Assets
Can Civic.ly extract work items from a PDF inspection report?
Short answer Not yet, and it is being built. AI document analysis reads an inspection report (PDF or similar) and extracts the recommended work items (e.g....
How do I bulk upload photos from my computer to create assets (and get them off my phone without losing the GPS)?
Short answer Civic.ly's Bulk upload button (on the Assets list in the desktop web app) lets you upload a folder of photos in one go, and each photo becomes an...
Can Civic.ly manage a council's tree register (TPO flag, stem dimensions, audit history)?
Short answer Yes for the bulk of it. Trees are managed as assets — plotted on the map, with photos, status, condition, and free-text notes. Audits,...
How do I add asset value (or other columns) to the assets list and include it in an export?
Short answer Switch to the list view of your assets and use the column selector: the icon with two columns on the right-hand side of the list. Click it and you...
How do I represent a whole street (for litter-picking) without walking it end-to-end?
Short answer Photograph the street's name sign in the field — that gives you a point asset on the map at the sign's location. On the web app, convert that...
How do I turn a photo of a building (like a depot or toilet block) into a mapped area?
Short answer Take the photo from anywhere near the building — that gives you a point on the map. Then open the asset, go to the location section, and click...
We own some assets and only maintain others — how do I tell them apart in the register?
Short answer There is no dedicated ownership field yet, though one is wanted. The most practical workaround is to put a consistent keyword in the Notes field,...
Do I need to finish my asset values (and other record details) before I can set up inspections?
Short answer No — don't let asset values hold you up. Filling in financial values and other record details, and creating your inspections, maintenance jobs and...
Why does the asset name show up as the task title, and how should I name my assets?
Short answer The task your team sees on the phone is titled after the asset. If a checklist is attached, its name is added after the asset name, so a task...
When I upload photos as assets, how does Civic.ly decide where to place them on the map and what to call them?
Short answer On upload, Civic.ly reads the photo's GPS metadata, drops the asset at those coordinates, runs AI auto-classify to propose a name and description,...
How granular should my asset register be — when do I split a complex asset into individual components?
Short answer Split a parent asset (a building, a play area, a vehicle) into individual component assets whenever the components (a) need their own audit trail...
We pay a consultant for a tree (or play, or building) survey. Can you import the report into Civic.ly?
Short answer Usually not on its own, and for one specific reason: a consultant's survey describes your assets but does not locate them. Item positions almost...
Can I import my asset register from a spreadsheet?
Short answer Often yes, and it turns on two things: is the file itemised, and does it carry locations? Civic.ly needs one row per real thing (one row per...
Should every tree be its own asset, or can I group them as a clump?
Short answer Notable individual trees get their own asset. Similar trees standing together as a group can be modelled as a single polygon asset (a "clump")....
We've bought a replacement part for something we already own. Is it a new asset?
Short answer Usually no. A part that keeps something you already own working (a new battery for a speed indicator device, a replacement swing seat, a new lamp...
Why does the Location Tag change to a street name every time I edit an asset?
Short answer This is working as designed, not a bug. The Location Tag is set and kept up to date automatically — it re-derives whenever you save an asset. If...
How do map areas work, and how do location tags get inherited?
Short answer Drawing a polygon on the map and giving it a location tag turns it into a named area (e.g. Memorial Park, Depot, Allotments). Any asset whose...
After uploading assets from a phone, do I need to adjust their map locations?
Short answer Yes — always. The pin lands where the phone was, not where the asset is. The standard process is a two-step capture: photograph everything in the...
How do I record equipment I've replaced or disposed of?
Short answer Don't delete the old asset. Record the disposal with a Job using the Disposal checklist, set the asset's Status to Inactive, and stop its...
When should I split an area into multiple assets vs treat it as one?
Short answer If different parts of an area get different work — different frequencies, different specifics, different contractors — split it into separate...
How do I take photos that add my assets correctly first time?
Short answer Take one photo per asset, stand close so the asset fills most of the frame, and keep a little of the surroundings in shot so you can tell where it...
Can I keep track of memorial bench dedications, who holds each bench and when it's up for renewal?
Short answer Yes. Civic.ly doesn't have a dedicated bench-dedication module, but the standard tools cover it well. Add each bench as an asset with your...
How do I keep track of warranties coming up for renewal?
Short answer The simplest way is to create a Job the moment you set the warranty up. When you add an asset that has a warranty, enter the Warranty Expiry Date...
We already have photos of our assets from previous jobs. Can we use those instead of going out to re-photograph everything?
Short answer Yes, you can use them, but they almost certainly will not place themselves on the map. Automatic placement depends on GPS coordinates saved inside...
What does AI auto-classify do, and what are the gotchas?
Short answer It reads the asset's photo and fills in four things for you: the asset type, a name, a description, and a first-pass condition. The asset type is...
What is the relationship between assets, tasks, and routines in Civic.ly?
Short answer Three rules unlock the whole system: an Asset is the thing on the map (a bench, a swing, a bank, a verge), a Task is what someone does to that...
Which asset value fields should I fill in (purchase, current, replacement, insurance) — and how does this feed my AGAR?
Short answer You don't have to fill in every value field, and none of them block you from going operational (see...
Why do assets I add on the mobile app save as Draft — am I doing something wrong?
Short answer You're not doing anything wrong — that's by design. An asset you capture on your phone lands in Draft on purpose. Draft is a holding state that...
Why do I get an XML error when I click to expand a photo?
Short answer An XML error when you try to open/expand an image is almost always one of two harmless, easily-worked-around things — not a lost photo: