Custody & Groups

Assign asset custody to team members for accountability and organise assets into logical groups for aggregated tracking.

Knowing who is responsible for an asset and how assets relate to each other is essential for accountability and efficient management. Eleo’s custody tracking lets you assign assets to specific team members, while asset groups let you organise related items for aggregated tracking and group-level operations.

Custody

Custody tracking records which team member is currently responsible for an asset. This is particularly important for portable or high-value items such as laptops, tools, and vehicles where you need a clear chain of accountability.

Assigning custody

1. 1

   Select the asset

   Navigate to the asset’s detail page and click Assign Custody.

2. 2

   Choose a team member

   Search for and select the team member who will be responsible for the asset. Only active team members within your organisation are available.

3. 3

   Set the assignment type

   Select the type of custody assignment that best describes the arrangement:

   • Primary Responsibility — The team member is the main custodian and is accountable for the asset’s care and safekeeping.
   • Temporary Use — The asset is on loan for a limited period, such as a laptop assigned for a project or a vehicle borrowed for a delivery.
   • Operational Assignment — The team member uses the asset as part of their daily role but is not the primary custodian (e.g. a shared piece of equipment assigned to a shift operator).
4. 4

   Note the condition

   Record the asset’s current condition at the time of handover. This creates a baseline that can be compared when the asset is returned.

Returning assets

When a team member returns an asset, navigate to the custody record and click Return Asset. The system prompts you to verify the asset’s condition against what was recorded at the time of assignment. Any changes in condition — such as damage or wear — are logged automatically. The custody record is closed and the asset becomes available for reassignment.

Asset Groups

Asset groups let you organise related assets into logical collections. This is useful for managing sets of similar items, tracking coupled equipment that works together, or overseeing a fleet of vehicles.

Group types

• Similar Assets — A collection of assets of the same kind, such as all laptops, all office chairs, or all air conditioning units. Useful for bulk operations and category-level reporting.
• Coupled Assets — Assets that work together as a system, such as a printer paired with a scanner, or a point-of-sale terminal with its card reader and receipt printer. Tracking them as a group ensures they are maintained and transferred together.
• Fleet — A collection of vehicles or mobile assets, such as delivery vans, company cars, or motorcycles. Fleet groups provide aggregated mileage, maintenance costs, and valuation.

Creating groups

Navigate to Asset Management → Groups and click New Group. Give the group a name, select its type, and add an optional description. Once created, you can add assets to the group from the group detail page or from individual asset pages.

Group-level operations

When assets are in a group, you can perform certain operations at the group level rather than on each asset individually:

• View the aggregated value of all assets in the group, including total acquisition cost, current book value, and accumulated depreciation.
• See a combined maintenance schedule for the group, making it easy to coordinate servicing of related assets.
• Generate group-level reports that summarise the status, condition, and financial position of the collection.