Asset Photos and Condition Records
Photograph an asset once, and record its condition every time it comes back — the two records that settle damage disputes later.
Two records on an asset do the work of remembering: a photo of what it should look like, and a history of what condition it has actually been in.
The asset photo
An asset carries one photo, added when you create it or from Edit on the asset record. It appears at the top of the detail view and on the asset card in Inventory.
Its job is recognition and reference. Staff pulling for an event should be able to confirm they have the right item, and anyone assessing damage should be able to see what undamaged looks like.
Tip: Photograph the item clean, well lit, against a plain background, before it has been used. A photo taken after the first season is a record of wear, not a reference point.
Condition history
Every asset has a Condition History on its detail view: each condition it has been recorded at, when, by whom, and the note written at the time. It shows the 20 most recent entries.
Entries are created when an asset is added, when its condition is changed on the record, when units are written off, and when an item comes back from an event in a condition worth noting — anything other than Good, or anything with a note against it. A plain Good return is not logged, so the history stays a record of what went wrong rather than a list of every checkout.
On the asset record itself the conditions are Excellent, Good, Fair and Poor. A return can additionally be marked Damaged, and that is what appears in the history when it happens.
The notes are the valuable part. "Fair" on its own ages badly; "Several runners showing fraying at edges after 40+ uses" tells you next year whether it is time to replace the stock or whether one event was hard on them.
Checkout history
The same detail view carries Checkout History — the 20 most recent times the asset left, what event it went to, and what condition it came back in.
Read together with condition history, this is what attributes damage. If an item was good going out and poor coming back from one event, you know which event, on what date, and who checked it in.
What AssetSync does not store
There is no document or file attachment on an asset — no purchase invoices, warranty PDFs, manuals or service records. The asset record holds a photo, costs, and the two histories above.
If you need to keep paperwork against an item, the venue's document storage is the place for it, and the asset's Notes field is a reasonable place to say where it lives.
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