Asset Status Overview: Asset Status and Maintenance Plans

  • Qualer tracks asset status based on their assigned maintenance plans, which define each step and interval to ensure quality compliance according to your SOPs.
  • The asset status on the left side of the Asset Manager helps track and filter instruments that need service, are scheduled for service, or have recently been serviced.
  • Many folders have a timeframe filter beneath the title, allowing you to adjust the range for each filter.


Service Requirements:

  • Past Due: Assets that have exceeded their maintenance task recall date without completing the required service. Note: If an asset has multiple overdue tasks, it will appear multiple times in the "Past Due" folder.
  • Due for Service: Assets approaching their recall date, based on the filter settings or advanced recall parameters set in the Maintenance Task.
  • Service Scheduled: Assets that are part of an open work order.
  • Recently Serviced: Assets that have been serviced within the timeframe set by the filters.



Asset Life Cycle:

  • Recently Purchased: Assets with a purchase date within the set timeframe, as found in the "Lifecycle" tab.
  • Warranty Expiring: Assets nearing the expiration of their registered warranties (tracked in the "Warranty" tab).
  • Due for Replacement: Assets nearing the end of their lifespan, as configured in the "Lifecycle" tab.
  • Out of Service: Assets are moved to an out-of-service state by retiring them in the "Lifecycle" tab.

Vendor Agreements:

  • Agreement Expired: Assets linked to expired agreements.
  • Up to Renewal: Assets linked to agreements nearing expiration.
  • No Agreement: Assets not linked to any agreements.

Orphaned Assets:

  • No Maintenance Plan: Assets that have not been assigned to a maintenance plan. Assign a plan in the "Maintenance" tab of the Asset Info pop-up.
  • No Service Records: Assets with no service history in Qualer or assets that do not have their service history uploaded.

Change Management:

  • Added: Assets with new service records or modifications related to the service plan.
  • Deleted: Service records that have been removed from the system.
  • Modified: Service records that have been updated, either manually or through system actions.




Asset status becomes its own field, displayed as a variation of the new lightbulb icon. Asset status can be set by navigating to the Lifecycle tab of the asset's edit dialog:


These light-bulb icons will now be visible across Qualer and are designed to provide instant feedback regarding an asset’s status.


Possible asset status values are:

Important: Only assets with an active status will generate alerts and notifications for service schedules.


New - Asset was recently acquired and is in the process of induction. It can be assigned to a maintenance plan, but service forecasts and alerts are not produced until the asset status changes to Active.


Active – This will be the status where most assets spend their time. Active assets are tracked on service schedules, producing service-due alerts and notifications.


Inactive – This status indicates that the asset is temporarily unavailable because it is being serviced or the asset is a dormant replacement asset waiting to be used later. Set assets to Inactive to mark them as out of service (or out for calibration). 


Failed – The asset is in a Failed status due to a recent calibration event or a failed sub-component. This status can be changed manually, or a Qualer support representative can also configure your company to automatically set an asset to the Failed status when the As Left work order status for this asset is FAIL. Furthermore, the status can also be configured to set an asset to Fail if any subcomponents fail.


Retired – The asset is kept in the system for historical and statistical purposes. The previous name of this filter in the asset manager was “Out of service” which was updated to "Retired" for consistency and clarity.


Note: “Activation Date” and “Retirement Date” work independently of the “Active” and “Retired” statuses. Changing these dates does not affect the asset status. Only changing the asset status will change an asset's location in asset filters. Specifically, if a retirement date is set, the asset will not change its status to "Retired" nor consider the asset as retired unless the status is updated.

Note: Change management policies can be applied to Asset Status to ensure that changes are tracked and approved/rejected.

Note: Newly added assets are automatically assigned the “Active” status. If you want new assets created in a different status, such as “New,” Qualer support can update this company setting.


For Additional Information on Asset Status Types

1. (2.9.8 Major Release) Asset Status