How to view the asset management overview in the Back Office Dashboard?

The Asset Overview page in GuardsPro gives you a quick and clear summary of all assets in your account. It helps you track asset availability, usage, and condition from a single screen.

This feature allows admins to monitor asset status, identify high‑usage assets, analyze distribution, and keep track of return and maintenance schedules. By centralizing this information, you can ensure smooth operations, accurate record‑keeping, and better decision‑making.

📌 Prerequisites

• The Asset Overview is accessible only if the Asset Management module is active in your company subscription.

• Only super admin, admins, or authorized users can view the asset management overview in the Back Office Dashboard.

• Ensure assets are already added under Asset Management so that overview data can be displayed.

✅ This guide will walk you through the steps to view the asset management overview in the Back Office Dashboard:

🔐 Step 1: Log In  

• Log in to the Back Office Dashboard.

• From the left‑hand menu, navigate to Asset Management → Overview.

• You will be taken to the Asset Overview screen. 

At the top of the page, summary cards display the current status of your assets:

• Total Assets – Total number of assets added to your account.

• Active Assets – Assets currently assigned and in use.

• In Stock – Assets available and not assigned.

• Under Maintenance – Assets marked as under maintenance.

• Under Repair – Assets under repair.

• Lost/Missing – Assets marked as lost or missing.

These cards help you quickly understand the overall asset status.

📈 Step 2: Top 10 Active Assets & Asset Distribution  

The Asset Overview screen provides two important visual insights:

• Top 10 Active Assets – A bar chart showing the most actively used assets.

  • Helps identify frequently used assets.

  • Useful for monitoring high‑usage assets.

  • Supports maintenance planning and replacement decisions.

• Asset Distribution – A chart that provides a visual breakdown of assets based on type or category.

  • Easily see how assets are distributed across categories.

  • Helps with inventory analysis and reporting.

  • Useful for identifying asset concentration or imbalance

📌 Step 3: Return Due & Maintenance Due Overview  

The Asset Overview section provides quick visibility into assets that require attention, categorized into Return Due and Maintenance Due.

Return Due

This section displays assets that have been assigned to guards and have a return due date configured.

Columns shown:

• Asset Tag ID – Unique identifier of the asset

• Asset Name – Name of the assigned asset

• Return Due Date – Date by which the asset should be returned

• Assigned To – Guard to whom the asset is assigned

• Status – Current return status of the asset

If no assets have a return due date or none meet the criteria, the system displays “No Result Found”, as shown in the screenshot.

Maintenance Due

This section lists assets that have a maintenance due date approaching or overdue.

Columns shown:

• Asset Tag ID – Unique identifier of the asset

• Asset Name – Name of the asset

• Maintenance Due Date – Scheduled maintenance date

• Status – Indicates whether maintenance is due

In the example shown, one asset is marked as Due, helping admins quickly identify assets that require maintenance action.

📑 Step 4: Latest Assigned  

The Latest Assigned section shows the most recent asset assignments, helping you track where assets are currently allocated.

Details shown:

• Asset Tag ID – Unique ID of the asset

• Asset Name – Name of the assigned asset

• Assign Type – Assignment type (Guard or Post/Site)

• Assign To – Guard or site to whom the asset is assigned

• Assign Date – Date of assignment

• Quantity – Number of assets assigned

• Assigned By – User who assigned the asset

Assets are listed in descending order, with the most recent assignments shown at the top.

📦 Step 5: Purchase Orders  

The Purchase Orders section displays recent asset purchase orders and their current status.

Details shown:

• Order Date – Date the order was placed

• Order Number – Unique purchase order number

• Created Date – Date the order record was created

• Order By – User who created the order

• Delivery Date – Expected delivery date

• Order Status – Current order status (e.g., Order Placed, Shipped)

This section helps you quickly monitor procurement activity and delivery progress.

🎯 That’s it! Viewing the Asset Management Overview in GuardsPro is simple and efficient. By following these steps, you can track asset availability, monitor usage, analyze distribution, and stay on top of return and maintenance schedules.

For further assistance, feel free to contact the GuardsPro Support Team anytime.

For a quick walkthrough, please watch our tutorial video on YouTube: