Asset Reminders
Every morning AWRA checks for assets coming due back, assets already overdue and warranties about to run out, and tells the right people by email and in the notification bell, on lead times your organization sets.
Asset reminders run once a day, at about 09:19 in the morning. They need no setup beyond the dates on the assets themselves: an expected return date on a checked-out asset, and a warranty expiry date on the asset record. An asset with neither date is never reminded.
Returns Due Or Overdue
An asset that is out with someone and has an expected return date is included once that date is within the Reminder Lead Time, which is 3 days unless you change it. It stays in the reminder every day after that, and keeps appearing once it is overdue, until it is checked back in.
- Admins (users holding your workspace’s Admin role) receive the full list: each asset, its code, who holds it, the due date and how many days are left or overdue.
- Each custodian receives a reminder listing only their own items, provided AWRA can reach them: an email address on the custodian record, or a linked user login. A custodian who is also an admin gets the admin list once, not two copies.
Available, retired and lost assets are left out. Setting the expected return date is what switches the reminder on — you can type it at check-out, or let the Default Return Window in asset settings prefill it. See Asset Movements.
Warranties Expiring
An asset whose warranty ends within the Warranty Reminder Lead Time — 30 days unless you change it — is listed in a separate warranty reminder that goes to admins. Retired assets are left out, and a warranty that has already expired is no longer reminded. Use the lead time to give yourself room to claim a repair or renew cover before it lapses.
Setting The Lead Times
Open Inventory → Assets → Settings and find Return And Reminder Rules.
| Setting | Default | What it does |
|---|---|---|
| Default Return Window | None | Days added to today to prefill the expected return date at check-out. |
| Reminder Lead Time | 3 days | How many days before the expected return date the custody reminder starts (0 to 365). Overdue assets are reminded every day regardless. |
| Warranty Reminder Lead Time | 30 days | How many days before a warranty expires the warranty reminder starts (0 to 365). |
Changing these needs the manage asset settings permission.
Email, The Bell, Or Neither
Both reminders are rows in Settings → Notification Preferences, under Assets: Asset Returns Due or Overdue and Asset Warranties Expiring. Each has its own email and in-app switch. Keep the bell and switch off the email, or the other way round; switch both off and that reminder stops for everyone. See Notification Preferences.
More We Can Add To Your Workspace
- Return reminders on pooled check-outs — quantity pools handed out in numbers, reminded like individual assets.
- Escalation beyond the holder — the department head, then a manager, on a schedule you choose.
- SMS reminders for custodians who have a phone number but no email.
- Inspection and certificate expiry on assets, reminded the same way as warranties.
Any of these can be built for your organization — ask through Support.
Common Mistakes
- “Nobody was reminded.” Check the asset has an expected return date or warranty date, that it is not marked available, retired or lost, and that the row is switched on in Notification Preferences.
- A custodian never gets their copy. Their custodian record has no email and no linked login. Add one; admins still get the full list either way.
- A lead time of 0. The custody reminder then starts on the due date itself, and the warranty reminder only on the expiry day.
Related
- Asset Reports & Settings — the Overdue Returns report and the other settings.
- Asset Custodians — giving custodians an email or a login.
- Notification Problems.
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