Asset tracking that small teams actually keep up to date.
Keep a clean register of every asset — equipment, vehicles, tools and tracked items — with status, location, ownership, service history and documents in one place.
- Asset register with status pills
- Categories, locations and zones
- Owner per asset
- Full per-asset history
- Photos and notes
- Custom fields and CSV import
One clean register
All your equipment, vehicles, tools and tracked items live in one searchable list — not a folder of spreadsheets that nobody can find.
Status at a glance
Compliant, service due, expiring soon and overdue — colour-coded so problems are obvious from the dashboard, not buried in a tab.
Per-asset history
Every check, service, document upload and status change is recorded against the asset, so you always know what happened and when.
Who asset tracking is for
Ample Control's asset register is built for small operators who own real things — gym equipment, workshop machines, tools, fire safety kit, fleet vehicles and rental property assets — and need to know what they have, where it is, who owns it and what condition it's in. It is designed for owners, managers and technicians who don't have time to maintain a CMMS designed for an industrial plant.
What usually goes wrong without a proper register
Most small teams start with a spreadsheet, a clipboard or a shared folder. It works for a while, then breaks in the same places every time:
- The spreadsheet is out of date and only one person knows which tab to trust.
- Service records live in someone's inbox or on paper in a drawer, so nobody can answer a simple question like "when was this last serviced?".
- Photos of damage sit on a phone, never get attached to the asset, and are lost when that phone is replaced.
- When equipment is moved between sites, the register isn't updated and items quietly go missing.
- An insurer or inspector asks for a list and it takes a day of tidying up before anyone can send it.
How Ample Control helps
Ample Control replaces the spreadsheet, the clipboard and the shared folder with a single asset register that everyone in your team uses. Each asset has a name, category, location, owner, status, condition, service interval, documents and a full history — all on one page. Updates happen in the flow of work, not in a separate admin task at month-end, so the register stays accurate.
It is intentionally simple. You can have a useful register up and running on day one, then build out reminders, checklists and QR tags as you go.
Practical examples across different businesses
Small gyms and studios
A single-site gym tracks treadmills, bikes, rowers, cable machines, free weights and studio equipment. Each machine has its purchase date, warranty PDF, service interval and an owner — usually the duty manager. When a member reports a fault, the technician scans the QR on the machine, logs the fault with a photo, and the status flips to "out of service" everywhere it appears.
Independent workshops
A small engineering workshop tracks lathes, mills, presses, lifting equipment and hand tools. PUWER inspections and LOLER thorough examinations are recorded against the asset they belong to, with the inspector's report attached. When an auditor asks for evidence on a specific machine, it takes one click rather than a search through email and folders.
Lettings and property
A small lettings business uses the register for boilers, smoke alarms, CO alarms, extractor fans and white goods across multiple properties. Gas Safe certificates and EICR reports live on the relevant asset, with renewal dates that surface as reminders well before they lapse.
A simple example workflow
- Import your existing equipment list as a CSV, or add assets one at a time.
- Assign each asset a category (e.g. Cardio, Workshop, Vehicle), a location and an owner.
- Set a service interval or expiry date where it applies.
- Attach the manual, warranty or last service report.
- Print a QR tag and stick it on the asset. From now on, the team can scan to update status, log a fault or run a check.
- Review the dashboard weekly to see what's due, overdue or recently flagged.
Records you might keep against each asset
- Name, category, serial number and purchase date
- Location, room or zone
- Owner and assigned technician
- Status (in service, service due, out of service, retired)
- Condition notes and recent photos
- Service interval and next due date
- Repair history and parts replaced
- Manuals, warranties, certificates and inspection reports
- Custom fields specific to your business
Related features
- Maintenance reminders — set service intervals and expiry dates so the register turns into action.
- Document storage — keep certificates, manuals and warranties attached to the asset they belong to.
- QR code asset tags — scan any asset to open its record on a phone in seconds.
Related industries and use cases
Curious about the time savings? Try the compliance admin time savings calculator or jump straight to pricing.
Frequently asked questions
Quick answers about how this works in Ample Control.
How many assets can I add?+
Free supports 5 assets, Control supports 50 and Team supports up to 250. If you need more, contact us and we'll talk through a sensible plan rather than forcing an upgrade you don't need.
Can I group assets by location or site?+
Yes. Assign each asset to a location, site, room or zone. You can then filter and report by area — useful if you run more than one gym, workshop or property.
Does each asset keep a history?+
Yes. Every service, check, document upload, photo and status change is timestamped against the asset. That gives you a clear chronological record without anyone having to maintain a separate log.
Can I import assets from a spreadsheet?+
Yes — CSV import lets you bring an existing equipment list across in minutes. You can map columns to fields like name, category, location and serial number.
Does the register cover non-physical items like contracts?+
The register is designed for physical assets, but you can attach contracts, warranties and insurance documents to the asset they relate to. For purely document-based renewals, see our document storage feature.
Ready to take control?
Start free — no card required. Set up your first assets and reminders in minutes.