AssetFlow is a centralized, role-based ERP platform designed to simplify and digitize how organizations track, allocate, and maintain their physical assets and shared resources. By eliminating manual tracking inefficiencies (like spreadsheets and paper logs), AssetFlow provides real-time visibility into asset lifecycles, resource bookings, maintenance requests, and structured audits.
AssetFlow delivers core ERP asset management capabilities with a clean architecture, role-based workflows, and a scalable module design—without the complexity of purchasing, invoicing, or accounting. It is built to serve any organization with equipment, furniture, vehicles, or shared spaces (offices, schools, hospitals, factories, and agencies).
Assets transition through standard states to maintain strict integrity and prevent double-allocations or scheduling conflicts.
stateDiagram-v2
[*] --> Available : Asset Registration
Available --> Allocated : Allocate to Employee/Dept
Available --> Reserved : Book Shared Resource (Time Slot)
Available --> Under_Maintenance : Approve Maintenance
Available --> Lost : Audit (Marked Missing)
Available --> Retired : Decommission (Age/Damage)
Allocated --> Available : Return Asset (Condition Check-in)
Allocated --> Under_Maintenance : Report Damage (Approved)
Allocated --> Lost : Audit (Marked Missing)
Reserved --> Available : Booking Finished / Cancelled
Reserved --> Under_Maintenance : Repair Needed
Under_Maintenance --> Available : Maintenance Resolved
Under_Maintenance --> Retired : Unrepairable
Under_Maintenance --> Disposed : Scrap / Write-off
Lost --> Available : Found & Verified
Lost --> Retired : Declared Lost Permanently
Lost --> Disposed : Write-off
Retired --> Disposed : Scrapped / Sold / Donated
Disposed --> [*]
User roles dictate what actions are visible and executable. Accounts are created as generic Employees by default, and promoted by Admins to their respective administrative roles.
graph TD
Admin[Administrator] -->|Promotes Employees| AM[Asset Manager]
Admin -->|Promotes Employees| DH[Department Head]
Admin -->|System Config & Analytics| ERP((AssetFlow Engine))
AM -->|Registers & Allocates Assets| ERP
AM -->|Approves Maintenance & Transfers| ERP
AM -->|Manages Audits & Returns| ERP
DH -->|Approves Department Transfers| ERP
DH -->|Views Dept Assets & Books Resources| ERP
Emp[Employee] -->|Views Personal Assets| ERP
Emp -->|Books Resources & Raises Repairs| ERP
Emp -->|Requests Returns & Transfers| ERP
Before any repair begins, the request must go through an approval pipeline.
sequenceDiagram
autonumber
actor Employee
actor AssetManager as Asset Manager
participant System
actor Technician
Employee->>System: Raise Maintenance Request (Select asset, upload details/photo)
System-->>AssetManager: Send Notification & Update Request Status to "Pending"
AssetManager->>System: Approve Request
Note over System: Asset state automatically updates<br/>to "Under Maintenance"
AssetManager->>System: Assign Technician
System->>Technician: Notify Assignment
Note over Technician, System: Status: Technician Assigned -> In Progress
Technician->>System: Mark Resolved & Log Work
System->>AssetManager: Notify Resolution for Approval
AssetManager->>System: Approve Return to Service
Note over System: Asset state reverts to "Available"<br/>History is preserved
Structured audit runs verify physical asset location and condition systematically rather than using loose forms.
flowchart TD
A[Admin Starts Audit Cycle] --> B[Define Scope: Department or Location]
B --> C[Assign Auditors]
C --> D[Auditor Scans/Inspects Assets]
D --> E{Asset Status?}
E -->|Verified| F[Mark Verified]
E -->|Missing| G[Mark Missing]
E -->|Damaged| H[Mark Damaged]
F & G & H --> I[System Auto-Generates Discrepancy Report]
I --> J[Asset Manager Resolves Discrepancies]
J --> K[Close & Lock Audit Cycle]
K --> L[System Updates Asset Lifecycle States e.g., Missing -> Lost]
- Role-Based Access Control (RBAC): Users signup as basic Employees (no self-assigned Admin roles).
- Promotion Hub: Admins promote Employees to Asset Managers or Department Heads directly from the Employee Directory.
- Real-time KPIs: Assets Available, Assets Allocated, Active Maintenance, Active Bookings, Pending Transfers, and Upcoming Returns.
- Overdue Tracker: Clearly flags and lists overdue returns separate from upcoming schedule actions.
- Quick Action Shortcuts: Register Asset, Book Resource, and Raise Maintenance Request.
- Department Management: Structure hierarchy (parent-child), assign Department Heads, and toggle active status.
- Asset Category Management: Create categories (Electronics, Furniture, Vehicles) with custom category-specific attributes (e.g., warranty periods).
- Employee Directory: Centralized employee master lists for role promotions.
- Auto-generated Asset Tags: Structured IDs (e.g.,
AF-0001) with serial numbers and QR code mappings. - Detailed Records: Acquisition date, ranking cost, condition state, location tracking, documents/photos, and a "shared/bookable" flag.
- Historical Timeline: A ledger of allocation transfers and maintenance actions per asset.
- Double-Allocation Prevention: The system blocks allocating an asset already assigned to someone else.
- Intelligent Transfer Requests: If an asset is taken, requesting users see who currently holds it and can click a Transfer Request to trigger an approval workflow.
- Calendar Timeline: Shows visual booking schedules for shared rooms, vehicles, or equipment.
- Overlap Validation Engine: Instantly rejects double-booking time blocks (e.g., booking a room 9:30–10:30 when it is already booked 9:00–10:00).
- Scored Audit Runs: Cycle lockdown prevents edits once audits are closed, saving complete histories.
- Auto-Discrepancy Reporting: Generates alerts for mismatched statuses and guides resolutions.
- Frontend: React / Vite (HTML5, Vanilla CSS for premium modular styling, custom animations).
- Backend: Node.js / Express.js (REST API, WebSockets for live notifications, custom validation middleware).
- Database: PostgreSQL or SQLite (Relational structure enforcing cascading rules and unique indexes to prevent double-allocations/bookings).
- Diagrams: Mermaid.js (native rendering support).
Asset-Flow/
├── backend/
│ ├── src/
│ │ ├── controllers/ # Request handlers
│ │ ├── middleware/ # RBAC & Conflict validation checks
│ │ ├── models/ # Database schemas (Asset, Booking, Audit)
│ │ ├── routes/ # REST API Endpoints
│ │ └── server.js # Entry point
│ ├── package.json
│ └── README.md
├── frontend/
│ ├── src/
│ │ ├── components/ # Reusable UI (KPI Card, Calendar, AssetGrid)
│ │ ├── views/ # Dashboard, Setup, Register, Auditing
│ │ ├── assets/ # Premium design styles and custom CSS
│ │ └── App.jsx # Routing & global state
│ ├── package.json
│ └── index.html
└── README.md # Main Project Documentation
(Coming soon as the frontend and backend implementations begin!)