Question 1

How fast can we migrate off our current spreadsheet or legacy tool?

Accepted Answer

Bulk-import your existing asset list from CSV in minutes — laptops, phones, monitors, network gear, peripherals. Most IT teams are fully live within a single afternoon, including categories, custodians and locations.

Question 2

Can I run a full physical audit without a clipboard?

Accepted Answer

Yes. Every asset has a printable QR label. Walk the floor with your phone, scan to confirm location, custodian and condition, and the audit session logs everything that was confirmed, missing or moved — ready for sign-off.

Question 3

How are joiner, mover and leaver workflows handled?

Accepted Answer

When an employee changes role or leaves, unassign their devices in one place — the full assignment history stays intact. Reassign to the next custodian in seconds and never lose the chain of custody.

Question 4

Does it track warranty, leases and end-of-life so I can plan refresh cycles?

Accepted Answer

Yes. Each asset stores purchase date, warranty length, lease terms and useful life. The dashboard surfaces expiring warranties, lease end-dates and depreciation milestones so refresh planning is proactive, not reactive.

Question 5

How secure is the platform?

Accepted Answer

Every connection uses TLS 1.2+ and all data is encrypted at rest with AES-256 — the database, asset photos, documents and job-card attachments. Two-factor authentication is available on every plan and enforceable org-wide on Pro, Business and MSP. We run automated daily security scans, monitor dependencies for vulnerabilities, and host on infrastructure independently audited to SOC 2 Type II and ISO 27001 (Supabase, Cloudflare). See the /security page for the full breakdown.

Question 6

How secure is my company’s data inside the tool?

Accepted Answer

Your workspace is isolated from every other customer at the database with row-level security policies — not just UI checks. Role-based access (owner, admin, moderator, user) controls who can view costs, edit records or export data. Every change is captured in an immutable audit log with actor, timestamp and before/after values. You own your data: export the full register or audit log to CSV/PDF at any time, and request deletion under POPIA, GDPR or CCPA. Full details on our security page and in the DPA.

Question 7

Can I attach documents like purchase orders, MDM enrolment proofs or disposal certificates?

Accepted Answer

Yes. Attach any supporting document directly to the asset — invoices, warranty certificates, disposal/wipe certificates — so your evidence lives with the asset, not in a shared drive somewhere.

Question 8

Can custodians sign for devices at check-out and check-in?

Accepted Answer

Yes. The check-out and check-in flows include an on-screen signature pad and optional GPS location capture, so every change of custody is logged with a signed record and a time-stamped location — the same chain-of-custody evidence Asset Panda customers love, without paper forms.

Question 9

Can I populate the register without typing every device by hand?

Accepted Answer

Yes. Install the AssetTrack discovery agent on one machine per site (Windows or Unix, one-line script). It enumerates devices on the network, auto-matches them to existing assets by serial and MAC, and queues the rest for a one-click review — most teams skip days of manual entry on day one.

Question 10

What happens when an asset is past end-of-life but we cannot afford to replace it yet?

Accepted Answer

Mark it Extended with a review date and an optional useful-life override. Extended assets are hidden from the Replacement-due alerts until the review date arrives, so the alert list stays actionable instead of filling up with deferrals. Finance can bulk-extend at budget time, and the full reason and audit trail stay against the asset.

Question 11

How is depreciation calculated and can I set policies per category?

Accepted Answer

Straight-line depreciation runs automatically from cost, purchase date, useful life and residual value. Useful life and residual percentage are configurable per category (e.g. 3 years for laptops, 5 for furniture), and every asset in that category recalculates immediately.

Question 12

Can I export a complete fixed-asset register for year-end?

Accepted Answer

Yes. Export the full register or any filtered view to CSV — including cost, accumulated depreciation, net book value, additions, disposals, category and custodian — formatted to drop straight into your working papers or import into your GL.

Question 13

How are disposals, write-offs and gains/losses tracked?

Accepted Answer

Archive a disposed asset and record the proceeds. The system calculates gain or loss on disposal against carrying value and keeps the audit trail of when, why and by whom — so the disposals journal is defensible at audit.

Question 14

Can I handle multiple clients or entities from one login?

Accepted Answer

Yes. Each client lives in its own organisation workspace with fully isolated data, depreciation policies and chart of accounts. Switch between them from a single login without any risk of mixing registers.

Question 15

Where do supporting documents like invoices live?

Accepted Answer

Attached to each asset. Purchase invoices, warranty certificates, lease agreements and disposal paperwork sit alongside the asset record, so your audit trail and supporting documentation are never separated.

Question 16

Is there a clean audit trail of every change to the register?

Accepted Answer

Yes. Every assignment, cost adjustment, category change and disposal is timestamped against the user who made it. Auditors can trace any number in the register back to its source action without you having to reconstruct it.

Question 17

How does the tool prevent the client being under-insured?

Accepted Answer

Replacement value is a separate, first-class field — distinct from book value. The under-insurance report shows the gap between current sum insured and total replacement value, broken down by category and location, so you can quantify exposure before renewal.

Question 18

What evidence is captured to support a claim?

Accepted Answer

Photos, serial numbers, proof of purchase, purchase date, condition history and full assignment log are stored against each asset. When a claim happens, the underwriter gets a clean evidence pack instead of a forensic exercise.

Question 19

Can replacement values be revalued at renewal in bulk?

Accepted Answer

Yes. Bulk-update replacement values by category, location or asset class, and the system flags any asset whose replacement value has not been reviewed within a configurable period — so nothing silently goes stale.

Question 20

Can sums insured be split per branch or location for the schedule?

Accepted Answer

Yes. Location and department are tagged on every asset, so you can produce per-site replacement totals — exactly what underwriters need for multi-location commercial schedules.

Question 21

How do new assets get added between renewals so cover stays current?

Accepted Answer

Clients add assets the moment they buy them. You can run a mid-term additions report at any time to advise the underwriter and adjust the schedule, instead of discovering gaps at renewal or after a loss.

Question 22

Can I share a read-only register with the client or underwriter?

Accepted Answer

Yes. Export the asset register and replacement-value summary as CSV, or invite the client and underwriter to a read-only view so the sums insured can be reviewed and signed off before renewal.

Question 23

What does the board pack look like at month-end?

Accepted Answer

A single dashboard with total book value, total replacement value, the under-insurance gap, and breakdowns by category, department and ownership type (company, leased, BYOD) — so board questions get answered without rebuilding a spreadsheet.

Question 24

Can I separate company-owned, leased and BYOD assets?

Accepted Answer

Yes. Ownership type is a first-class field. Filter to company-owned for the balance sheet, leased for operational reporting, and BYOD for risk and policy views — without polluting any of them.

Question 25

Does it support multi-entity and multi-currency reporting?

Accepted Answer

Yes. Each entity runs in its own workspace. Assets can be recorded in ZAR for South African operations or USD for international entities, and the dashboard groups values per currency without silent conversions.

Question 26

How does it help with capex planning and refresh forecasting?

Accepted Answer

Useful life, warranty end and lease end are tracked on every asset. The refresh report shows what is due for replacement in the next 6, 12 and 24 months, with estimated replacement cost, so capex planning is data-driven.

Question 27

Who can see sensitive financial fields like cost and book value?

Accepted Answer

Role-based access hides cost and depreciation fields from standard users. Only admins and finance roles see them, while operational staff still see everything they need to manage and assign assets day-to-day.

Question 28

How does this integrate with our accounting or ERP system?

Accepted Answer

Export the fixed-asset register, depreciation journal, additions and disposals as CSV on demand, in a format designed to be re-imported into common GLs by your finance team or external accountant.

Question 29

How do we prove which device holds which client or personal data?

Accepted Answer

Every asset is tagged to a custodian and a physical location. Attach a data-classification note or a DPIA document to the asset record so auditors can see at a glance which devices are in scope for POPIA, GDPR or HIPAA.

Question 30

Is there a full audit log of every change to an asset?

Accepted Answer

Yes. Every assignment, reassignment, cost adjustment, condition change, archive and document upload is logged with the user, timestamp and before/after values — no manual change log to maintain.

Question 31

Can we prove a device was wiped before disposal?

Accepted Answer

Attach the wipe / destruction certificate directly to the asset record before archiving it. The disposal date, archive reason and certificate all stay linked, so producing evidence during an audit is one click.

Question 32

How is access to sensitive fields controlled?

Accepted Answer

Role-based access (admin, moderator, user) restricts who can see costs, edit records, run audit exports or invite users. Row-level security in the database enforces the same rules at the data layer — not just the UI.

Question 33

Can we restrict data to a single region for residency requirements?

Accepted Answer

Yes. The platform runs on Lovable Cloud with regional hosting options. Speak to us about pinning your workspace to a specific region for POPIA, GDPR or other data-residency obligations.

Question 34

What happens to historical records when an employee leaves?

Accepted Answer

Assignment history is preserved permanently against the asset, even after the employee record is archived — so you can still answer "who held this device on 1 March 2024" two years later.

Question 35

How does AssetTrack map to ISO 27001 controls?

Accepted Answer

AssetTrack directly supports A.8.1 (asset inventory), A.8.2 (ownership), A.11.2 (equipment handling), and A.12.4 (logging) out of the box. Every asset record, assignment change, audit session and disposal certificate is timestamped and immutable, so your auditor can trace compliance to the control without spreadsheets or manual registers.

Question 36

What encryption standards are used and how are cryptographic keys managed?

Accepted Answer

All data is encrypted at rest with AES-256-GCM and in transit with TLS 1.3. Encryption keys are managed by hardware security modules (HSMs) within our cloud infrastructure — rotated automatically and never exposed to application code. You do not need to bring your own keys, but you can request a workspace pinned to a specific region for additional residency control.

Question 37

How do you support POPIA and GDPR data subject rights?

Accepted Answer

A signed data processing agreement (DPA) is available on request. We honour access, rectification, erasure and portability requests within 30 days. When an erasure request is received, personal data is pseudonymised where the audit trail must be preserved, and hard-deleted where no legal retention obligation exists. Breach notification follows the 72-hour GDPR timeline and POPIA-aligned internal escalation.

Question 38

Can we receive SOC 2 Type II reports for our own vendor assessments?

Accepted Answer

Yes. Under a standard NDA we share the latest SOC 2 Type II reports from our infrastructure providers, which cover availability, confidentiality and security trust services criteria. We also provide our own vulnerability-scan summaries and penetration-test attestations on request. Our shared-responsibility model is documented in the DPA and security white-paper.

Question 39

How do I stop buying duplicates of gear already in storage?

Accepted Answer

The asset list shows everything not currently assigned, by category and location, in real time. Before raising a PO, filter to "unassigned" and check if the device you need is already on the shelf.

Question 40

When should I plan to replace an asset?

Accepted Answer

The dashboard "Replacement due" widget flags every asset that is 80%+ depreciated, in poor condition, or out of warranty — sorted by urgency with estimated replacement cost, so capex planning becomes a list, not a guess.

Question 41

Can I budget replacement spend per office or department?

Accepted Answer

Yes. The financial report breaks down book value and replacement value by category, department and location — so you can build per-site refresh budgets instead of one company-wide number.

Question 42

Can I bulk-import a new shipment of devices?

Accepted Answer

Yes. Upload a CSV with name, serial, category, purchase cost and date — validation runs client-side so you fix errors before importing rather than chasing them after.

Question 43

Can I track who requested an asset and why?

Accepted Answer

Use the asset notes field for the requester and ticket reference, and attach the purchase order as a document. The audit log then captures who logged it and when.

Question 44

Do MSPs have a dedicated price point?

Accepted Answer

Yes. The MSP plan is R2,999/month and includes 10 managed customer tenants. Each additional tenant is R299/month — a tenth of the base fee. Example: 15 tenants = R2,999 + 5 × R299 = R4,494/month. MSP Scale removes the per-tenant fee entirely for 25+ tenants.

Question 45

Can one login manage assets across many client companies?

Accepted Answer

Yes. Each client lives in an isolated tenant workspace with its own data, users and depreciation policies. Switch between them from a single login using the tenant switcher at the top of every screen. A chip in the header shows Managed tenants: N / 10 and turns amber the moment you cross the plan’s included cap.

Question 46

What is a persistent CMDB and why does it matter?

Accepted Answer

The Configuration Management Database (CMDB) tracks device slots — for example "Main firewall — Cape Town" or "Access switch — Floor 2" — not the physical serial numbers. When a device fails, is stolen, or gets upgraded, you swap the underlying asset while the slot keeps its identity, maintenance schedule and history. No more losing track when hardware changes.

Question 47

How does the swap-asset workflow preserve history?

Accepted Answer

Every replacement records who did it, when, why (fault, theft, upgrade, warranty return), the outgoing asset, and what was installed in its place. Rows are locked at the database level via a trigger — no MSP owner, admin or technician can edit or delete swap history after the fact. The replacement chain is visible inline on every slot.

Question 48

How do per-customer maintenance schedules work?

Accepted Answer

Build maintenance templates once (e.g. quarterly firewall review, annual UPS load test, monthly backup verification) and apply them to any customer’s CMDB slots. The system tracks last-completed and next-due dates automatically. A daily cron scans every schedule and emails both the assigned technician and the customer contact when work is due, and again if it becomes overdue — no manual reminder chasing.

Question 49

Is there an audit log of every change?

Accepted Answer

Yes. The /msp/audit page is a searchable, filterable, CSV-exportable timeline of every CMDB config change, asset replacement, maintenance schedule edit and maintenance record — with timestamp and actor email. Populated by database triggers so nothing that touches those tables can be hidden from the log.

Question 50

Can we charge our clients for what we manage?

Accepted Answer

Export the per-client asset count, replacement value and maintenance activity at any time as CSV — the same numbers you need for managed-services invoicing or insurance schedules, broken down per tenant workspace.

Question 51

What if the same device moves between client sites?

Accepted Answer

Update the location and reassign in the same flow. The full movement history stays on the asset, so you can prove chain-of-custody for any device that has lived in multiple places.

Question 52

How are check-out and check-in handled at scale across clients?

Accepted Answer

Every asset has a printable QR label. Open the asset on a phone, scan, capture an employee signature and an optional GPS pin, and the assignment is logged against the correct client workspace. No paper, no spreadsheets.

Question 53

Can client staff have read-only access to their own register?

Accepted Answer

Yes. Invite client-side users into their own tenant workspace at admin, moderator or viewer roles. The viewer role can see and search their register, audit reports and signed job cards but cannot edit — ideal for client IT contacts who want visibility without risk of accidents.

Question 54

Is there a network topology / discovery view for MSPs?

Accepted Answer

Yes. Install the one-line discovery agent on any machine at a customer site — it registers, does a preflight, and appears in the agents list within a minute. Run SNMP, ICMP/ARP and LLDP/CDP scans from the subnets page and the topology diagram assembles automatically. Export as PNG, SVG or PDF for customer reports.

Question 55

Are schools billed as a single customer?

Accepted Answer

Yes. A school is treated as one customer on the standard plan — not the MSP plan. One workspace covers every campus, classroom and student device, with one subscription. The MSP plan is only for resellers managing multiple unrelated client organisations.

Question 56

How do I onboard 500 student devices for a 1:1 program?

Accepted Answer

Bulk-import the device list via CSV — name, serial, category, purchase cost and date. Validation runs client-side so you fix errors before importing. Generate printable QR labels for the whole batch in one click.

Question 57

How are check-out and check-in handled at scale?

Accepted Answer

Every asset has a printable QR label. Open the asset on a phone or tablet, scan, capture the student or parent signature and an optional GPS pin, and the assignment is logged. No paper forms, no spreadsheets at the start or end of term.

Question 58

Can teachers or site admins have read-only access?

Accepted Answer

Yes. Invite users at admin, moderator or user roles — the user role can see and search the register but cannot edit, ideal for teachers, librarians or site coordinators who just need to look something up.

Question 59

How do we run a year-end audit of every device?

Accepted Answer

Start an audit session, then walk classrooms with a phone scanning QR labels. The session logs what was confirmed, missing or moved, with an exportable report you can sign off and store for the next academic year.

Question 60

Can we attach parent acceptance forms or damage reports?

Accepted Answer

Yes. Attach any supporting document — signed acceptable-use forms, damage reports, repair invoices — directly to the asset record, so the evidence lives with the device instead of in a shared drive.

Answers for your role

IT managers

Accountants

Insurance brokers

CFOs & finance leads

Compliance & risk

Procurement & ops

MSPs

Schools

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