An Asset Owner (AO) can assign a Site User and a Service Provider to a site. Registered users are available in the dropdown. Select the desired user and assign them accordingly. Upon clicking, a pop-up window appears where you can choose either 'Site User' or 'Service Provider'. If 'Service Provider' is selected, the company dropdown is populated. Once a company is selected, a list of registered Service Provider users who are not already linked to the site will be displayed. Users who are already linked will not appear in this list.
The AO can edit the current added site details.
The AO can view all site-related details in this tab. It displays site information, assigned Service Providers, and Site Users. The AO can also remove users associated with the site from this tab.
An AO can add distribution boards to a selected site. Upon clicking the button, a pop-up appears where the user can enter the required details and save them. Multiple distribution boards can be added using the 'Add Distribution Board' button.
The AO can add new sites from this section, either individually or in bulk. For bulk uploads, a sample Excel template is provided, allowing multiple sites to be added at once. The user can fill out the template and import it by clicking the 'Import New Site Data' button.
The AO can enable or disable a site using this option.
Each module includes a search bar at the top, along with a date filter option.
An AO can enable/disable this user from here.
The AO can assign module permissions to a Site User. A list of modules is displayed in a pop-up, where the AO can select the desired modules by ticking the checkboxes and clicking 'Save Changes'. The selected permissions will then be assigned to the Site User.
The AO can edit this user's details.
The AO can view all details of this Site User.
The AO can invite new Site Users by entering their Names and Email Addresses. Select the site to which a user needs to be assigned and the user receives an email wuth the login credentials. The user will have access to features assigned by the AO, who controls the permissions and actions available to the Site User.
An Asset Owner (AO) can assign module permissions to a Service Provider (SP). A list of modules is displayed, where the AO can select the desired modules by ticking the checkboxes and clicking "Save Changes". Permissions for the selected modules will then be granted to that user. Only the main Service Provider (SP) user has access to the Web Panel. The Web Panel displays three modules—Tasks, Certificates, and Reports—if the user has permission for them. Additionally, the main SP user has default access to the Logbook, SP List, and Dashboard modules.
The AO can edit the details of this Service Provider.
The AO's can view all details of the user.
The AO's can enable/disable a user from this option.
The AO's can invite new Service Provider(SP) users by entering their Names and Email Addresses. After selecting the site to assign the Service Provider to, the user will receive an email notification with login credentials. The user’s permissions will be determined by the Asset Owner. There are two ways to create an invited SP user: either by selecting an existing company or by creating a new company. Users created under a new company are designated as Main SP users and have access to the Web Panel. Users invited or registered under an existing company are called Sub-SP users and can only access the mobile app to perform tasks and related activities.
A list of categories is displayed first, followed by the assets within each category. Users can filter assets based on Single Asset, Site, Distribution Board, or Location.
The highlighted pointers correspond to two visual views of the page. When the user clicks the green icon, it turns red and, displays inactive assets.
The AO can add a single asset or multiple assets. For a single asset, the user selects a template and fills out the form to add the asset. The form dynamically displays custom fields based on the selected template, as shown in the screenshot below. Additionally, depending on the selected site, the next available asset number is automatically prepopulated. For example, if the XYZ site already has 9 assets, the number 10 will be prefilled when adding a new asset for that site.
To bulk import assets, the Asset Owner (AO) is taken to a screen where Excel data for Sites, Distribution Boards (DB), and assets can be imported through a three-step process.
The first step is importing sites. The Asset Owner can download a highlighted file format template, fill in as many sites as needed, and then click the ‘Bulk Import New Site Data’, button to upload the file.
In the second step, the user can download the Distribution Board (DB) template file, complete it with the required data, and import the file to add all the boards. Afterward, the user proceeds to the third step.
If the user doesn’t want to upload new sites in the first step, they can simply click the ‘Import Other Data on Existing Site’ button to skip this step. Similarly, if the user doesn’t want to upload Distribution Boards (DB), there is a skip button available for that step as well.
In the third step, the user can download the template/file format of the asset for the selected category. Download that file format and fill in your asset data.
If DB is not added in the second step but it’s added in the asset excel sheet in the third step, then the system creates distribution boards automatically for that site and the asset import is successfully completed. This flow is for the Emergency Lights Category. For other categories, the assets import distribution boards with and without distribution board column bulk imports works. The site name and template name should be correctly entered in the asset import sheet as that is the key parameter for the bulk import to work smoothly. The Fitting Number should be unique for the selected site and category.
For the custom fields, please make sure to have used word custom follow with a hyphen and then the field name which is there in the template. For Emergency Lights, we have shared screenshots below with examples.
As seen above in the Asset templates and the Emergency Lights template, if you click on 'View' icon, you can see 4 fields. Whichever column names you need to use, that example is shared in the screenshot below. Column names should be the same as the label we see in the above form and the value should be those which we have in the form where there is a dropdown (e.g LED batten).
For preferred text and date, you can use any format.
For asset template/file format, we have kept the file format for 3 categories - Emergency Lights, RCD, and Appliance Testing.
This template displays the asset fields as per the needs of the AO. If for any category, while adding assets, we need custom fields, for example, Emergency Lights Circuit Breaker, Type, Fitting Id, these fields will be shown in the form while adding assets of Emergency Lights.
An AO can edit the added templates from here.
An AO can view template details and added fields can be seen.
In this template, only the custom fields are added by the asset owner. The rest are pre-defined assets fields which you can see in module 4-A. If a user adds 2 custom fields, those 2 fields will be shown in the same form at the bottom. An user can add 4 types of fields - Text, Date, Text Area, and Dropdown fields as shown below. Once the user types the field clicks 'Add More Fields', the user can see that field on the right side beneath 'Form Preview'. Once the fields are added, click “Update Form Field” and the fields will be saved for that template.
The AO can see the logbook listing as well as add a new logbook. The view icon will display all assets belonging to this logbook. The Edit logbook will allow you to edit the logbook name and comments for that logbook.
Based on the category, the user can filter the reports by Site, Category, Warranty, Date range, and Testing Type (Test, Repair, Replace). The data can be exported in excel format of the report. Except Warranty, the other 3 selections are mandatory for the report hence are marked with an asterisk as seen below. The results shown below can be filtered with testing date range, asset etc. If the AO is in logbook report, the user can also search table data by warranty date. Therefore, if any specific asset has a warranty until a particular date, that date can be searched and the result gets filtered. The warranty date of that asset should be the one which assign date. Only those assets get listed.
Certificates added against the category will be listed here for the AO. Service operators/AOs who belong to this site are able to find certificates here once they are uploaded. The AOs can easily search certificates by Added Date, Certificate name, and type by using the top search bar feature.
Here the AO can add three types of tasks- a Test, Repair, and Replace. An added task can also be edited from this page.
Once AO creates a task and assigns it to the main SP user, the main SP user receives mail for this task notification on their company email.
The Main SP User can assign tasks to themselves or to the Sub-SP User.
When the Main SP user assigns a task to a sub-SP user, the sub-SP user, and main SP user receive email notification.
Once the sub-SP user performs the task, the main SP User receives notification of the task as being completed at the company email address. The AO also receives notification of the task completed at their personal email address.
If the AO creates a task for Repair and Replace, then all failed assets of that category will be displayed in the table. The user can select the assets for whom the task needs to be performed.
In Create Task, if the asset is not selected for the SP User in the mobile app, it redirects to Add Asset Screen where the user can add new assets and that task is marked as completed.
The task will then appear under Open Task in the main SP web panel. From there, it can be assigned to an internal SP, as shown in the screenshot below.
Only the Pass tests of the assets will be shown in this tab. Since while performing the test, we have the field in the form “Next Schedule Test” date. So that the main SP can assign those tasks which are due as per this date.
This status will be set by the SP when they perform the task. And all the tasks with this status will be listed here.
This section shows a summary of all the system data belonging to this AO. The counts and graphs for the sections are shown as per latest data which the system has. The count is updated instantly, as soon as any operation is performed, we can see updates here. The users can set up sites from here as well and can reach respective left menu modules from this page.
This registration process is a multi-step process.
First step - The AO enters company details. The Second step - Enter the personal details. Third step - Enter site detail. Fourth step - Select the package level. Fifth step - Set the username and password. The user receives a verification code at this step and once the code is entered correctly, the registration process will be complete.
Password requirements: There should be a minimum of one upper case letter, one number, one special character, and the password length should be a minimum 8 characters.
Asset owners need to enter the username and verification code received via email to their registered email address. In Next screen user simply needs to the enter verification code and set the new password as per the rules set.
Password requirements: There should be a minimum of one upper case letter, one number, one special character, and the password length should be a minimum 8 characters.
The tasks assigned by the AO are listed here for the main SP user.
If the main SP user wants to assign any open task, select the checkbox and then select the internal SP from top dropdown as shared in the screenshot and click Assign Button. The tasks will then be assigned to sub-SP user.
When the main SP user assigns this task to the sub-SP user, they each receive mail notification.
Once the sub-SP user performs the task, the main SP user and the AO also receive notification of the task being completed at the company email address.
With top dropdowns (asset, category, status), the displayed data can be easily filtered. All four tabs of data can be exported by the user.
New tasks for Testing/Repair/Replace can be created by the main SP user and then assigned to sub-SP user. It's a two-step process. First is creating the task and second is assigning the task.
Select the site category and assets will be displayed accordingly. Select the checkbox of the assets for which task needs to be performed and click the Submit button to create the task.
This created task when selected as shown below, main SP user can assign then to their sub-SP user.
Only the Pass tests of the assets will be shown in this tab. Since while performing the test, we have the field in the form “Next Schedule Test” date so that SP can assign those tasks which are due as per this field.
Certificates added against the category will be listed here for the main SP user. When the main SP user, the sub-SP users or the AOs adds any certificates for the specific site and category, those are listed here. This is provided that the main SP user has the permission for that site.
The users can easily search certificates by Added date and Certificate name and type by using the top search bar feature.
Based on the category, the user can filter the reports by Site, Category, Warranty, Date range, and Testing Type (Test, Repair, Replace). The data can be exported in excel format of the report. This panel has mostly the same features as the AO report panel has.
Except for Warranty, the other 3 selections are mandatory for the report hence are marked with an asterisk as seen below. The results shown below can be filtered with date range, asset etc. If the AO is in logbook report, the user can also search table data by warranty date. Therefore, if any specific asset has a warranty until a particular date, that date can be searched and the result gets filtered. The warranty date of that asset should be same as the assigned-date. Only those assets get listed.
The users can see a list of logbooks and search by name. The view icon will display all assets belonging to this logbook.
The Service Provider (SP) can edit and assign the sub-SP module to perform specific tasks by selecting the necessary permissions from a list displayed in a modal popup. When the SP chooses to edit, a modal window appears showing all available permissions, allowing the SP to easily select or deselect the permissions that the sub-SP should have. Once the selections are made, the SP can save the changes, and the sub-SP module will be granted the assigned permissions to carry out those tasks.
The main SP user can edit the details of the service provider.
The main SP user can view all the details of the user.
The main SP user can enable/disable user from this option.
The main SP user can invite new service provider users by entering their Names and Email addresses. Select the site to which the service provider(SP) needs to be assigned. Here this invited SP user will be created in 2 ways either by selecting an existing company or by creating a new company. The users who are created with a new company are called a main SP user who has web panel access and the ones who are invited or registered by selecting an existing company name would be called sub-SP users who can only access a mobile app to perform tasks etc.
When the user launches the app, splash screens are shown first. The user can then click the ‘Skip’ or ‘Get Started’ button at the bottom of the screen, which will take them to the login page.
Service Providers (SP) can sign up via the mobile app. From the login screen, users click Sign Up to create a new account; existing users can log in on the same screen.
Firstly, the screen user can select to sign up using an existing company or they can create a new company. If users create a new company, then this user will be considered as the Main SP user for the system. A user who sign up using the existing company name will be considered as a Sub SP user.
In the second step, the SP user completes their personal details and then it shows set username and password screen in third step. The email address used in the second step will be shown in this screen and the verification code is sent to the user to verify the account.
Once the verification code is entered, signup is successful.
On login, the user is prompted to select an Asset Owner. If an SP is associated with multiple AOs, they can choose one AO; then all related data (sites, DBs) will appear in the mobile app. This AO selection can be changed later from My Profile at any time.
Once an AO is selected, the app prompts for the corresponding sites and distribution boards. Based on that selection, the dashboard displays the assets of that site, organized by category.
Once the user selects a category, four main modules - namely Logbook, Testing, Repair and Certificates for each category are displayed. Only for the category Thermal Imaging are there three modules - Reports, Repair and Logbook.
The initial screen displays the assets of the selected category.
From the listing screen, tapping any asset opens its detail view, showing the testing, repair, and replacement history along with key asset details.
The user can also add new assets by tapping the + icon at the bottom.
The first screens display all assets along with their latest test status. Users can filter the list by Asset Status. Tapping a colored status tab filters the results. Users may also search by Asset ID, Service Provider username, date, testing status, etc.
This data can also be filtered by dates. Users can click on the calendar icon to select dates and the result will be shown only for that date range. Upon clicking on this row, the user can see details about this testing as shown in the second screenshot.
If the user selects the Bulk Update option, assets listing are shown in ASC order as per fitting number. This listing can be shown in 2 types of views as shown below. The user then must click on the Select All button and set the status from the top right dropdown. Once this is done, the blue button at the bottom of the screen becomes activated.
The user can change respective assets status as there is a dropdown status option for each asset, instead of a common status option, from the top right dropdown.
After assigning a status to all assets, the Save Test Status button (blue) becomes active. Tapping it prompts the user to confirm the test operation.
If the user confirms, a summary screen appears, where additional information about the test operation can be entered. The final screen displays a table showing how many assets were updated, broken down by status. The user may also export this summary. Please view the steps on the screenshot below.
Where the asset is marked as failed, the user can see 3 buttons activated. The first button is for Replace, second is Repair and third is for Edit. Each button takes users to their respective form and the actions can be performed.
If the user taps the Replace icon, a form opens with the current asset details prefilled. Users may change certain fields except Asset Number and Template Type; Fitting Number remains unchanged. This first form is used to create the new (replacement) asset. Then the next form is the Repair form, where the user enters repair details to complete the replacement flow. The user can see the status as Fail, Replaced (orange text).
If the user clicks on the Repair icon, then Repair form is shown and once submitted, the repair record is created for this asset. And the user redirects to the same screen and with the status Fail, Repaired (blue text)
The third icon is for Edit asset where the user can change asset testing status details as per need. Basically, this gives additional option in case the user wants to change any status from this stage.
Here Users can perform single asset testing as shown in the steps below.
Once the user clicks Test Single Asset, a screen shows a listing of assets. Select one and proceed. It then displays a form and the user can fill in the details and a testing record for that asset becomes created successfully.
The main list page shows the list of all repair actions performed with their latest repair date. Click on this asset’s latest repair actions and details will be displayed below.
Users can edit and delete this record. Using the calendar icon data can be filtered for certain dates.
The repair module flow is the same as how the Testing module is explained above. The screenshots below will show the steps for the same.
By clicking on the plus icon on top, the user can repair the asset individually. Once clicked, the user needs to select one asset from the list shown. And once selected, it takes the user to the repair form. Once the user fills out all the details on the form, repair action is completed.
Completed repair actions can be seen at the top in the main listing screen.
Service Providers can upload certificates. They can be viewed by the AO from the Web panel. By clicking on the certificate, a detail view is displayed and can be downloaded.
Listing of the certificate screen allows the user to search the data by certificate name, certificate type and date.
This module is not there for the Thermal Imaging category since we have reports modules which work the same as this module.
For the Thermal Imaging category reports module work the same as certificate category. This reports module is not applicable to other categories. Here distribution board wise SP uploads reports.
A logged in Service provider can see a list of all the tasks assigned to them from this screen. This task list can be filtered by the top statuses as well. If the user clicks on Tab Pending, all tasks with status pending will be displayed. Also, if the user wants to see only a particular date related task, those can also be filtered by clicking on the calendar icon and selecting the date. Users can update tasks and mark them as Completed/Hold/Pending from here.
If any task does not have an asset belonging to them, in that case it takes the user to the logbook screen where a new asset can be added by the SP user. While creating an asset fitting number, the asset number gets prepopulated and this can not be controlled by the user. The user can perform a Search/Sort and Calendar search here. Search works when category name and due date are applied.
If the task is for Testing, it will show those assets at a click another row. The user can set the status for the asset/assets and the task is completed.
If the task is Repair or Replace, click Select All and the right dropdown of status will show these 3 options - Repair, Replace and Skip. Then bulk action can be performed.
Once the task is marked as complete, the main SP user receives email notification on their company email address and the AO email receives mail notification on their personal email address (which is applied at the time of the registration process).
Any electrical item found within a premises or installation including but not limited to emergency lighting, residual current devices (RCD) & circuit breakers, appliances, lighting, distribution boards, motors & control, uninterruptable power supplies, fixed appliances and generators.
The key person that registers a premises or installation on the web portal who is responsible for testing and maintaining the assets.
Person approved by the asset controller to view or use features on the asset controller portal.
Licensed electrician engaged by the asset controller to carry out testing and maintenance to the assets.
Electrical panel or box that contains fuses, circuit breakers, RCD’s and terminals for all electrical circuit wiring. The larger the premises or installation, the more distribution boards you would likely have.
Any electrical device that plugs into a power point or electrical outlet i.e. an electrical device that is portable and can be plugged in anywhere.
The business registration number for a company as issued and recognised by the government in the country of registration for the company.
Residual current device. Also known as Earth Leakage Circuit Breaker or Safety Switch.
Thermal imaging is conducted by serviced providers (licensed electricians) using an infra-red camera to record and measure temperature differentiations. The service provider will provide a Thermal Image Report with the thermal images and measurements recorded. Know Your Asset can’t do the thermal imaging and reports for you, but it certainly can store all your reports in one place, accessible to any nominated user in real time.
A list of all assets which can be as simple or detailed as you like. All assets entered into other categories such as emergency lights or motors, will automatically appear in the asset register on the asset controller portal. Filtering options allow for easy search of assets, repairs and warranty tracking.
A logbook is used to record a list assets or devices such as emergency lights, RCD’s or appliances with details such as fitting number, type of asset or device, distribution board if applicable, location and even the make and model. Before Know Your Asset, these were generally physical paper books or spreadsheets.
A certificate can be supplied by the service provider to the asset manager if required. The certificate will generally state who the test was carried out by, and that all assets passed the relevant test and complied with relevant legislation and standards for the category of testing.
Know Your Asset report function offers wide range of options to produce reports such as test results, repairs and warranties. Full filtering capabilities allows you delve into reports deeper by date or specific features.
The key difference here is connectivity – an app based system is linked to the internet and shares data between all users with access permission in real time.
A spreadsheet system is a singular program that generates singular files on a closed computer system.
Although the file can be shared, obtaining the latest up to date version becomes more problematic as user edit permissions, asset numbers and update frequencies increase.
KYA fills a void between true automation, which is very expensive and limited to the most technologically advanced buildings, and outdated logbook and spreadsheet systems.
In combining human input with cross referencing software technology and omnipresent data channel availability.
The introduction of Quick Response (QR) code and geo location tagging further bridges the gap between automation and manual human input, and further reduces the margin for errors to permeate system processes.
In a similar vein to how companies rent office equipment and outsource services such as accounting and IT, SaaS present a model where a monthly subscription fee allows full access to a software suite and its applications.
Prominent examples include Microsoft Office/365, Adobe Suite, Salesforce and Zoom.
Cloud computing essentially means that all data is stored off site on safe, secure computer servers that have backups of backups of backups.
This mean that any data is encrypted and cannot be accessed by anyone without explicit permission rights or lost or deleted.
Data loss and hard drive failures are rendered obsolete with this technology.
KYA is accessible across all major digital avenues – PC/ laptop, smartphones and tablets and platforms including Apple, Windows, Iphone and Android.
Each business model is different and has different structures in place to achieve compliance in their testing regimens but broadly speaking KYA can reduce operational costs in three key ways:
1) Administration efficiency in standardisation of data and combining different systems for different asset groups into a single portal
2) Reduce wastage from missed dates and deadlines relating to areas such as missed warranty claims and preventative maintenance scheduling
3) Negate the need for any third party site management
At the top of the page you will find a drop down box with the word ‘Select’. By clicking the arrow next to ‘Select’, a list of your registered sites will drop down and you can select a single site.
All columns must have some data inputted for the upload to successfully work.
First check that the site you are uploading has been added under the Sites tab. If not then add the site and repeat the upload process. If the site is already added, check that the site name on the upload spreadsheet is identical to the site name used when adding the site. Check for spelling, spacing and punctuation such as commas or dashes.
As per the above question it is a requirement to complete all fields on the bulk upload spreadsheet, so we recommend that you use a non-valid date such as 1/1/2000. This would indicate to other users that the asset is clearly not in warranty and install date is presumably unknown.
All recent test results, logbooks and repairs can be produced under ‘Reports’ then ‘Generate Reports’. Once on this page you can filter sites, report types, date range and warranty. You can also export the report as a PDF file.
Certificates are where your compliance documents are stored. These documents are generally provided by your service provider and can import the certificate straight into the relevant folder. Your service provider can also upload PAT tester results for appliance testing into the certificates folder if a PAT tester was used.
When creating a task, once you have selected a category and test type, all of the relevant assets will appear in the asset list on the bottom part of the page. You need to select the assets that you require tested or repaired using the tick box on the left hand side of each asset. There is also a tick box on the top left side of the asset list box, that can be used to select all.
When adding a new task, by selecting the ‘Task Type’ as ‘Repair’, then selecting the relevant site, a list of all previously failed assets will appear with the date the asset failed. You can then select the assets you want repaired or use the select all box on the top left hand side.