Use cases

Asset register and QR codes in Cohiva Control

In short

The asset register in Cohiva Control gives every asset a stable id and an immutable QR code slug that is never reused on transfer or disposal. Assets carry hierarchy, condition, meters and lifecycle state, and every asset event is written to an append-only audit trail, so the register is a reliable source of truth across maintenance and finance.

Asset register and QR codes in Cohiva Control

The asset register is the backbone of any maintenance system. Everything else, work orders, preventive maintenance, inspections and depreciation, refers back to an asset, so if the register is unreliable the whole operation is unreliable. Cohiva Control builds the register around stable identity, rich asset data and an honest history, with a QR code that lets technicians reach an asset from the field.

Stable identity and immutable QR codes

Every asset has a stable id, and an immutable QR code slug that encodes a scan link to that asset. The slug is generated server-side, is unique, and is never reused on transfer or disposal. This is more important than it first sounds. If a QR code could be reused, a sticker on a decommissioned pump might one day resolve to a different asset, and a technician scanning in the field would be looking at the wrong record. By never reusing the slug, Cohiva Control guarantees that a scan always points to the asset it was issued for, for the life of that asset and beyond.

Rich asset data

The register holds more than a name and a number. Assets carry hierarchy, so a plant room can be a parent of the pumps, filters and dosing equipment within it, and a fault on a child can be understood in the context of its parent. They carry condition, so you have a sense of how an asset is holding up. They carry meters, which feed both meter-based preventive maintenance and the units of production depreciation method. And they carry lifecycle state, so the register knows whether an asset is in service, transferred or disposed. Together these turn the register from a list into a working model of your physical plant.

An append-only audit trail

Every asset event is written to an append-only audit trail. Because the trail cannot be edited or deleted, it is a reliable history of what happened to an asset and when. For an audit, an insurance claim or an incident review, that honest record is the point: it answers questions about an asset’s past without anyone being able to rewrite it.

QR codes in the field

The immutable QR code makes the register usable where the work happens. A technician standing in front of an asset can scan it to pull up its record, its history and any open work, rather than searching a list back at a desk. Because the slug is stable and unique, the scan is dependable, which is what makes field use practical rather than a novelty.

One register for maintenance and finance

The register’s real advantage in Cohiva Control is that it is shared. The same asset record the maintenance team works on is the one the depreciation engine depreciates. An asset is created once, with its cost, residual value and useful life, and from then on it serves both maintenance and finance. There is no separate fixed-asset register to keep in step, and no export-and-reconcile cycle between two systems. A disposal recorded in the register is the same event the depreciation ledger sees.

Why it matters

A register is only as useful as it is trustworthy. Stable, immutable identity, rich asset data and an append-only history give you a register you can build on, scan in the field, audit with confidence and depreciate from directly. That reliability is what lets the rest of Cohiva Control depend on it.

Part of the Cohiva platform

Cohiva Control is part of the Cohiva platform. Leisure operators often run it with Cohiva Complex, and finance teams connect it to Cohiva Crunch for the general ledger. Explore the platform at www.cohiva.app.

Frequently asked questions

What is the QR code used for?
Each asset has an immutable QR code slug, so a technician can scan an asset in the field to pull up its record, history and open work. The slug is never reused on transfer or disposal, so a scan always resolves to the right asset.
Can an asset's identity change?
No. Each asset has a stable id, and the QR code slug is immutable. That stability is what lets the register, work orders, inspections and depreciation all refer to the same asset reliably over its life.
What does the register hold about an asset?
Hierarchy, so assets can be parents and children; condition; meters for usage; and lifecycle state. Together these describe what the asset is, how it is doing and where it is in its life.
Is there a record of changes?
Yes. Every asset event is written to an append-only audit trail that cannot be edited or deleted, so the history of an asset is trustworthy for audits and reviews.
How does the register support depreciation?
The same asset record the team maintains is the one the depreciation engine works on, so an asset is created once and serves maintenance and finance, with no separate fixed-asset register to reconcile.