Guide

Facilities

Version 1.1 ·Updated 2026-10-25

Next reviewed by 2027-04-25.

Written for each member of a school's staff, from the registrar to IT, and the families using the portal.

For the facilities officer, who keeps the register of what the school owns and records each inspection, service and retirement.

All guides, including the first steps each member of staff takes. The training for this role takes these tasks in sessions.

Add an asset to the register

Facilities, "Asset register"

Needs facilities.asset.write.

Open "Facilities" and press "Add an asset".
Give the "Tag" on its label, a "Name" and the "Category", with the make, model and serial number where you have them, and press "Save".
The register refuses a tag another asset has, in any letter case.

Facilities, an asset

Needs facilities.asset.write.

Open the asset and press "Record".
Choose "Inspected" or "Serviced" as the "Event", give the "Day" it happened and a "Note" that names no student, and press "Save".

Facilities, an asset

Needs facilities.asset.write.

Open the asset and press "Record".
Choose "Retired" as the "Event", give the "Day" it left service, and press "Save".
The register lists it after the assets in service, marked retired.

Facilities, an asset, "Events"

Needs facilities.asset.write.

On the event, press "Void", write "Why", and press "Save".
The event stays on the list, marked voided. Voiding a retirement puts the asset back in service.