Schedule Assets and Resources

Overview #

Schedule an asset or resource when it needs to be reserved, allocated or made unavailable for a defined activity and period.

The scheduling process should identify:

• What activity is planned
• Which resource is required
• When it starts and ends
• Where it will occur
• Who is responsible
• Whether the resource is suitable and available
• Whether another commitment creates a conflict

Depending on the activity type, the scheduled entry may be created directly in Scheduling or generated from another AssetIQ module.

Important: Scheduling an asset does not confirm that it is physically ready, safe or operational. Complete the required inspections, maintenance and preparation before use.

Before you begin #

Before scheduling a resource, confirm:

• The business or operational requirement is understood
• The activity type is known
• Planned start and end dates are available
• The required location is known
• Technical or capacity requirements are defined
• Preparation and transport requirements are understood
• You have permission to create or update scheduled activities

Determine where to create the activity #

Some activities should be created in their originating module.

For example:

Activity	Where it may be created
Rental	Rental Management
Maintenance	Maintenance Orders or Work Orders
Inspection	Asset Inspections
Audit	Asset Audits
Planned unavailability	Scheduling or Resource Planning
General operational activity	Scheduling or another configured module

The resulting record may then appear automatically in the Scheduling calendar.

Where an originating module exists, use it rather than creating an unrelated generic calendar entry.

Define the requirement #

Before selecting a resource, document:

• Activity purpose
• Required resource type
• Required quantity
• Capacity or technical specification
• Start date and time
• End date and time
• Location
• Responsible person
• Required components or accessories
• Priority
• Preparation requirements
• Completion requirements

A clear requirement helps prevent the selection of an asset that is available but unsuitable.

Open the scheduling function #

If the activity can be created from Scheduling:

1. Sign in to AssetIQ.
2. Open Scheduling, Resource Planning or the corresponding module.
3. Navigate to the required date.
4. Select Create, Add Activity, Schedule Resource or the corresponding action.
5. Review the scheduling form.

If no creation action is available, create the record through its originating AssetIQ module.

Select the activity type #

Choose the type that accurately represents the planned work.

The activity type may determine:

• Required fields
• Available resources
• Status workflow
• Calendar color
• Conflict rules
• Responsible users
• Related module
• Reporting classification

Do not use an unrelated type merely to place an entry on the calendar.

Enter the activity title #

Use a short, descriptive title.

Preferred titles #

• CRN-0042 – North Site Rental
• GEN-006 – Quarterly Maintenance
• FLT-018 – Annual Safety Inspection
• Forklift Fleet – Workshop Unavailability
• Melbourne Warehouse – Equipment Preparation

Titles to avoid #

• Booking
• New Activity
• Asset Work
• Scheduled Item
• Job

A clear title helps other users interpret the calendar.

Enter the start and end dates #

Enter the planned period accurately.

Confirm:

• Start date
• Start time, where applicable
• End date
• End time, where applicable
• Time zone where relevant
• Whether the activity is all-day
• Whether the activity spans several days

The end date must not be earlier than the start date.

Allow preparation and turnaround time #

The planned period may need to include or be supported by separate activities for:

• Equipment preparation
• Return transport
• Cleaning
• Inspection
• Maintenance
• Refueling or charging
• Reconfiguration
• Loading
• Delivery
• Site induction

Do not schedule resources back-to-back when the required turnaround cannot be achieved.

Select a resource #

Search for a resource using available criteria such as:

• Asset number
• Asset description
• Category
• Resource group
• Make and model
• Capacity
• Current location
• Business unit
• Operational status
• Another configured attribute

Use the unique asset number to confirm the exact resource.

Confirm technical suitability #

Before scheduling an asset, confirm that it:

• Meets the required capacity
• Is suitable for the work
• Can operate in the required environment
• Has the required configuration
• Is permitted at the destination
• Has the required components
• Meets certification requirements
• Can be transported to the location

Do not select a technically unsuitable asset merely because its calendar appears free.

Confirm operational readiness #

Review the asset record for:

• Operational status
• Open faults
• Failed inspections
• Maintenance restrictions
• Certification expiry
• Current condition
• Current location
• Missing components
• Isolation or safety restrictions
• Retirement or disposal status

An asset may be unscheduled but still unavailable.

Review the complete schedule #

Before confirming the resource:

1. Open its calendar or timeline.
2. Review the complete activity period.
3. Include preparation and turnaround time.
4. Check rentals.
5. Check maintenance.
6. Check inspections and audits.
7. Check planned unavailability.
8. Review activities immediately before and after the proposed period.
9. Open unclear records.

Clear restrictive filters before concluding that the resource is available.

Check the resource location #

Confirm:

• Current physical location
• Location before the scheduled activity
• Activity location
• Expected location after the activity
• Transport time
• Transfer requirements
• Site access

An asset may be available by date but unable to reach the required location in time.

Add components and accessories #

Where the activity requires related items:

• Select individually controlled components
• Record required quantities
• Check their availability
• Confirm compatibility
• Review inspection or certification requirements
• Include preparation and transport time
• Link them to the activity where available

The main asset should not be treated as fully scheduled when an essential accessory remains unavailable.

Enter the location #

Select the site or location where the activity will occur.

Confirm whether the field represents:

• Activity location
• Rental destination
• Workshop
• Inspection site
• Resource home location
• Another configured location

Add access or operational instructions where required.

Assign responsibility #

Select the person or team responsible for coordinating or completing the activity.

Confirm that the assignee:

• Is active in AssetIQ
• Has access to the relevant module
• Can access the location
• Understands the activity
• Has the required authority or competence
• Can meet the planned period

Scheduling responsibility does not replace technical qualification requirements.

Set the priority #

If priority is available, select it according to your organization’s definitions.

Possible values may include:

• Low
• Normal
• Medium
• High
• Urgent
• Critical

Priority should reflect genuine operational urgency.

A high priority does not automatically allow the resource to replace another confirmed activity.

Add instructions #

Include information such as:

• Required preparation
• Inspection requirement
• Transport arrangement
• Site restriction
• Required accessory
• Safety instruction
• Handover requirement
• Completion evidence
• Contact information

Do not use notes to bypass required structured fields.

Add supporting information #

Where attachments are available, add relevant documents such as:

• Work instructions
• Rental request
• Inspection requirement
• Technical specification
• Site-access information
• Transport plan
• Customer or project request
• Approval
• Risk assessment

Attach only current and authorized information.

Review availability warnings #

AssetIQ may display:

• Available
• Provisionally Available
• Conflict
• Unavailable
• Under Maintenance
• Inspection Required
• Another configured indicator

If a warning appears:

1. Open the warning.
2. Review the conflicting record.
3. Confirm its status and dates.
4. Determine whether the conflict is genuine.
5. Change the dates or resource where necessary.
6. Obtain authorized resolution.
7. Recheck availability.

Do not ignore a warning solely because AssetIQ allows the activity to be saved.

Resolve a conflict #

Common resolution options include:

• Change the activity dates
• Select another suitable resource
• Change another provisional activity
• Complete required maintenance earlier
• Arrange a different location or transport plan
• Split the activity
• Escalate competing priorities
• Record an authorized exception where permitted

See Identify and Resolve Scheduling Conflicts.

Schedule multiple resources #

If several resources are required:

1. Add each resource.
2. Verify each unique identifier.
3. Confirm individual suitability.
4. Review each schedule.
5. Check related components.
6. Confirm resource-level dates.
7. Resolve all conflicts.
8. Review the complete allocation.

Do not assume that availability of the primary asset means that all supporting resources are available.

Schedule resources for different periods #

Some resources may be required for only part of an activity.

For example:

Resource	Start	End
Crane CRN-0042	8 September	20 September
Generator GEN-006	8 September	15 September
Lifting beam LFT-018	10 September	18 September

Use resource-level dates where AssetIQ supports them.

Do not reserve every resource for the full job duration unnecessarily.

Review the schedule before saving #

Confirm:

• Correct activity type
• Clear title
• Accurate dates and times
• Suitable resource
• Correct asset number
• Resource availability
• Operational readiness
• Location
• Preparation and transport time
• Required components
• Responsible user
• Priority
• Instructions
• Resolved conflicts

Save the scheduled activity #

After completing the review:

1. Select Save, Create, Schedule or the corresponding action.
2. Review any validation or warning.
3. Confirm the action.
4. Wait for AssetIQ to save the record.
5. Check the resulting status.
6. Confirm that the entry appears on the calendar.
7. Open the entry and verify its details.

A saved draft may not reserve the resource until the activity is confirmed.

Confirm or activate the schedule #

Depending on the workflow, a separate action may be required.

Before confirmation:

• Complete required approvals
• Resolve availability conflicts
• Confirm resource suitability
• Verify dates and location
• Complete required supporting information

Select Confirm, Activate, Reserve or the corresponding action.

Check whether the activity and resource statuses change as expected.

Notify affected users #

After confirmation, notify users responsible for:

• Resource preparation
• Transport
• Maintenance
• Inspection
• Site coordination
• Dispatch
• Return
• Other dependent activities

The notification should include:

• Activity reference
• Resource
• Dates
• Location
• Responsibility
• Restrictions
• Required next action

Review the calendar after scheduling #

Return to the schedule and confirm:

• The entry appears on the correct dates
• The correct resource row is used
• Duration is accurate
• Status and color are appropriate
• No new conflict appears
• Adjacent activities allow sufficient turnaround

If the calendar appears incorrect, open the underlying record before making another change.

Edit a draft schedule #

If information changes before confirmation:

1. Open the scheduled activity.
2. Select Edit.
3. Update the required details.
4. Recheck availability.
5. Review conflicts.
6. Save the change.
7. Confirm the calendar entry.

Changing dates, resource or location may affect several related commitments.

Cancel a scheduled activity #

If the activity will not proceed:

1. Confirm that it has not started.
2. Open the underlying record.
3. Select Cancel or the corresponding action.
4. Record the reason.
5. Confirm cancellation.
6. Check that resource availability is released.
7. Notify affected users.
8. Retain the cancelled history where required.

Do not delete a confirmed operational record merely to free the calendar.

Common issues #

The required resource is not visible #

Check:

• Search criteria
• Resource type
• Asset status
• Location
• Business unit
• Organization
• Permissions
• Whether the asset is configured as schedulable

The resource appears free but cannot be selected #

It may have an operational restriction, maintenance requirement, unavailable status or hidden conflicting activity.

The activity does not appear on the calendar #

Confirm that:

• It was saved
• Dates are present
• A resource is assigned
• The status permits calendar display
• Active filters include the activity
• The calendar has been refreshed

The resource appears twice #

Check whether separate entries represent different activities, components or duplicate records.

The schedule saves despite a warning #

Saving does not mean the conflict is approved. Investigate and resolve the warning.

The wrong asset was scheduled #

Correct the record before work begins. Preserve change history where available.

The calendar dates differ from the form #

Review planned, revised and actual date fields and confirm which values the calendar displays.

Recommended practices #

When scheduling resources:

• Define requirements before selecting assets
• Use the correct originating module
• Verify assets using unique numbers
• Check technical suitability
• Review operational readiness
• Clear filters before checking availability
• Allow preparation and transport time
• Check components and accessories
• Investigate warnings
• Resolve conflicts through authorized changes
• Use accurate resource-level dates
• Review before saving
• Confirm the calendar entry
• Notify affected users
• Keep scheduled records current

Next steps #

Continue with:

• Reschedule or Update an Activity
• Identify and Resolve Scheduling Conflicts
• Manage Resource Availability and Unavailability
• View Asset and Resource Schedules

For related guidance, see:

• Understand the Scheduling Calendar
• Find and Filter Scheduled Activities