Every asset. Every person. One record.
Most organisations know roughly what they own. Far fewer know exactly who has it, when it was last serviced, whether the warranty is still running, or which software licences are coming up for renewal next month. The gap between those two states lives in spreadsheets, e-mail threads and sticky notes — until an audit or a departure makes it expensive. Tenderely BPM closes that gap without code, and because the asset module binds to the person records you already hold, custody is linked to real people from day one.
What does asset management repeat?
01
Recording what you own
Every asset needs an identity: what it is, when it was bought, what it cost, where it normally lives. Without a structured card, the inventory only exists the day someone writes it up.
02
Handing something to a person
A laptop, a vehicle key, a tool, a uniform — when it leaves the storeroom it becomes someone's responsibility. That moment of transfer needs to be recorded and acknowledged.
03
Getting it back
Returns happen at the end of a project, at resignation, at rotation. If the return is not checked against what was handed over, things go missing quietly.
04
Maintenance and faults
Scheduled servicing keeps assets in use. Faults need reporting, routing to the right person and resolving. Without a record, the same asset breaks the same way repeatedly.
05
Periodic stock counts
Counting what you have and comparing it to what the records say is how discrepancies surface before they grow. A count done on paper tends not to be done at all.
06
Licence and subscription renewals
Software licences, service contracts and subscriptions have expiry dates. Missing a renewal either stops work or triggers an auto-renewal nobody budgeted for.
Where does this break down today?
The spreadsheet is always out of date
The register was accurate the day it was created. Since then, assets have moved, been disposed of and been bought without anyone updating the file. Nobody trusts it, so nobody updates it.
Custody is a memory
Who has the company phone, the camera, the access card — the answer lives in someone's head. When that person leaves, the asset either walks out with them or is simply lost.
Maintenance is reactive
Servicing happens after something breaks, not before. The service history is a folder of invoices rather than a timeline anyone can read and act on.
Renewals are surprises
A licence expiry discovered on the morning it lapses is not a minor inconvenience — it can stop an entire team. Finding it in a spreadsheet that nobody owns is the most common way it happens.
What changes with Tenderely BPM
01
A live register, not a snapshot
Every asset is a structured record that updates when something changes — location, condition, holder, status. The register is accurate now, not as of last quarter.
02
Handover is a step, not a note
Custody transfer is a workflow step with an acknowledgement. The person receiving the asset confirms what they have taken. The agreement is recorded as a by-product, not an afterthought.
03
Returns are checked against what left
When an asset comes back, the return is matched against the original handover record. Condition notes and signatures sit on the same document as the original issue.
04
Maintenance has a schedule and a history
Planned service dates trigger reminders automatically. Fault reports are routed to the right person and resolved in the same record. The history of every asset is readable at a glance.
05
Renewals remind themselves
Expiry dates on licences and contracts generate reminders before the deadline. The right person sees it in time to act, not the morning the access stops working.
06
Custody on the person you already know
Because Tenderely BPM binds asset records to the person form already in your system, there is no second database of employees to maintain. When someone's status changes, their asset picture changes with it.
FAQ
Does this work for any type of asset, or only IT equipment?
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Any physical or digital asset can be tracked — vehicles, tools, furniture, uniforms, software licences, service contracts. The record structure is configured to what your organisation actually owns, not to a fixed category list.
What happens to open custody records when an employee leaves?
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The custody record stays linked to that person and remains open until a return is logged. Because the record is structured and visible on a dashboard, unreturned assets do not disappear — they appear as outstanding items waiting to be resolved.
Can someone outside the organisation, such as a contractor, hold an asset in custody?
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Yes. Public forms allow you to collect acknowledgements from people who do not have an account. A contractor can receive a handover form as a link, confirm what they have taken and sign off — all without needing access to your system.
Can we do a physical stock count through the system?
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Yes. A periodic count is a workflow: counters record what they find, the result is compared against the register, and discrepancies become tasks to resolve. The count is auditable because every entry is timestamped and attributed.
Who can see which assets?
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Role- and unit-based permissions decide who sees what. A department manager can see the assets assigned to their team without seeing the rest of the organisation's inventory. Sensitive fields such as purchase cost can be hidden from specific roles.