Todak Asset Management System

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Todak Asset Management System

Track assets for 3 companies

Dashboard

0
Total Assets
0
Companies

Assets by Status

Warranty

0
Expired
0
Expiring ≤30 days
0
Expiring ≤90 days
0
Active

Assets by Company

Add New Asset

Select one or more files. Files are uploaded to the shared asset storage (max 15 MB each).
Asset Management System

Asset Details

All Assets

Admin

Companies

The system is preloaded with the Todak group companies — rename them, archive the ones you don't need, or add new ones below. Each company has an Asset ID Code (e.g. THSB) used in generated Asset IDs like AST-THSB-0001. Changing a code only affects assets created after the change — existing Asset IDs stay as they were assigned.


Archived Companies

Archived companies are hidden from the Add/Edit Asset dropdown, All Assets filters, and bulk reassignment — but their existing assets and history stay fully intact. Unarchive to make a company active again.

Company Details

Company Assets

Asset IDAsset NameDesignated PersonStatusCategoryActions

Categories

Add, rename, or delete asset categories here. New categories will automatically appear in the Add New Asset form.

CategoryTotal AssetsActions

Statuses

Add, recolor, rename, or delete statuses. Mark exactly one status as the "disposal trigger" — when an asset is switched to it, you'll be prompted for disposal details.

StatusTotal AssetsColorDisposal TriggerActions

Custom Fields

Add extra fields to track on each asset (e.g. Insurance No., Cost Center). New fields appear on the Add/Edit Asset form and are included in CSV export. The main All Assets table intentionally stays fixed to Asset ID, Asset Name, and Designated Person to avoid horizontal scrolling — use View on any asset to see everything, including custom fields.

FieldAssets With DataActions

History

A log of additions, edits, and deletions across assets, companies, categories, statuses, and columns. Only the most recent 300 entries are kept.

System History

General activity in the system, such as adding, editing, deleting, or changing settings.
Date / TimeActionDetails

Assignment History

Separate history for asset assignments, transfers, and returns. This tracks changes to the Designated Person and Company.
Date / TimeAsset IDAsset NameActionFromTo

User History

Separate history showing which user performed each action. Each entry shows the name of the signed-in user who performed it.
Date / TimeUserActionDetails

Trash

Deleted assets can be restored here. Items are automatically removed after 30 days. Permanent deletion also removes their stored attachment files.
Asset IDAsset NameCompanyDeletedActions

Backup / Export

Data is stored online and shared by every signed-in user. Download a full backup regularly as an offline copy. Restore replaces all shared data for everyone — use it to move data from the old single-file version into this system.






Import Assets from CSV

Column headers must match the export format (Asset Name, Serial Number, Company Name, etc., plus your custom column labels). Imported rows are appended as new assets — this does not update existing ones. Attachments, maintenance history, and disposal info are not imported via CSV.

Users

Only people listed here can sign in. Admin can use everything, including this Admin panel. Staff can view the dashboard and assets, add new assets, edit assets and log maintenance, but cannot delete anything, use bulk actions, or open the Admin panel. If the email already has an account in another Todak system, it keeps its existing password and simply gains access here.

NameEmailRoleActions
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User Guide

The Todak Asset Management System is one shared online register of company assets. Everything you save is visible straight away to every other signed-in user.

Signing in

Sign in with the email and password an administrator gave you. There is no self sign-up: an administrator must add you under Admin → Users first. Use Sign Out at the top right when you finish on a shared computer.

Roles

  • Admin — everything, including companies, categories, statuses, custom fields, history, trash, backup and users.
  • Staff — dashboard, add assets, edit assets, log maintenance, view details and print QR codes. Staff cannot delete, use bulk actions, or open Admin.

Adding an asset

  1. Open Add New Asset and choose the company — the Asset ID (for example AST-THSB-0001) is generated from the company's code.
  2. Fill in the details and attach photos, invoices or documents (15 MB per file).
  3. Press Save Asset, check the confirmation window, then Confirm & Submit.

If two people save a new asset for the same company at the same moment, the second save is refused so the Asset ID is never duplicated — just press Save again.

Finding and editing assets

All Assets lists every asset with search and filters. View opens the full details and QR code; Edit opens the form. Changing the designated person or company is recorded in the Assignment History. Dashboard cards are clickable shortcuts into filtered lists. Changes made by other users appear automatically within a few seconds.

QR codes

In an asset's details page, Print QR prints a label. Anyone who scans it — no login needed — sees a public page with the asset's name, category, status, company, designated person, supplier and photos. Prices, serial numbers, invoices and remarks are never shown publicly.

Admin panel

  • Companies — add, rename, change the Asset ID code, archive or delete (delete only when the company has no assets).
  • Categories and Statuses — add, rename, delete (only when unused). One status is the disposal trigger that asks for disposal details.
  • Custom Fields — extra fields that appear on the asset form and in CSV export.
  • History — system activity, assignment changes, and who did what.
  • Trash — deleted assets stay 30 days before they are removed automatically.
  • Backup — download a full backup (with attachments), export CSV, import CSV, or restore a backup. Restoring replaces the shared data for everyone.
  • Users — add people, change their role, reset passwords, or remove access.

Moving data from the old single-file version

  1. Open the old Todak_Asset_Management_System_v39 HTML file in the same browser you used before.
  2. Admin → Backup → Download Full Backup.
  3. Here, as an admin: Admin → Backup → choose that .json file → Restore Backup. Attachments are uploaded too.