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Custodians

Custodians

Overview

The Custodians screen is where you register and maintain the people or entities responsible for the physical custody of your organization's fixed Assets. A custodian is assigned to an asset to record who is accountable for it. Administrators and asset module owners use this screen to create, edit and retire custodians within each company set up on your account.

How to get there

In the side menu, expand Master and click Custodians.

  • Menu path: Master > Custodians
  • URL: /master/custodians

Key concepts

Term Meaning
Custodian A person or entity designated as physically responsible for one or more fixed Assets.
Code The custodian's unique identifier within the company. It is assigned when the record is created and cannot be changed later.
Name The custodian's full or legal name.
Department The organizational area the custodian belongs to (an informational field).
Active Whether the custodian is available to be assigned to Assets. An inactive custodian does not appear in other modules' selection lists.

How to use it

View the custodian list

When you open the screen, you see a table of every custodian registered for the selected company. You can search by Code, Name or Email using the table's search box. The table is sorted by Code by default (ascending). The Code, Name and Email columns stay visible when you scroll horizontally.

Create a custodian

  1. Click New (the plus icon, top right).
  2. In the dialog that opens, fill in the required fields: Code and Name.
  3. Optionally, enter Email, Phone and Department.
  4. Check that the Active checkbox is ticked if the custodian should be available immediately.
  5. Click Save. The system shows a confirmation notification and refreshes the table.

The Code field cannot be changed once the record is saved. Make sure you enter the right code before saving.

Edit a custodian

  1. In the table, click the Code (shown as a link) of the custodian you want to edit. Alternatively, right-click any row and choose the edit option from the context menu.
  2. The dialog opens with the current data. Change the fields you need (the Code field is disabled in edit mode).
  3. Click Save. The system shows a confirmation notification and refreshes the table.

Delete a custodian

Delete one custodian:

  1. Right-click the custodian's row in the table.
  2. Choose Delete from the context menu.
  3. Confirm the action in the confirmation dialog.
  4. The system deletes the record and shows a confirmation notification.

Delete several custodians at once:

  1. Select one or more custodians by ticking their selection checkboxes in the table.
  2. Click the Delete (N) button that appears in the action bar, where N is the number of selected records.
  3. Confirm the action in the confirmation dialog.
  4. The system deletes every selected record and shows a confirmation notification.

If you click Delete without selecting any record, the system shows the warning No custodians selected.

Refresh the table

Click Refresh (the reload icon, next to New) to reload the data from the server without reloading the page.

Clear filters

If filters are active, an indicator appears in the header bar with the number of filtered records. Click Clear filters to restore the full view.

Fields

Field Type Required Description Validation
Code Text Yes The custodian's unique identifier. It cannot be changed after the record is created. Required. Cannot be blank. The code must be unique within the company; if it already exists, the system returns an error.
Name Text Yes The custodian's full or legal name. Required. Cannot be blank.
Email Text No Contact email address. No format validation is applied in the interface.
Phone Text No Contact phone number. No format validation.
Department Text No The organizational area or department the custodian belongs to. None.
Active Checkbox No Whether the custodian is active. Ticked by default at creation. None.

Permissions

Available to users with access to the module, as configured by your administrator.

Notes

  • Immutable code: the Code field is disabled in edit mode. If you need to correct a custodian's code, delete the record and create it again with the right code.
  • Switching company: if you change the active company in the top bar, the table refreshes automatically to show the selected company's custodians.
  • Use on Assets: registered, active custodians can be assigned to fixed Assets from the Assets module, and they are also included in bulk asset exports and imports (the Custodian column in the Excel file).
  • Developer API: custodians are available through the REST API at GET /api/v1/custodians, POST /api/v1/custodians and PUT /api/v1/custodians/{id}. See the Developer API documentation for details.

Troubleshooting

Symptom Likely cause Resolution
The Save button stays disabled. Code or Name is empty, or a save is already running. Fill in both fields before trying to save.
The system shows an error when saving a new custodian. The code entered already exists for another custodian in the same company. Use a different, unique code.
No custodians appear in the table. None have been created yet, or active filters exclude every record. Click Clear filters to check; if the table is still empty, create your first custodian with New.
The table does not reflect a recent change. The session's cached data may be stale. Click Refresh to reload the data from the server.
The Code field will not accept typing when editing. The code is immutable once the record is created. If you need to change the code, delete the custodian and create it again with the right code.
A "No custodians selected" warning appears when deleting. Delete was clicked with no row selected in the table. Tick at least one row before using the bulk delete option.

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