Assets
Clerk Assist holds what the council owns — what it is, where it is, what state it is in, what has been done about it and when — and produces the statutory register, the insurance schedule and the council’s report from that one record. A council that only wants a bare statutory register gets exactly that. Opening up the rest is a matter of filling in boxes, not buying something else.
Visit mode takes one group at a time — the lights, the bins, the benches — and asks three things of each item: is it there, what state is it in, and a photo. The phone stamps the date it was seen and checks the photo’s own position against the asset’s, so a picture of the wrong bench is caught on the day rather than at the desk.
It works with no signal. Open the group while you still have a connection and the phone keeps a copy; everything you record is queued and sent, in order, when signal returns. A printed field sheet — ticks for found, condition and photo — is the paper fallback for anyone who prefers it, with the photos added at the desk afterwards from a batch upload that is matched to the right items.
Because the record is already there, the inspection most councils put off becomes an afternoon, and the register is right when the AGAR comes round.
The statutory register for AGAR box 9 is not the insurance schedule. They stay separate so one never overwrites the other. How the statutory list is valued is the council’s choice — most use acquisition cost and do not depreciate; the clerk sets the method the council has adopted, and the register states it. A gifted asset or a war memorial sits at £1, as the Guide says it should. A removed asset is marked disposed with the date, reason and minute reference, leaves the total, and stays visible for a year so it is not clicked by mistake. It is never deleted.
The clerk’s guide to the asset register — what the Practitioners’ Guide requires, what changing the valuation basis actually involves, and what the map licences allow — comes with the module, with a shorter version for councillors.
The same record on every screen. Larger screens show the grid; the phone is for standing in front of the asset.
Every asset at a glance with its photo, reference and condition. Values, the log, issues and reports are here.
The same grid, easy to hold at a meeting or pass round the table.
One asset at a time, large and clear. Take the photo and record the condition on the spot.
Whichever the council wants it to be. Every asset has the fields the Practitioners’ Guide asks for, and the statutory register prints from them. The rest — photos, condition, issues, the dated log, visit mode, the council report — is there when the clerk chooses to use it. Nothing extra to buy, nothing to switch on.
Yes. Open the group while you still have a connection — at the desk, before the walk — and the phone keeps a copy. Everything you record on site is queued on the phone and sent, in order, when signal returns, or with one tap once you are back in range. A printed field sheet is there as the paper fallback.
Each asset carries a statutory value and, separately, an insurance value. The statutory register is built from the first on the valuation basis the council has adopted — acquisition cost by default, as the Guide’s most common method — and the insurance schedule from the second. One never overwrites the other. Points of importance that the council does not own are kept out of both.
One entry with 39 items inside it, which is what the Guide allows. Each light keeps its own position, condition, photo, identifier and date last seen, and can be broken out to its own entry the day it is replaced or valued separately.
It is marked disposed with the date, reason and minute reference, drops off the statutory total, and stays visible on the list, greyed, for twelve months so it is not clicked by mistake. It is never deleted.
Not the point of the module, but useful once the assets have positions. The parish boundary, public rights of way where the county publishes them, and every located asset by category — on a print map for the noticeboard, and as map pages in the council report and custom reports. Map data is held per council and refreshed by a deliberate click, so a report never waits on someone else’s server, and the licence attribution is on every map without anyone having to remember it.
Hall hire and allotment plots are a separate toolkit. Bookings.