Asset Management

BmyGuest Asset Management consolidates a company’s assets - from IT equipment, laboratory equipment, and furniture to technical installations - into a single platform.

Corporate assets represent a significant investment. Without a clear overview of what you own, its location, and its maintenance status, it can lead to unnecessary expenses and the premature replacement of company assets.

Gain a comprehensive overview of each asset's location, condition, history, and maintenance record. Leverage data to determine the optimal time for repair, maintenance, upgrades, or replacement.

Get more value out of the assets you already own.

  • Extend the lifespan – schedule maintenance and leverage historical data to identify errors and patterns, ensuring service and inspections are performed before your assets fail.
  • Optimize existing assets – gain visibility across company assets to enable reuse before purchasing new equipment.
  • Optimize costs – obtain documentation for repairs, maintenance, and defects to make informed decisions regarding repair or replacement.
  • Plan tasks more efficiently - automatically based on employees' skills, workload, and the actual travel time between addresses.
  • Report issues directly on assets - use QR codes to quickly log issues and initiate maintenance.

Asset Management is a module that can be used on its own or in conjunction with BmyGuest Incident Management, BmyGuest Visitor Management, BmyGuest Lend & Lease Management and BmyGuest Mailroom Management.

Repair or replace?

Use historical data to get more out of your assets.

When an asset breaks down, buying a new one isn't always the cheapest or most sustainable solution.

When companies systematically repair, maintain, reuse, and phase out assets, they can derive more value from the resources they have already invested in.

BmyGuest tracks the lifecycle history of your assets, providing an enhanced data foundation to support circular economy initiatives, ESG reporting, and sustainable operations.

From intention to documented practice.

A single, company-wide overview

An asset does not exist in isolation.

It is procured, positioned, distributed, relocated, serviced, and eventually phased out. Along the way, it changes hands and locations, and there may be a need for lending, maintenance, and repair.

BmyGuest streamlines your workflows and ensures full lifecycle traceability for your assets. Every asset is linked to an individual or location, giving you complete visibility into where it is, who has it, and what has happened to it .current custodian, and historical status.

Asset Management  provides an overview of a company's assets - from their location to their history and ensures that maintenance and inspections are carried out according to a schedule.

Lend & Lease Management  handles short-term loans of selected assets to employees and guests and keeps track of who has what, what needs to be returned and when.

Incident Management links fault reports directly to the relevant asset and ensures that the task is handled by the right employee.

This way, information and processes aren't scattered across systems and departments. They are linked together around each individual asset.

One asset. One history. One seamless process.

Features and functions

A selection of the features in BmyGuest Asset Management:

Active Registry
Active Registry

Comprehensive overview of assets, location, responsibilities, and status

Templates and Fields
Templates and Fields

Define the required attributes for each asset type - such as serial number, model, or installation date. The template ensures consistent and accurate asset registration.

Categories with SLA
Categories with SLA

Error and maintenance categories are assigned response times and priorities. A critical operational failure will therefore automatically be prioritized over a cosmetic issue.

Scheduled Maintenance Check
Scheduled Maintenance Check

Define the maintenance interval for a group of assets and down to the individual asset level. Tasks are created automatically. Overdue tasks are flagged.

QR Code Registration
QR Code Registration

QR codes link asset registration in Asset Management with error reporting for the same asset in Incident Management.

Task Planning
Task Planning

Automatically assign tasks to technicians based on their skills and workload. Travel time between different addresses is factored into the scheduling.

Value to the Organization

Asset Management creates value far beyond day-to-day operations. When data on a company’s assets, maintenance, and lifecycle is consolidated in one place, it becomes possible to make better decisions across the organization.

Less paperwork. Fewer surprises. Better planning.

IT

IT

  • Keep track of the location, history, and lifecycle of your IT equipment.
  • Make better decisions about new IT equipment based on data about existing regarding equipment and needs.
  • Consolidate multiple workplace management processes within the same BmyGuest platform to reduce system complexity and administrative overhead.

Economy

Economy

  • Plan upcoming investments based on asset, maintenance, and lifecycle data.
  • Extend the lifecycle of corporate assets through scheduled maintenance and reduced unnecessary procurement.
  • Reuse and redistribute existing assets before purchasing new ones.

Facility

Facility

  • Get a comprehensive overview of assets across buildings, locations, and areas.
  • Plan service and maintenance before problems arise.
  • Document maintenance and history to gain better operational control.
  • Prioritize tasks and resources based on needs, skills, and workload.

Sustainability & ESG

Sustainability & ESG

  • Establish a stronger data foundation for ESG with comprehensive visibility into assets and their lifecycles.
  • Extend asset lifecycles and minimize new procurements through maintenance, repair, and reuse.
  • Support the circular economy with end-to-end traceability from procurement to decommissioning.
  • Document resource use as a basis for sustainability reporting.

Q&A Asset Management

They go hand in hand. Asset Management is the inventory of your equipment—what you have, where it is located, and what belongs to it. Incident Management consists of the incident reports and tasks associated with it. An incident report is always created for a specific area or piece of equipment, and a service plan assigns its tasks to the same location. In practice, they are handled together.

NO. Equipment is registered by scanning a QR sticker with a regular smartphone, and employees report errors in the same way. No terminals, handheld scanners, or other hardware are required. QR codes can be ordered in batches—for entire locations, individual areas, or specific pieces of equipment.

Through equipment maintenance schedules. You decide the frequency—daily, weekly, monthly, or annually—and how many days before the due date the task should appear. The schedule can be applied to a single piece of equipment or to an entire equipment type, so that all units of the same type are included. Tasks are created automatically, and overdue tasks are flagged.

An SLA is the response time you agree upon for that specific type of task, and it is assigned to the category rather than to the individual case. A critical operational error may have a different deadline than a cosmetic one, and the deadline can be overridden in a specific area if the circumstances there are different. Tasks with less than a quarter of the time remaining are highlighted in the lists.

YES. There are fixed roles—administrator, technician, supplier, reviewer, and manager—and on top of that, you can create named filter groups that limit the tasks a user can work on, such as those related to a single building or a specific subject area. A filter can be made mandatory so that it cannot be turned off.

YES. Equipment is organized in a hierarchy from address to building to room, and the schedule can be viewed across this hierarchy. When tasks are assigned to the weekly schedule, the actual travel time between addresses is factored in, so a technician isn’t scheduled for two locations that are an hour apart.

Curious for more?

Contact us for a brief, no-obligation discussion about your current setup and needs. If our solutions meet your needs, we’ll schedule a meeting—and if not, you’ll have gained some valuable insights along the way.

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