Platform features
Request.Track.Return.
AMPthilly brings your physical and digital assets into one system, so every item has an owner, a location, a history, and a clear next step.
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Teams stop guessing who has the laptop, where spare keys went, or whether a license is still assigned when checkouts, returns, QR labels, and service notes all live in the same record.
01 · Asset register
Every asset your company owns, in one structured record
Physical equipment, digital records, and consumables share the same structure - so an audit, an onboarding, or a finance question all start from the same place.
What it tracks
Group what you own into physical kit, licensed software, and stock you restock - each type uses fields that match how you manage it day to day.
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- Physical and shared equipment
Laptops, monitors, phones, tablets, vehicles, hand tools, machinery, keys, access cards, safety equipment, and shared or communal items.
- Digital inventory
Software licenses, serial keys, subscriptions, and seats - with renewal dates and vendor details where you track them.
- Consumables
Items like batteries and other stock that you restock instead of checking back in get their own asset type.
Asset profile fields
- Name and internal ID
- Category and sub-category
- Status: in use, in storage, in repair, retired
- Current owner and location
4 more profile fields Show less
- Serial number, supplier, purchase date and price
- Warranty end date and condition notes
- Attached documents (receipts, manuals, warranty cards) and images
- Custom fields you define per asset type
Other capabilities
- Search and filter by owner, department, location, category, status, or serial
- Group assets into categories and sub-categories
- Mark an asset as physical, digital, or consumable
2 more capabilities Show less
- CSV import to bring an existing inventory across in one go
- CSV export for finance, backups, or migration
02 · Checkouts and returns
Assign, return, and transfer with a full ownership history
Every handover leaves a trail the next owner can pick up cold - and employees can request what they need or wishlist what the company should consider buying.
How an asset gets assigned
- Assign to an employee, client, department, or location
- Set a due date or leave it open-ended
- Admins and managers assign directly from the asset profile
- Employees can request an asset themselves and route it for approval
- Wishlist lets employees suggest items they think the company should buy or offer
What's captured on return
- Who returned it and when
- Condition on return
- Optional notes for the next assignment
Other capabilities
- Transfer an asset directly from one owner to another without checking it in and out
- Bulk checkout for onboarding (laptop + screen + phone + keys at once)
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- See every asset currently checked out to a given person or department
- Quick view of overdue or open-ended assignments
03 · QR code labels
Scan any asset with a regular phone camera
Print a label, scan it, and you're inside the asset profile - ready to check in, check out, or report a problem in seconds.
How labels are generated
- Generate a printable QR label for any asset from its profile
- Print one at a time or in batches
- Choose label size for sticker sheets or label printers
What scanning a label does
Opens the asset profile in the browser from any modern phone - no app install required.
What people can do after scanning Show less
From the profile, the scanner can check the asset in or out, report an issue, or see who currently owns it if the item turns up lost.
Other capabilities
- Regenerate a label if one is damaged
- Bulk-print labels for newly imported assets
- Labels stay tied to the asset record even when ownership changes
04 · Service desk
A single place to report problems and track resolution
Issues stay attached to the right asset - or stand alone when they're not asset-specific - so nothing gets lost in chat threads or inboxes.
How an issue gets reported
Employees describe the problem, attach photos, and pick a category - without hunting for the right person in chat.
Reporting details Show less
An employee opens the service desk and reports a problem with a short description, photos, and an optional category - damage, missing, needs maintenance, or needs replacement. The service desk also handles global issues that aren't tied to a specific asset.
What happens to the ticket
Tickets land in a queue with full asset context; owners update status until the work is done.
Lifecycle and collaboration Show less
It lands in a service queue. The responsible person or department reviews it with full context (asset, owner, prior service notes, purchase data) and updates the status: in review, in progress, awaiting parts, resolved. The requester and owner stay in contact through replies and messages on the ticket itself.
Other capabilities
- Notes and comments thread on every ticket
- Attach repair invoices or parts receipts directly to the ticket
- Ticket history attaches permanently to the asset, so the next owner inherits the full record
Product walkthrough
See AMPthilly in action
A short tour of the service desk and the system - Simple handling of issues and requesting support. All tied to an asset for easy followups.
05 · Departments and roles
Access that matches each person's job
Four roles, clear department ownership, and visibility that mirrors how your company is already organised.
How departments work in AMPthilly Show less
Department structure. Assets and people belong to a department. Managers can be a part of more than one department and handle requests from different departments. Both when it comes to approvals, but also for the service desk and more.
Admin
Full access to settings, users, departments, asset types, and every asset in the system.
Manager
Assets and people in their department, the approval queue, and the reporting they need to run the team.
Employee
Their own assigned assets, the service desk to report issues, and the ability to request returns or new equipment.
Client
External assignees who hold company equipment temporarily - visibility limited to the assets they're responsible for.
06 · Approval flows
Route requests through the right approver
Every request shows who's asking, for what, and why - before anyone hits approve.
What requires approval
- Asset requests from employees
- Transfers between people or departments
- Service work
- Returns where condition or cost needs sign-off
Who approves
By default, the department manager responsible for the request approves it. Admins can override or re-route when needed. Admins and managers can also assign an asset directly to an employee - without a request.
Other capabilities
- Each request shows the asset, the requester, the reason, and any prior history before approval
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- Decisions are logged in the asset audit trail
- Pending items appear in an approval queue for the assigned approver
07 · Maintenance and financials
Maintenance, purchase, and warranty context on every asset
Repairs and money live next to the rest of the asset record - so finance handoffs and replacement planning don't need a separate spreadsheet.
Maintenance tracking
Log work with date, cost, and notes; keep history and documents on the asset for the next owner.
Schedules and attachments Show less
Log maintenance work against an asset with date, performed by, cost, and notes. Attach invoices or service reports, and see the complete maintenance history on the asset profile. For assets that need regular upkeep, set a schedule like "every 30 days" or "every time the item is returned".
Financial fields tracked
- Purchase price and purchase date
- Supplier and invoice number
- Warranty start and end dates
- Expected useful life
Additional financial fields Show less
- Devaluation and depreciation context
- Replacement value
Other capabilities
- Filter assets by warranty status or upcoming expiry
- Identify assets approaching end-of-life for replacement planning
More reporting options Show less
- Export financial fields to CSV for finance handoff
08 · Audit history
A complete timeline for every asset
Every change, owner, ticket, and approval is captured chronologically - so the answer to "what happened?" is one scroll away.
What gets logged
- Checkouts, returns, transfers, and ownership changes
- Status changes and edits to asset fields
- Document attachments
- Service tickets and ticket status changes
More event types Show less
- Approvals and decisions
- Maintenance entries
Where you see it
A chronological timeline on each asset profile showing who did what and when.
Other capabilities
- Filter the timeline by event type
- System-wide activity view for admins
Export and compliance Show less
- Export to CSV for audit or compliance handoff
09 · Purchasing and restock
Never run out, never over-order
Set a target level and a reorder point once. AMPthilly watches your stock, subtracts what's already on its way, and tells the right person exactly what to buy - from which supplier, at which price. No reorder spreadsheet, no surprise stockouts, no cash tied up in over-ordering.
What it solves
Consumables and spare stock run out at the worst possible moment - or you over-order and tie up cash. Purchasing replaces the reorder spreadsheet with live rules tied to your real stock levels.
How restock gets triggered
- On a schedule - a chosen day each month
- On value - when the estimated order crosses a threshold
- On level - the moment stock drops below its reorder point
- Quantities respect each item's minimum order quantity, per unit or in fixed batches
- "Need" always subtracts what's already in transit, so you never double-order
What happens when a rule fires
- The responsible purchaser gets an email with a ready-to-order list
- Current stock, in-transit, suggested quantity and estimated total per item
- One click opens a purchase order pre-filled for that supplier
Other capabilities
- Supplier register with responsible purchasers and per-supplier currency
- Per-asset settings: SKU, unit price, MOQ, target stock, reorder point
More purchasing capabilities Show less
- High-value orders route through admin approval automatically
- Download a PO as PDF or email it straight to the supplier
- Receiving updates stock and, optionally, the unit price
- Per-asset price history over time
10 · Onboarding and offboarding
Ready on day one. Fully recovered on the last.
Turn a role checklist into a one-click process. Hand a new hire their laptop, accessories and license seats in a single action - and when someone leaves, get a priced recovery worklist of exactly what to collect and which seats to reclaim, down to the recurring spend you stop paying.
What it solves
New hires wait days for equipment and accounts; leavers walk out with devices you never recover and license seats that keep billing. One reusable checklist per role replaces the scattered spreadsheet and closes both gaps.
How onboarding runs
- Pick the person, a checklist, and a start date
- Assets and seats are chosen at run time from what's actually available - checklists never go stale
- Each step has an owner and a due date relative to the start date
- Hand over a laptop, mouse and keyboard in one bulk action
What offboarding recovers
- A priced worklist of every device and seat the person holds
- Split into items to physically collect and license seats to reclaim
- Shows the monthly and yearly spend you free up
- Returned gear gets a disposition: redeploy, repair or retire
Other capabilities
- Reusable onboarding and offboarding templates per role
- One-step transfer of a leaver's gear to their replacement, full history intact
More lifecycle capabilities Show less
- Per-task owners, due dates and overdue flags
- Optional approval step for returns, plus notifications to task owners
- Add, edit or skip steps on a process that's already running
Ready to put your assets on one record?
Start free, or talk to us about rolling AMPthilly out across departments.