & WhatsApp reminders

Tax, service, warranty & document due dates are sent automatically every morning — no email server setup needed.

Set reminders here: how many days before, by email or WhatsApp, and who receives them. Reminders go out automatically every morning.
Set reminders here: how many days before, by email or WhatsApp, and who receives them. Reminders go out automatically every morning.

Steps

  1. Open Settings → Notifications & reminders, click Turn on reminders.
  2. Choose when to be reminded, e.g. 30, 7 and 1 day before.
  3. Tick the Email and/or WhatsApp channel. Messages come from the official BasedOnData.net number & email.
  4. Add other emails / WhatsApp numbers that should also receive them, separated by commas.
Chapter 10

AI camera scan

Photograph an invoice, damage, odometer or registration — AI drafts it, you confirm.

Choose the photo type: invoice, damage, odometer or fuel receipt.
Choose the photo type: invoice, damage, odometer or fuel receipt.

Steps

  1. An admin enters the AI API key once in Settings → AI for camera scan.
  2. Open AI Scan, choose the type: Invoice, Damage, Odometer or Fuel receipt.
  3. Take a photo or pick from the gallery, then click Process.
  4. Check every field — nothing is ever saved without your confirmation.
Chapter 11

Fault reports & QR labels

Staff scan the QR sticker on an asset to report; technicians handle it; everything is logged.

In QR Labels, pick a group or unit and sticker size, then click Print.
In QR Labels, pick a group or unit and sticker size, then click Print.

Steps

  1. Print stickers from QR Labels (50×30, 70×40 or 100×60 mm) and stick them on assets.
  2. Anyone can scan the QR with a phone camera and report without logging in.
  3. Reports arrive in Fault Reports; an admin sets priority and assigns a technician.
  4. The technician clicks Start work, then Close with a repair record.
  5. The ticket closes automatically and the reporter is notified.
Chapter 12

Daily inspection checklists

Drivers, operators and technicians check assets on their phone before use. Failed items become fault reports automatically.

The Inspection Checklists page shows today's results, findings and assets not yet checked.
The Inspection Checklists page shows today's results, findings and assets not yet checked.

Steps

  1. Open Inspection Checklists → Fill in checklist, or the Checklist button on an asset page.
  2. Choose the asset; the checklist type follows the asset group (vehicle pre-trip, forklift, extinguisher, genset).
  3. Click Mark all OK, then switch problem items to Not OK and add a note.
  4. Not OK items automatically create a fault report for the maintenance team.
  5. The Checklist templates tab: create your own check lists per asset group.
Chapter 13

GA · Area & cleanliness checks

Cleanliness & facility checklists per room (lobby, toilets, pantry, warehouse, extinguishers) by GA, cleaners & security — optional module.

Today's summary: areas checked, seven-day compliance, open findings and late areas.
Today's summary: areas checked, seven-day compliance, open findings and late areas.

Steps

  1. Turn on the GA · Area control module in Organisation & Modules (off by default).
  2. Add areas from templates (lobby, toilets, pantry, warehouse, 5S production, extinguishers, security, etc.), set frequency & staff.
  3. Stick a QR per area; staff scan it and fill in the checklist on their phone: OK / Not OK, In stock / Low / Out, photos.
  4. Not OK items automatically become findings or fault reports for technicians.
  5. Monitor compliance, open findings and late areas. Reminders are sent when checks are missed.
Chapter 14

Spare-part stock

Stock drops automatically when parts are used in repairs, with minimum-stock alerts.

In Spare Parts, click Add part to register the item, its unit and minimum stock.
In Spare Parts, click Add part to register the item, its unit and minimum stock.

Steps

  1. Open Spare Parts → Add part: code, name, unit, minimum stock, shelf location.
  2. Use Stock in for purchases — the average cost is calculated automatically.
  3. When logging a repair, pick parts from the list; stock is deducted immediately.
  4. Parts below minimum are marked red and included in the weekly email digest.
  5. Running low? Click Request purchase on the part page, or create a PR automatically from Purchasing.
Chapter 15

Purchasing: PR, quotes & PO

From purchase request to goods received, with spare part stock increasing automatically.

The Purchasing menu holds every purchase request and purchase order with its status.
The Purchasing menu holds every purchase request and purchase order with its status.

Steps

  1. Open Purchasing (PR/PO) → Purchase request. Pick items from the spare parts list or type other items.
  2. Click Submit. A manager approves within their role's limit. Without the approval module, the PR is approved directly.
  3. Record quotes from 2–3 vendors. The cheapest price per item is marked green.
  4. Click Choose → PO, print the PO and send it to the vendor.
  5. When goods arrive, fill in Receive goods (partial is fine). Spare part stock increases automatically.
  6. Stock below minimum? Click Create PR automatically, or let the system draft a PR every day.
Chapter 16

Asset loans & warranties

Track who borrowed what until when, plus warranty periods and service contracts.

Lend an asset: choose the asset and borrower, then set the due date.
Lend an asset: choose the asset and borrower, then set the due date.

Steps

  1. Loans → Lend an asset: choose the asset, borrower, due date and condition.
  2. Overdue assets appear on the Dashboard and get reminders.
  3. On return, click Check in. If damaged, a fault report can be created at the same time.
  4. Warranties: record the provider, end date and claims. Reminders go out 60 days before expiry.
Chapter 17

Asset transfers & digital handover

Move unit, location or holder with a handover document signed on a phone.

Choose the transfer type, then add one or more assets with their condition and accessories.
Choose the transfer type, then add one or more assets with their condition and accessories.

Steps

  1. Open Transfers & Handover → Transfer / handover, or the Transfer button on an asset page.
  2. Choose the type: unit/location transfer, handover to a holder, or return. One document can hold many assets.
  3. Enter the destination and the names of the first party, second party and an optional witness.
  4. Sign on screen, or send the link via WhatsApp so the recipient signs on their phone without logging in.
  5. Once everyone has signed, the asset's unit, location and holder update automatically. Print or save as PDF.
Chapter 18

Asset audits with QR scanning

Count assets physically with a phone camera. Anything not found is marked missing automatically.

Audit progress: how many assets are checked, found, damaged or in the wrong location.
Audit progress: how many assets are checked, found, damaged or in the wrong location.

Steps

  1. Open Asset Audit → create a session for all assets, one unit, or one group.
  2. Walk around scanning QR stickers, or type the asset code / plate number.
  3. Mark the condition: found, damaged or wrong location.
  4. Click Close audit. Unchecked assets are marked missing, and the results can be applied to asset data.
Chapter 19

Depreciation & book value

Asset book value is calculated automatically by tax asset class.

A summary of cost, this year's depreciation, accumulated depreciation and book value for all assets.
A summary of cost, this year's depreciation, accumulated depreciation and book value for all assets.

Steps

  1. Enter the purchase price and purchase date on the asset. That is enough to start.
  2. Default: straight line, useful life by asset class. You can switch an asset to declining balance.
  3. The Depreciation menu: cost, this year's depreciation, accumulated and book value as of any date.
  4. Download Excel for accounting. The asset page shows a yearly depreciation schedule.
Chapter 20

Analytics & cost reports

MTBF, downtime, cost per km and replacement advice. Export to Excel & PDF.

Analytics calculates mean time between failures, repair time and total downtime.
Analytics calculates mean time between failures, repair time and total downtime.

Steps

  1. Analytics: set the date range, group and unit, then click Apply.
  2. See assets worth replacing, MTBF, MTTR and total downtime.
  3. The per-asset table is sortable — click a column header.
  4. Cost Reports: cost per month, group and vendor; download Excel or PDF.
Chapter 21

Technician KPI & downtime

Measure response speed, repair time, SLA targets and asset availability.

Four headline numbers: within SLA, response time, resolution time and asset availability.
Four headline numbers: within SLA, response time, resolution time and asset availability.

Steps

  1. Open Technician KPI. Choose this month, quarter or year.
  2. Top cards: % within SLA, average response, average resolution (MTTR) and asset availability.
  3. The Performance per technician table can be sorted by clicking a column header.
  4. Tickets past their target appear at the top so they get handled quickly.
  5. Set response and resolution targets per priority under Set SLA targets.
Chapter 22

Invite your team via link & WhatsApp

No need to create accounts one by one — send an invite link and your team joins by themselves.

In Users, click Invite via link or WhatsApp.
In Users, click Invite via link or WhatsApp.

Steps

  1. Open Users & Roles, click Invite via link / WhatsApp.
  2. Pick a role (e.g. Technician / Driver), then click Create invite link. The link is valid for 7 days.
  3. Send it via WhatsApp, copy the link, or send it to several emails at once.
  4. Recipients just enter a name, email & password (or Google) and are signed in. You get a notification email.
  5. Links can be disabled anytime. Use Invite other companies to share the app with business partners.
Chapter 23

Organisation, users & modules

4-level structure, role-based access and modules you can switch on/off.

In Organisation, switch on only the modules you need. Inactive menus are hidden automatically.
In Organisation, switch on only the modules you need. Inactive menus are hidden automatically.

Steps

  1. Organisation: build Company → Branch/Plant → Department → Team/Unit.
  2. Switch on only the modules you use; inactive menus are hidden.
  3. Starter modules follow the team size chosen at sign-up (1–10 / 11–100 / over 100) — just turn on others when needed.
  4. Asset lifecycle modules (checklists, loans, warranties, audits, depreciation, transfers, purchasing, KPI) can each be switched on or off.
  5. Users: add users, choose a role (L1–L4 or Vendor) and their unit.
  6. The Roles & permissions tab controls: view, log, approve, manage assets, reports.
  7. The Menu display tab: hide specific menus per role so technicians & drivers only see what they use.
  8. Settings: company details, AI API key and email / WhatsApp notifications.
Chapter 24

Install on your phone & change language

Use it like an app on Android & iPhone, even with a weak signal.

The layout adapts to phone screens. Add it to your home screen so it opens like an app.
The layout adapts to phone screens. Add it to your home screen so it opens like an app.

Steps

  1. Android (Chrome): open the site → ⋮ menu → Add to Home screen / Install app.
  2. iPhone (Safari): open the site → Share button → Add to Home Screen.
  3. The BasedOnData.net · Asset Management icon appears on your home screen and opens full-screen like an app.
  4. Change language with the 🌐 button at the top: Indonesian, English, or 100+ languages via Google Translate.

Ready to try it?

Sign up now — free, ready in 1 minute.

Sign up free →