Define organization details and set up user roles and permissions.
Asset Import and Configuration:
Upload existing asset data via CSV import or manual entry.
Configure asset categories, custom fields, and locations.
Assign barcodes or QR codes if needed.
Integration (Optional):
Connect with other tools or platforms using API or third-party integrations like Google Workspace, Microsoft Entra ID, or Slack.
Training and Onboarding:
Train administrators and users on how to manage and track assets.
Provide documentation and walkthroughs for quick adoption.
Testing and Go-Live:
Verify all asset data and workflows.
Begin active use of the platform across departments.
Estimated Timeline:
Small to medium-sized organizations: 1–3 days.
Larger enterprises or complex setups: Up to 1–2 weeks.
Customisation
Custom Fields:
Add unlimited custom fields to assets, people, or locations to capture relevant data unique to your organization.
Custom Views and Filters:
Create personalized views and filters to see only the information that matters to your team.
Custom Workflows:
Automate check-in/check-out processes, depreciation schedules, or maintenance cycles using workflow automation tools.
Role-Based Access:
Set different permissions and access levels for different users or departments.
Label and Barcode Customization:
Design and print custom barcode or QR code labels to match company branding and identification standards.
API Access:
Use the available API for deeper integrations with existing systems like ERP, ITSM, or HR tools.
Additional Costs
Setup Fees:
Typically, there are no setup fees. The platform is designed for self-service deployment, although custom onboarding or migration services may incur additional costs if requested.
Subscription Plans:
Monthly or annual pricing based on features and user count. More advanced tiers unlock additional functionalities like integrations and automation.
Support Charges:
Standard support is included with all plans. Premium or priority support may be offered in higher-tier packages or as an add-on.
Maintenance Costs:
Included as part of the subscription. Regular updates, patches, and improvements are handled automatically without extra cost.
Customization or Consulting Services:
If deep customization or assistance with integration is needed, professional services may be charged separately depending on the scope.
Training
Self-Guided Onboarding:
A user-friendly interface with tooltips and prompts helps new users understand features as they explore the system.
Quick-start guides and in-app tutorials support fast learning without external training.
Help Center and Documentation:
Comprehensive online documentation, including articles, FAQs, and how-to guides for all features.
Searchable support knowledge base allows users to troubleshoot independently.
Email Support:
Responsive email support available to all customers, typically with fast turnaround times for inquiries or issues.
Live Chat:
In-app live chat support allows users to connect with a support agent during business hours for real-time assistance.
Dedicated Onboarding Support (for Premium Tiers):
Higher-tier plans may include guided onboarding or personalized sessions to assist with data import, configuration, and training.
Video Tutorials:
Short, focused videos walk users through key features like asset creation, barcode scanning, and inventory audits.
Developer Support:
API documentation and support for technical users who want to build integrations or automate workflows.
Security Measures
Data Encryption:
All data is encrypted at rest and in transit using strong encryption protocols (e.g., TLS/SSL and AES-256).
User Authentication:
Supports secure login practices including optional multi-factor authentication (MFA).
Single Sign-On (SSO) integration available for enterprise users via providers like Google or Microsoft Entra ID.
Access Control:
Role-based access permissions ensure users can only see or edit information relevant to their role.
Custom roles can be configured to meet specific security and workflow needs.
Audit Logs and Activity Tracking:
Detailed logging of user activity to track changes, logins, and interactions with data.
Helps organizations maintain accountability and track unauthorized access or modifications.
Regular Backups:
Automatic, secure data backups performed regularly to prevent data loss.
Redundant systems ensure high availability and fast recovery in case of disruption.
Compliance and Best Practices:
Adherence to common security and privacy standards, including GDPR compliance for data protection in the EU.
Practices align with SOC 2 principles, although official certifications may vary depending on service level.
Secure Hosting Environment:
Hosted in secure data centers with strong physical and digital safeguards.
Updates
Frequent Releases:
New features, performance improvements, and bug fixes are typically released on a rolling basis, often multiple times per month.
Automatic Deployment:
All updates are cloud-delivered and managed entirely by Assetbots.
Users always have access to the latest version without needing manual installation or downtime.
Changelog and Feature Announcements:
Release notes or changelogs are provided to keep users informed about new features and updates.
Updates are communicated via the dashboard, email, or documentation.
User Feedback Loop:
Customers can submit feature requests or bug reports.
Feedback is actively used to shape product updates and prioritize enhancements.
Minimal Disruption:
Updates are designed to be seamless and are rolled out in a way that avoids downtime or interruptions to service.
Beta Testing (if applicable):
Some new features may be released to select users for beta testing before general availability, ensuring stability.
Data Ownership and Portability
Full Data Ownership:
Customers retain complete ownership of all data entered into the system, including assets, users, check-in/check-out logs, and custom fields.
Assetbots acts only as the processor or custodian of the data and does not claim rights over the customer's information.
Data Export Capabilities:
The platform provides built-in export tools that allow users to download data in common formats such as CSV.
Asset data, reports, and user activity logs can be exported on-demand without needing support intervention.
No Lock-In:
The data portability features are designed to avoid vendor lock-in, enabling easy migration to other platforms if needed.
Users can retrieve their data at any time, even at the end of a subscription.
API Access:
Organizations can use the API to programmatically access and extract data, offering greater flexibility and automation options.
Data Deletion and Privacy:
Upon account termination, customers can request full deletion of their data.
Assetbots follows data privacy best practices to ensure sensitive data is securely removed from its systems when requested.
Scaling Up / Down
Flexible Subscription Plans:
Multiple pricing tiers are available, tailored to different sizes and feature needs.
Organizations can select the plan that best matches their current usage and upgrade or downgrade as required.
Self-Service Plan Changes:
Customers can adjust their subscription level directly through the account settings interface.
Changes are applied immediately or at the start of the next billing cycle, depending on the policy.
User and Feature Scalability:
Plans can be scaled based on the number of users, assets, or required features like integrations or automation tools.
Additional features or support options can be added as the organization grows.
No Long-Term Contracts (for most tiers):
Monthly billing options allow organizations to scale usage without being locked into long-term agreements.
Annual plans may be offered for cost savings but typically still allow flexibility with advance notice.
Usage Monitoring:
The platform provides visibility into usage (e.g., asset count, user activity) so organizations can proactively determine when it’s time to scale.
Enterprise Customization:
For large organizations with complex needs, custom enterprise plans are available to match unique scaling requirements.
The terms & conditions for contract renewal and cancellation
Automatic Renewal:
Subscriptions typically auto-renew at the end of each billing cycle (monthly or annually), unless explicitly cancelled by the user prior to renewal.
Notifications or invoices are sent in advance to remind users of upcoming charges.
User-Controlled Cancellation:
Customers can cancel their subscription at any time through their account settings.
Cancellation takes effect at the end of the current billing cycle, meaning access continues until the end of the paid period.
No Cancellation Penalties:
There are no early termination fees for cancelling monthly subscriptions.
Annual plans may be non-refundable after a certain grace period, depending on the terms selected at signup.
Data Retention After Cancellation:
After cancellation, user data may be retained for a limited time (e.g., 30–90 days) to allow account reactivation or data export.
Customers can request permanent deletion of all data if preferred.
Downgrading or Switching Plans:
Users can downgrade to a lower plan or switch between billing cycles without penalty.
Plan changes are prorated or take effect at the next renewal, based on the account’s billing schedule.
Support for Reinstatement:
Accounts can be reactivated easily if a customer decides to return after cancellation, provided data has not been permanently deleted.
Compliance
GDPR Compliance:
Assetbots is designed to comply with the General Data Protection Regulation (GDPR), ensuring lawful processing, data access rights, and deletion capabilities for EU customers.
Data subjects have the right to access, modify, or request deletion of their personal data.
SOC 2 Readiness (Aligned Practices):
While formal SOC 2 certification may vary by plan or status, Assetbots follows the principles of availability, security, confidentiality, and privacy in line with SOC 2 guidelines.
Operational practices and infrastructure are aligned with the requirements of secure cloud service delivery.
Data Encryption Standards:
Assetbots uses industry-standard encryption (e.g., TLS/SSL and AES-256) to protect data both in transit and at rest.
Access Controls and Audits:
Role-based access, secure authentication, and audit logging help meet compliance needs for internal control and accountability.
Data Residency and Processing Transparency:
Users are informed about where their data is stored and processed, helping organizations meet regulatory obligations regarding data location and transfer.
Privacy Policy Alignment:
Clear privacy policies are in place to address how data is collected, processed, stored, and shared, supporting legal compliance with various regional data protection laws.
