Handbook
Record tools, machines and hardware, hand them out and get them back
Step-by-step instructions for admins, equipment managers and employees. This is how you use asset management in Jobilino: record your inventory with asset numbers, manufacturers and purchase data, hand devices out to employees or station them permanently at a customer site, have receipt confirmed, document inspections and repairs, print QR labels and manage software licences with seats – including how assets differ from the warehouse and the vehicle fleet.
Frequently asked questions
What belongs in the inventory and what belongs in the warehouse?
The warehouse is for everything counted as a quantity and consumed – cable, screws, gloves, cleaning agents. The inventory is for everything you want back by name: hammer drill, measuring device, laptop, key. Rule of thumb: ask yourself whether you care which of ten identical items is currently where. If the answer is yes, it is an asset.
How do I record ten identical devices without typing the same thing ten times?
Use the “Number of copies” field in the form. Jobilino then creates ten independent assets with consecutive asset numbers – each one individually handed out and traceable. Serial numbers can be added later per device. A quantity of 10 on a single record deliberately does not exist, otherwise you would never know which item is with whom.
Can a device accidentally be handed out to two people at the same time?
No. Who holds a device follows from the one handout that has not been returned yet – more than one open handout per device is technically impossible. If somebody else already has the device, Jobilino says so and you take it back first.
Does the employee have to confirm receipt?
By default yes – the holder gets a notification and confirms in the app or on the web with “Yes, I have received the device”. No asset permission is required for that. Alternatively, the person issuing the device ticks “I confirm that the person received the device” while handing out – useful for people without the app or when a paper form was signed.
How do I record a device that stays permanently at a customer site?
Hand it out and select the customer instead of an employee as the holder, and leave the return date empty. The device counts as handed out open-ended and is never reported as overdue. On the customer record, the “Assets” tab shows at any time what you have standing at that customer – the answer to the question that comes up whenever a contract ends.
Who may hand out devices – does it have to be an admin?
No. “May hand out assets” is deliberately a separate permission and is not tied to admin rights, because the storekeeper, foreman or workshop manager is rarely an admin. It lets them hand out and take back, but not administer the system. Team leads only see the employees they manage – when saving too, not just in the selection list.
Who can see the purchase prices?
Only those with the “May see acquisition costs” permission. Without it, purchase price and repair costs are removed server-side – in the list, in the device detail view and in every export. This lets an equipment manager maintain the entire inventory without seeing commercially sensitive figures.
Can I delete a device I no longer have?
As soon as a device has handouts it can no longer be deleted – the history would disappear with it. Set it to “Retired” (or “Lost”) instead: it disappears from the selection while protocols and history remain fully intact. Deleting is only meant for typos, i.e. for devices that were never handed out.
How do the QR labels work?
You select devices in the inventory list and print a PDF label sheet via “Print QR labels”. The QR code contains the device’s address in Jobilino, so any ordinary phone camera opens the device page directly. Anyone with the handout permission immediately sees the appropriate action there – that is handing out by scan.
Are these the same NFC tags as in time tracking?
No. The NFC label on a device is a separate sticker whose UID you store in the asset form. The NFC tags used for time tracking, by contrast, belong to a project or site and are used for clocking in and out. The two are deliberately kept apart – a tool should not clock anybody in.
Why can I not hand out a software licence?
Because a licence is not a box you pass around – it has seats. Create the licence with the type “Software licence” and the number of seats, then assign individual seats to people via “Assign seat”. That way you can see at any time how many of the purchased seats are actually in use – the basis for every contract renewal.
Why are vehicles not assets?
Because vehicles are better placed in the fleet and mileage tracker: that is where the licence plate, inspection date, regular driver, assigned drivers and the individual trips belong together. Tools that permanently live in a vehicle are still recorded as assets.
Am I reminded about inspections and expiring warranties?
Yes. If you have stored an inspection interval, next inspection date, warranty end or a licence expiry date, Jobilino gets in touch automatically beforehand – in the inbox and as a push notification on the phone. The same applies to due and overdue returns. Each message is sent only once per device and date, not anew every day.
What do I do when an employee leaves the company?
Open “Assets” → “Handouts” and filter by that person: you see in full what they still hold. This list can be exported as a PDF and is the basis for the handover meeting. Then take each device back, recording its condition.
Can I turn material procured through the warehouse into assets?
Yes, via “Create from stock”. You select the warehouse article and the quantity; Jobilino books a completely normal withdrawal in the warehouse and creates one asset with its own asset number per item. This additionally requires the warehouse permission – someone who may only manage assets should not be able to book material off the shelf on the side.
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