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 repeating inspections, because marking it Inactive does not stop them. Then add the replacement as a new asset. Only delete an asset that was added by mistake.

Detail

When equipment changes (a new piece of play kit, a refurbished tennis court, new furniture in a hall), keep the old asset and mark it Inactive. That keeps it, and its history of inspections and defects, on your register for your year end, your AGAR return and your insurer. Deleting an asset removes it permanently, and the inspections that were done on it no longer belong to anything.

  1. Open the old asset and create a Job on it.
  2. In the job's checklist dropdown, choose Disposal. It is available on every type of asset.
  3. Fill in the disposal details: Disposal Method, Reason for Disposal, Disposal Value (in whole pounds, 0 if nothing was received), Authorised By, Minute Reference and Disposed To. Add a photo of the item if you have one.
  4. Complete the job. The date you complete it is the disposal date on your record.
  5. Back on the asset's Overview tab, change Status to Inactive and save.
  6. Stop its repeating inspections (see below).
  7. Add the new equipment as a new asset and set up its inspections.

The Inactive asset stays in your register with its full history, and the completed Disposal job sits on its Tasks tab as the record of what happened to it, who authorised it and when.

Stopping the repeating inspections on the old asset

Marking an asset Inactive does not stop its repeating inspections. They keep appearing in your list, and on the phone, until you stop them. How you stop them depends on how the inspection was set up.

If the inspection repeats on its own (set up on that one asset):

  1. Open the old asset and go to its Tasks tab.
  2. Click the next upcoming inspection.
  3. Click Delete and choose the all future option.

If the inspection is part of a routine (a round covering several assets):

  1. Open the old asset, go to its Tasks tab and click the next upcoming inspection.
  2. From the inspection, click through to the routine it belongs to.
  3. On the routine, find the same inspection again.
  4. Delete it from the routine and choose the all future option.

Either way, that removes that inspection and every one after it. Inspections already done stay on the asset as your record. How to Edit a Routine covers removing an asset from a round in more detail.

Watch-outs

  • Inactive does not stop the inspections. This is the step people miss. If you skip it, someone gets sent to inspect equipment that isn't there.
  • Fill in the Disposal checklist properly. It is your disposal record for year end and your internal auditor, so write the reason as you'd want to read it in a year's time.
  • Only delete an asset added by mistake. Deleting is permanent and can't be undone, and the inspections done on it lose their link to it.
  • Inactive is not Draft. Draft is for assets still being set up (for example ones added on the phone and not yet finished). Inactive means the asset was real and is no longer in use.