Asset Management Software FAQs – pro-Forms® Enterprise Asset Manager.
Clear answers to common questions about our UK-hosted asset management software—covering asset tracking, mobile access, compliance, security, users, pricing structure and more.
Looking for a scalable, secure way to track assets, manage maintenance and stay compliant? These FAQs explain how pro-Forms® Enterprise Asset Manager helps UK organisations build accurate asset registers, run inspections and tests, and access real-time asset data from the office or the field. If you don’t see your question here, contact our team for a quick walkthrough.
Next Steps
If you have specific asset compliance requirements, multiple sites or complex asset hierarchies, we’re happy to help you map Enterprise Asset Manager to your process. Request a demo to see asset tracking, inspections and reporting in action.
How quickly can we get started?
Most teams can get moving quickly. We’ll help you configure asset types, fields and workflows, and provide training so admins and field users can start capturing data immediately. If you already have asset registers in spreadsheets, you can import data to accelerate rollout and improve data quality.
Who is pro-Forms® ENTERPRISE ASSET MANAGER for?
Our asset management platform is used by organisations that need to create and maintain accurate asset registers, control asset lifecycle data and prove compliance. Typical users include:
– Asset owners :
managing plant, tools, equipment and high-value business assets.
– Building occupiers :
(including organisations that lease premises) building and maintaining asset registers for compliance.
– Asset managers & surveyors :
delivering inspections, tests and reporting for clients.
– Equipment manufacturers (OEMs) :
installing, tracking and maintaining equipment at customer sites.
– Service and hire businesses :
(e.g. forklift truck hire/maintenance) managing their own and customer assets.
What types of assets can I manage with the system?
You can track virtually any asset type because the system supports custom fields and custom datasets for each asset category. This lets you match the data you capture to your real-world processes—so your asset tracking solution fits your business rather than forcing you into a rigid template.
Fixed assets – e.g., machinery installed in place.
Container assets – e.g. a room, vehicle, cabinet, storage facility or any ‘parent’ location that holds other assets.
Consumables – items managed by quantity (e.g., stock bought in bulk) rather than individually serialised.
Can I access asset information in the office and on the move?
Yes.
Office teams typically use a secure, browser-based login, while field teams can use the pro-Forms® mobile app (Android and iOS).
Updates made in the app—such as inspections, test results, photos and notes—sync back to the cloud platform so everyone is working from the latest information.
Where is the system hosted and where is my data stored?
Our platform is hosted in highly secure UK data centres. Your data remains in the UK, including backups, helping you meet UK data residency requirements and supporting GDPR-aligned governance.
How do you keep our asset data secure?
Security is built in from the ground up. Databases are encrypted, and you can enable field-level encryption for sensitive data captured in online or mobile forms.
Browser access uses 256-bit encryption and optional Two Factor Authentication (2FA) for admin users. The mobile app uses AES 128-bit encryption as standard.
Where customers require file transfers, secure SFTP is available. The system is GDPR compliant and developed and supported in the UK.
Are there limits on the number of assets or users?
No.
Within the annual charge there are no limits on the number of system admin users or the number of assets you can add.
This makes it easy to scale from a small asset register to enterprise-wide asset tracking without reworking your approach.
Does the software support QR codes, barcodes and NFC for asset tracking?
Yes.
You can identify and track assets using QR codes, barcodes and NFC tags.
Field users can scan tags using a mobile device to instantly pull up the right asset record, complete checks, record test results or update locations—reducing errors and speeding up audits and compliance visits.
Can I manage compliance inspections, tests and maintenance schedules?
Yes.
Enterprise Asset Manager helps you plan and evidence compliance by tracking key dates and deadlines, recording inspection and test outcomes, and maintaining a full history of work completed.
Field teams can capture results on site using mobile forms, creating an audit-ready trail for regulated assets.
My tools and plant regularly move between sites, does the system support check-in/check-out?
Yes.
The system has a Check-out / Check-in feature so assets can be moved between different sites, with a condition, return date and responsible person identified.
The location of each site is mapped along with a list of assets logged to that site so complete visibility is always available.
Can I manage hired assets?
Yes.
The system caters for both your own assets that you hire out to your Customers as well as assets you hire in from a supplier to use within your own business.
What reporting is available?
You get practical, day-to-day reporting across your asset register—helping you understand asset condition, status, compliance position and activity history.
Because asset types can include multiple custom datasets, you can report on the specific fields and measurements that matter to your organisation.