Reftab Documentation
Introduction: Reftab Asset Management Software
Reftab is a world leader in providing hardware asset management, software asset management and maintenance management software. This means that you can track and organize whatever you want from wherever you want. From hardware to software, storage to seating charts, cables and supplies, anything can be managed. If you can create a category for something, you can store it and track it with Reftab.
Reftab also includes a dedicated mobile app which allows you to scan barcodes which you can use to conduct asset maintenance, move assets between locations, or check items in and out to users.
Since Reftab was specifically designed with IT department needs in mind, the main goal is to provide an all-encompassing platform that will fit the needs of the typical IT department. This means we've focused on security, accessibility, ease of use and an inexpensive price tag. The founders of Reftab are themselves in the IT field and have years of first-hand experience.
Reftab app on the iTunes and Google Play store:
Contact Support
Send an email to help@reftab.com and a support ticket will be created. This will email everyone on the Reftab team. We highly recommend following us on Twitter as it is where we post news on software updates, new features and any other important information.
Getting Started
When you sign up you are automatically in our free tier. You have a 50 asset limit, no storage space for attached files, no sub-accounts and no ability to reserve items. However, it is a great way to explore what Reftab can do.
At any point, if you land on a feature that is part of a paid plan, you'll have an option to effortlessly start a two-week free trial. Once the trial period ends, no information will be deleted, you can at any point, choose to upgrade or not. If the trial period ends and you choose not to upgrade, you'll be brought back down to the free plan for continued use.
Security
Reftab deploys various security measures to ensure your data is safe and secure:
- We host our servers with top cloud infrastructure provider, Digital Ocean. See more information here
- All servers are in the US and run on a linux distribution patched regularly.
- We utilize Cloudflare WAF, which ensures full security, detecting and blocking a range of threats with advanced machine learning.
- We have implemented DDoS protection measures to safeguard our systems, guaranteeing seamless service for our users by mitigating and preventing large-scale attacks.
- Comprehensive firewalls and anti-virus monitoring are used to enhance protection and security of your data.
- We leverage DKIM, SPF, and DMARC for enhanced email security.
- SSL certificates are used to encrypt data between the browser, mobile app and our servers (SHA256 with RSA using 2048-bit keys).
- To prevent brute force attacks, user accounts will be locked out after 5 incorrect password attempts.
- Two-Factor authentication available with apps such as Google Authenticator.
- Access to production servers are secured with SSH keyed access through whitelisted IPs via secure VPN only and are behind firewalls to authorize inbound and outbound traffic.
- Passwords are hashed using industry standard PBKDF2 hashing with 600,000 iterations.
- REST API with HMAC authentication to verify authenticity and integrity of API calls.
- Credit card information is never passed to Reftab servers. Customer card data is processed via industry leader, Stripe which is a PCI level 1 Service Provider.
- User sessions can be revoked from the settings security page.
- Advanced security with IP restrictions.
- Role-based access controls (RBAC) can be created for sub-accounts to restrict data (see User Roles / Access Rights section for more details).
- SAML Single Sign-On is available to ensure that password policies established by your organization are also in effect for Reftab.
- Backups of all data are taken daily and stored encrypted at rest. Customers may also backup their data using automated, scheduled reporting.
Access Restrictions and User Roles
Additional users can be created to allow others to have access to your asset inventory. In the Reftab platform, these are referred to as "Sub-Accounts"
“Access Rights” allow you to build custom access settings that define what a sub-account has access to.
You have three settings called “hide”, “view” and “edit”. You build a new role, give it a name and go through each of your locations, categories and fields and set “hide”, “view” or “edit” on each. Then, you assign each sub-account to a role.
For example, let’s say you want one of your sub-accounts to only access one location. You can build a role where each location is hidden except for the one location you need your sub-account to have access to. You can even hide entire categories or hide specific fields. Or, use the “view” setting to only allow viewing of information, while limiting the ability to make edits.
At any time the admin account may disable any sub-account from the control panel. Each sub-account has a button labeled "Disable Account". When pressed, it will immediately invalidate the users session on any browser or any Reftab mobile app they are signed into on any device.
For a walk-through on how to setup users and roles: Click Here
NOTE: There is no limit to how many access roles you may create.
Keeping Track of Accessories & Software Licenses
Reftab allows you to keep track of items that you have a large quantity of that would not need a barcode attached. Things like, cables, mice, keyboards, adapters etc etc. You may also track license keys for multiple types of software. You may track an unlimited amount of these items and assign them to assets or loanees (borrowers). Every time you assign or revoke an accessory or a license, Reftab tracks who assigned/revoked and the date. You can set minimum quantity amounts and when you reach your limit, an email can be sent to any email address you choose.
Each location you create can have separate licenses and accessory items that are only available at that location. Or, use the global flag for items used across all locations.
You may also assign items to loanees (borrowers) & assets from the licenses & accessories page:
NOTE ON LICENSES: Licenses can store an expiration date. Reftab allows you to configure a set amount of time to be alerted by email before a license expires.
NOTE ON LICENSES: Licenses can be automatically created and assigned to users via our Azure SaaS Discovery Integration and Okta SaaS Discovery Integration. Setup this integration for a more automated management of software license tracking.
Global Accessories and Licenses
You'll have an option to allow for accessories and licenses to be managed across all locations. This means that you create a item at one location and select the "global flag". Once saved, every location will have access to that item. All locations can check the item in and out.
You may also assign items to loanees (borrowers) & assets from the licenses & accessories page:
NOTE: There is no limit to how many accessory items OR licenses you may create.
Consumable Tracking and Stock-Take
Consumables are items that are intended to be used up or given out and not returned. Reftab helps you keep a running total of your consumables by tracking each time an amount is used, newly purchased, found etc. All transactions are neatly labeled and stored in one easy-to-view screen.
If you're interested in stock-take for consumables, click here to view our guide
To create a consumable:
- Click the Accessories tab.
- Click Create New Accessory.
- For the "type" field, select "Consumable".
Once the consumable is saved, you can commit a transaction such as, "Purchased", "Used", "Lost" etc. Click submit and you'll see, "Current Quantity" update.
Each consumable will log the transaction, date and time and user who performed the transaction.
Note: The report builder can run reports on consumable transactions. This is a great way to get a high level overview of how your inventory is being used.
Reftab API
Reftab offers a public API. Keys can be generated from within the settings page of your Reftab account
Visit our API Docs Here: www.reftab.com/api-docs
Working with no code / low code platforms
- Tines: How-to guide
- Postman: How-to guide
Approval Flows
A crucial feature within Reftab's IT Asset Management software, approval flows bring several benefits to the process of managing and distributing IT equipment within an organization.
- Streamlined Request Process: This feature provides a standardized and centralized way for employees to request IT equipment such as laptops, monitors, software licenses, and more. Instead of sending ad hoc requests through emails or spreadsheets, employees can submit their requests through Reftab's user-friendly interface.
- Efficient Approval Workflows: The approval flow ensures that equipment requests go through a predefined sequence of approvals. This eliminates confusion, ensures that requests are reviewed by the appropriate personnel, and prevents unauthorized requests. For instance, a request might first go to the employee's immediate supervisor and then to the IT department for final approval.
- Transparency and Accountability: Approval flows provide transparency into the request process. Each stage of approval is logged, so it's easy to track who approved a request and when. This accountability is essential for audit purposes and compliance requirements.
- Controlled Resource Allocation: With approval flows, IT administrators can maintain control over the allocation of IT resources. They can ensure that equipment is distributed fairly and based on genuine needs. This prevents unnecessary hoarding of equipment and ensures that resources are utilized effectively.
- Reduced Errors and Duplication: Manual processes can lead to errors, such as duplicate requests or incorrect equipment allocation. Approval flows help prevent such mistakes by ensuring that requests are properly reviewed before equipment is allocated
- Faster Turnaround Time: Automated approval workflows significantly speed up the request-to-fulfillment process. As soon as a request is approved, relevant teams can begin the provisioning process, leading to faster equipment deployment.
For a walk-through on approval flows: How-to guide
Asset Management
Assets are the basic building block of Reftab. An asset represents an object you wish to track. Every asset has a unique ID, a category, and a location.
All assets can:
- Be loaned out to users (loanees)
- Be cloned (Copies all of its properties, its category, and its location and creates a new asset)
- Have asset details sent to an email address (any email address you specify)
- Have assigned attachments (including images or files)
- Include comments
- Have a default loan period (calendar automatically selected with a pre-determined date)
- Be reserved to users (loanees)
- Can be part of loanable 'kits'
- Asset ID's can include numbers and letters. For example: "RT-1001"
Note: An audit history is kept anytime an asset is loaned in or out and during assignment or revocation of an accessory item or license key. Reftab stores who checked the item out, when it's due for return and the date the item was checked in.
Asset Numbering
Reftab allows you to create assets that use both letters and numbers. For example, the below would be acceptable asset ID numbers:
- 123
- 00123
- NAMR-123
- 123-NAMR
Assets will auto increment as you create them. For example, if you create an asset ID: 00213 your next asset ID will automatically be created as: 00214
Custom asset prefix: Click, "Settings" > "General" and scroll down to "Asset Barcode Prefixes". You can define multiple custom prefixes for your barcodes. For example, if you want computer barcodes to begin with "COMP" and monitor barcodes to begin with "MON" this is where you'll want to save these values so that you can increment with different prefixes.
Scanning pre-existing asset tags: You can use pre-existing barcodes if you have them already on your devices. However, you must first import your barcode numbers into the Reftab system. Then, once they are imported you can use the Reftab mobile app to scan the barcodes and they will appear on screen.
If you scan a barcode that is not currently created in your Reftab account, then the app will appear with an error saying “Asset not found”.
To import assets, create a .CSV file that includes a column for asset numbers and include each asset number that you have in your inventory. Then, once the assets are imported, you can scan the barcodes with the mobile app and you can add / edit data on the asset and check the asset in / out to your users.
Attachments
On any of our paid tiers you are provided with upload space. Upload space is used to upload attachments which can be images, or files. Each asset and loanee can have an attachment associated with it. For example, you can upload an image of an asset and display the image on the asset view.
The control panel has the ability to update attachments across all assets at one time. This is basically a bulk operation that will allow up to upload a new asset attachment and it will update across all assets that are using the attachment.
Asset Images
On paid plans, you are provided upload space to store asset images. Follow the below procedure to attach an image to an asset:
- When you're viewing an asset, click on Attachments
- Next, click the add attachment button.
- Either upload a new attachment or, click attach next to any already uploaded file.
- Click the back button. You will see your attachment listed in the attachment table.
- Click, set as asset image.
Bulk Edit Assets
Each category screen has a dropdown button for making bulk edits. You choose how many assets you want, then select the bulk operation to perform. You can use bulk operations to:
- Move assets from one location to another
- Delete assets
- Make edits to asset fields
- Change / apply default loan periods
- Change / apply asset status labels
- Bulk check out assets
- Bulk reserve assets
When editing asset fields in bulk, any changes to the field will be indicated on screen for clarity and verification. There is a button to review changes. Once you confirm the changes you want, click submit. This will complete the bulk operation and overwrite your selected fields with new data.
The image below is an example of setting 13 MacBook Pros with a status of "Good Condition".
Asset Changelog History
Asset logging is available so that you can view historical changes to asset data.
Every time a user makes one of the following changes below, the old and new values will be recorded.
- Changes to field values
- Changes to asset location
- Creates a new asset
- Deletes an asset
The image below shows the changelog history of the asset being created and a field value of RAM being updated.
NOTE: Changelog history is available on the loanee (user) level as well.
Asset Depreciation Management
Currently, Reftab supports calculating straight line depreciation on assets. This will calculate the loss of value on an asset over time. You will need a few fields on assets that will hold the following data:
- Purchase Date
- Purchase Cost
- Lifespan of Asset Usage (in years)
- Salvage Amount (optional)
On each asset, Reftab will use the values of the above fields to calculate the depreciation over time. A graph will also display which you can right-click and save the image if need be.
To set this up, click, "Settings" > "Asset Depreciation". You will then select the fields for each value in the depreciation calculation. Once saved, visit an asset and you will see the depreciation table by clicking "Asset Depreciation". If there are any errors such as a missing field value, Reftab will clearly indicate on screen what needs to be done.
Custom Views
Custom views are set up by selecting a group of status labels and giving a name to your custom view. Then, when viewing your assets you can select your custom view and it will display only the assets with status labels that you saved into your custom view.
This is a way to view a group of assets tagged with specifically chosen status labels.
Asset Status Labels
Assets can be tagged with status labels which include a color, name, loanability rights and an archived designation. Status labels can be used to restrict the ability to loan the asset and they can be used to designated retired or archived assets.
Archived Status: If an asset is tagged with an archived status label, it will be removed from your list of assets. It will only be visible by selecting the archived status label. For example, you might want to give an asset an archived status if the asset was lost, broken beyond repair or retired for some reason. The asset will be taken out of your list of available assets.
Restrict Loan: If an asset is tagged with a status label that restricts the loan of the asset, the asset status will display as "restricted". For example, you might want to give an asset status label with a loan restriction if the asset needs repair or software installed prior to being assigned to a user.
Automated and Scheduled Workflows
A workflow rule is a set of actions that Reftab performs automatically when certain conditions are met.
Here are a few examples of how you can use workflows:
- When an asset is moved from one location to another, change the status label of the asset.
- Every day, check if any assets have expired warranties. If so, change their status label to "Expired Warranty".
- If an asset is being loaned to a specific loanee, reject the asset loan. Then, display a message stating why this user can't have this asset.
- Every time an asset is returned, display a notice to clean the asset before it is checked out again.
- If an asset's field value rises above a certain amount, open a maintenance work order.
- Every time an asset completes maintenance, send an email.
Scanning Barcode & QR-Code Asset Tags
Download the Reftab app for iOS and Android and you’ll be able to scan barcodes and qr-codes.
Scanning an asset tag will trigger a 'recent scan' which will display within the app and dashboard.
Every time an asset is scanned, a last scanned date is logged on the asset. This "Last Scanned Date" will appear in reports.
Scanning asset barcodes / qr-codes will display asset data on your device. You can check the asset in or out and update asset details.
Scanning accessories will show the accessory name. You type in a loanee’s name and the app will display a count of the current accessory they have in custody. You can then check in or out more accessory items.
Scanning Kits with the mobile app will display the kit and the details of the kit. You can check the kit in and out to a loanee.
Scanning Preexisting Barcodes or QR-Codes
The Reftab app can scan preexisting barcodes and qr-codes. As long as the asset number on the qr-code or barcode exists within your Reftab account prior to scanning, the app will recognize the item and pull up data.
If an asset tag is scanned that does not exist within your Reftab account, the app will error saying “asset not found”. It will then prompt you to create a new asset using the newly scanned asset number.
If you have asset tags that have more than just an asset ID such as a URL, Reftab has the ability to scan these as well. You will need to log into your Reftab account and click “Settings” and input the value before the asset number in the “QR-Prefix” field and click “Save”.
For example, if your organization has preexisting qr-codes that read: “https://AcmeDomain.com/USA-2302" you need to input “https://AcmeDomain.com/" (sans quotes) into the QR-Prefix field. Then, the Reftab app will be able to scan the code properly.
Kits
Kits allow you to bundle assets and/or accessory items together into one loanable item. Kits are are only able to contain items that are all from the same location. For example, if you have an asset at your “New York” location, you’ll only be able to add additional assets and accessories from “New York”.
Once a kit is made, you can check it out to a user. If a kit is overdue for return, an automatic email can be sent out reminding the user to return the kit.
Notes on Kit Loans: If an asset is part of a kit, that asset cannot be checked out individually. It may only be checked out as part of the kit. You must remove the asset from the kit if you wish to loan it individually. Kit loans will appear on both the kits page and the loans page. Each kit will have a button you can click to quickly and easily view the items contained within the kit.
You can remove the kits button in the nav-bar from the settings menu if needed.
Kit Templates
For a walk-through on kit templates: Click Here
Kit templates allow you to pre-define what a kit should comprise of, before being handed out to users. This helps ensure kits are built with all necessary components before going on loan.
You can use the mobile app, (and desktop site) to scan barcodes allowing you fill the kit. As items are scanned, the required items will check off automatically showing you each item added and each item still needed.
You are also given a “Potential Kits Count” which tells you how many kits can be made based upon the requirements in the template and the available items in your account.
To create a kit template, click "Add New Kit" and select "Kit Template". Then, begin defining the template.
For example, you can have a template, “Employee Workstations” requiring:
- One MacBook Pro with 16GB RAM
- One MacBook Pro Charger
- Two Dell Monitors
Based upon items available in your account, Reftab will show you how many “Employee Workstation” kits can be assembled.
Next, to create a workstations kit, simply open the Reftab mobile app, pull up the kit template and scan each required item. An instance of the kit will be created.
The kit will then be on loan. It will also appear on the loans page and on the loanee record.
Note: Kit templates can be scanned out entirely using the mobile app making it easier to create these kits instead of having to grab equipment and get back to your laptop to enter it into the kit. The mobile app can scan equipment into the kit using the camera.
Asset Tag Printing
The Reftab mobile app can read both barcodes and QR-codes. Codes that have been generated from within the Reftab dashboard and via other applications can both be read. In other words, you don’t need to create your asset tags from within Reftab.
See our How-to Guide: https://www.reftab.com/faq/print-asset-tags/
If your scanning code 39 standard barcodes with a check digit, the Reftab mobile app has a setting where you can remove this digit when scanning in situations where scanning fails.
Bulk Printing Asset Tags
See our How-to Guide: https://www.reftab.com/faq/print-asset-tags/
Software Asset Management
Reftab offers comprehensive software asset management, tracking both locally installed software and SaaS applications. For SaaS, Reftab provides powerful utilization tracking, helping organizations monitor whether users are actively engaging with cloud-based software, ensuring that you’re not overpaying for unused licenses. For locally installed software, it ensures organization and also offering CVE tracking to manage vulnerabilities and security risks. This dual approach helps optimize software usage, improve security, and streamline cost management.
For more information: https://www.reftab.com/blog/it-and-software-asset-management-with-reftab/
See our Guide on Tracking Installed Software: https://www.reftab.com/blog/can-reftab-track-installed-software/
See our Guide on SaaS Discovery and Utilization: https://www.reftab.com/blog/enhanced-saas-application-management-with-okta-and-azure/
Auditing Assets
Reftab allows you to create fixed asset audits, which are a list of assets set by an administrator for inspection by designated auditors. The administrator can then assign the audit to users (auditors). Users can then use the Reftab mobile app to access the audit list and scan barcode / qr-codes on the asset tags physically attached to each item. By doing so items are listed as 'completed' until all assets are either audited or not. If items are not found, they are listed as 'missing' and are identifiable as such in the offical audit list.
See our How-to Guide: https://www.reftab.com/faq/how-to-audit-fixed-assets-in-reftab/
Unit Cost Tracking
Introducing Unit Cost Tracking – your key to tracking monetary value alongside equipment usage! This feature allows you to set your desired price per item (aka ‘unit cost’), and Reftab’s software will effortlessly calculates the real-time monetary value of every assignment. Imagine being able to view an end-user’s current equipment including, licenses, assets and accessories and seeing a total monetary value of all those items in once place. Gain unparalleled control over your resources by configuring this feature. It’s not just about assigning equipment; it’s about assigning value.
See our How-to Guide: https://www.reftab.com/blog/faq/how-to-configure-and-track-unit-costs-in-reftab/
Rental Rates
In a construction or AV asset management platform, the ability to set rental rates allows users to input and adjust the cost associated with renting out equipment or tools. This feature enables precise control over pricing strategies, including hourly, daily, weekly and monthly rates tailored to the specific needs of the business. By customizing rental rates within Reftab, users can streamline the rental process and ensure accurate invoicing and financial tracking.
See our How-to Guide: https://www.reftab.com/blog/faq/how-to-setting-rental-rates/
Categories and Fields
Assets can be collected into different categories. Categories are composed of fields which represent all of the properties that an asset can have. For example a laptop category may have the fields: “Processor”, “Memory”, and “Disk Space”. In the category editor, you can drag and drop fields to build the category to your specification. To edit a field, hover your mouse over the field and you will see an edit button. You can edit the field name and/or delete the field.
Fields can be required. When editing a field, check the box for "Required" and save the field. When creating a new asset or editing an existing asset, if the required field is left blank an error will display on screen.
NOTE: Categories used by assets cannot be deleted
There are 7 types of fields to choose from:
- Text Fields: Anything can be input into this field, numbers, letters etc.
- Date Fields: Used for storing dates. (Date purchased, date received, etc. etc.)
- List Fields: Used for storing a list of items under one field name. For example, a category of laptops can use a list field type named, “software” which can hold a list of software such as: Firefox, MS Word, Adobe Creative Cloud etc etc.
- Pick-Lists: Allows you to pre-define a limited set of options to select from when creating a new asset or editing an asset. For example, a field called “Service Status” could have two pre-populated options to choose from: “Working Condition” and “Needs Service”.
- Currency: Allows you to properly store currency values formatted to your specific region.
- Geo Location: Allows you to capture geo coordinates from your mobile phone or browser to save as the asset's location.
- Assets: Allows you to link one asset to another.
NOTE: There is no limit to how many categories OR fields you may create.
User Request Portal
The user portal is a custom branded page that your end users can log into and view available equipment to submit reservation requests.
User portals make use of sub-accounts and access roles in order to define which specific users or groups can access the portal and what they are able to request.
The user portal can be customized in the following ways:
- Define a custom color
- Display a logo
- Customize the emails that are sent when a user submits a reservation
- You may configure the portal to allow your users to reserve items, check out items to themselves, or simply to view items available.
-
Create an unlimited amount of access groups that can individually determine items that are available to specific users. Such as:
- Restrict by location
- Restrict by categories
- Restrict by individual asset
- Restrict asset fields
- Restrict by license
- Restrict by accessory
To setup a user portal, follow the steps below:
- Click Settings in the nav bar to get to the settings page
- Next, click on the left item menu for, "Company Portal Settings"
- Then, use the input fields to set up your portal name, logo and color
- Click "Save"
- Next, create a new access role - click on the "Access Roles" item menu on the left
- Click "New Access Role"
- Give the role a name, for example "creative department portal users"
- Then, use each tab for, Locations, Categories, Fields and set access rights for each.
- Next, go to the tab for "Loans & Reports"
- Look for the drop-down titled, Loan Rights / Portal User Access and select, "Portal User"
- Click "Save" at the top
- Next, on the left side menu, click "Sub Accounts"
- Click "Add Sub Account"
- Enter an email address and choose your access role you created in the steps above
- Click "Add Account"
- The user will now receive an email with a link allowing them to set their password
- Once the user sets their password, they can login to your Reftab portal at https://www.reftab.com/login
- Next, the user can find and select available items, choose a date range and log a reservation on the item
- An email will then be sent to the user, an administrator or both stating that a new reservation has been submitted
- The reservation page in the administrator view will display all reserved items
Note: Dates in which items are currently reserved will be blocked in order to prevent double bookings. Users may also cancel reservations from within the portal.
Email Alerts
Emails can be customized to include your own text, colors, links etc.. They can also be turned on or off.
Email alerts can be sent out when:
- An asset is checked out
- An asset is checked in
- An asset is over-due for return
- An kit is over-due for return
- An accessory item is over-due for return
- A license is over-due for return
- A new reservation has been submitted
- A reservation has been cancelled
- A reservation has been updated
- Upcoming reservation or overdue reservation
- Any license has reached minimum quantity
- Any accessory item has reached minimum quantity
- A maintenance work-order is assigned
- A maintenance work-order reminder (upcoming and overdue)
- Verify custody of an asset loan.
- Reminder for an overdue custody verification of an asset loan.
- A request for equipment has been rejected
- A request for equipment has been assigned
- A new user account is created
- A new equipment request is submitted
- An equipment request is rejected
- Based upon workflow conditions. (see workflow section)
When creating loanees (borrowers), you have the option to provide an email address. If you do, anytime that person is in custody of an asset, accessory item or license key and they do not return the item before or on the due date, they will get one (1) email within 24 hours notifying them that they are in custody of an over-due item. If no email is provided for the individual loanee, then no email is sent (More customization options to this will be included in future updates). Emails can also be disabled or enabled from "Settings" > "Email Settings / Logs".
Each time you create a new license or accessory item, you have an option to put in:
- A total quantity amount
- A minimum quantity amount
- An email address
Every time someone assigns a license or an accessory to either an asset or a loanee, your total quantity amount is decreased by one (and likewise increased by one when returned). When you hit your minimum quantity amount, an automatic email is sent to the address you provide. The email will include details on the item, the location the item belongs to, the cost, total amount remaining and other bits of useful information.
Email Log History
Whenever any email is sent, you can view a history log. This will tell you the status, (Sent, Sent - Error, Sent - User not found, Failed etc. etc.). Each email sent will also have a timestamp. This will help in most troubleshooting cases where you want to be sure your emails are successfully reaching intended recipients.
Calendar Events
Reservation emails will include a calendar invite. Users can add the dates to their local calendar client which serves as an easy and helpful way to remind users of their reservations.
SMTP
By default, email is sent from "Info@reftab.com". However, if you wish to use your own email, Reftab supports the following SMTP configurations:
- Standard SMTP with Basic Authentication
- Microsoft OAuth 2.0 (click here for how-to)
- Google OAuth 2.0
Equipment Requests
If you're looking for a system that allows end users to browse an equipment catalog for available equipment, or submit requests for new equipment, Reftab has this functionality available to you.
Users can submit requests for equipment in two ways:
- By logging into the user request portal and browsing specific individual assets and submitting a reservation.
- By submitting a request either from a public URL (created by Reftab admins) or from the user request portal and requesting equipment by category or type. The difference here being that users do not need to select individual items to reserve but rather submit a form saying they need a certain quantity of a type of item. For example, “1 MacBook Pro and 1 Charger” or “1 Twelve foot ladder and 3 Drills”.
User Guide
View our guide on equipment requests hereImporting & Exporting Data
Reftab allows you to bulk import data such as a list of assets or a list of loanees. When you import you will be presented with a view that will help you match data to columns.
Bulk Import Asset Loans
You can import a .csv file that includes asset numbers and loanee email addresses to create asset loans in bulk. This process avoids having to manually check out a large quantity of assets by hand.
Asset Overlay Data
Asset overly allows you to update assets in bulk where each asset requires a different field value. This helps avoid having to manually update multiple assets one-by-one.
Reftab has a full export feature. With the click of a button you can export your entire collection of locations and their assets. Exports are done as .CSV files and are grouped and named by location. To export your data, go to the control panel > Import / Export Data > Export All.
Locations
Locations allow for organizing assets where they would exist physically. For example, if you're working at a university type environment or school district, a location can be the names of buildings where assets are located. Or, if you work in the IT field as a managed service provider, a location could be the name of your client sites.
You can group assets into sub-locations to further organize your equipment. For example, an asset can belong to a building and a room. Or, a company and a department. Note that you can use custom name for sub locations by setting a value in "Settings" > "General" > "Sub Locations Custom Label Name"
All assets must belong to a location, but you can easily move assets from one location to another.
Default locations can be set from within the control panel.
NOTE: There is no limit to how many locations you may create.
Tracking Equipment Loans (Borrowed Equipment)
The loans page displays all assets, accessories, licenses and kits that are loaned out along with other details on the items. You can sort items by locations as well as view a location's checked in assets, checked out assets and assets that are currently overdue.
Loanees are borrowers or users of assets, licenses, inventory items
Reftab allows you to store a list of loanees (borrowers). Loanees are anyone, or any group you create that assets can be loaned out to. From the loanees page you can click on any loanee to view which assets are currently checked out to them.
Email Alerts - Overdue Asset Loans
Each loanee you create that includes an email address, will get one (1) email alert sent to them within 24 hours of their asset becoming overdue. New customizations will be included in future updates.
On the loans page, a button is available to manually send an overdue email alert next to each overdue item. This includes assets, licenses and accessory items.
NOTE: There is no limit to how many loanees you may create.
NOTE: You also have the ability to import a .CSV file of existing loanees. Click on the, “Import Loanees” button to upload your file.
Business Hours
Setting business hours ensures that reservations cannot start or end, and loans (at time of check out and designated returned times) cannot fall outside of established hours. If a user tries to reserve or loan any item outside business hours, an error will appear and the action will be prevented.
Once set, business hours will populate on the calendars in your account. The gray area of the calendar indicates time outside established hours. Users are prevented from submitted dates on any grayed out area.
Business hours apply to sub-accounts. Admin accounts are not bound to business hours. Access Roles allow you to set override abilities for users if needed.
NOTE: You can create an unlimited amount of business hours and you can even set business hours per location.
Custody Verification
Custody verification is a crucial component of IT Asset Management (ITAM) platforms for several important reasons:
- Security and Loss Prevention: Custody verification helps prevent unauthorized access to valuable IT assets. By tracking who has possession of each asset, organizations can quickly identify any discrepancies or potential security breaches. This is especially important for sensitive data and equipment.
- Accountability and Compliance: Organizations often need to adhere to compliance regulations and industry standards. Custody verification ensures that assets are used in accordance with these requirements. It also provides an audit trail, which can be invaluable during compliance audits or internal assessments.
- Efficient Asset Tracking: Assets are frequently moved or reassigned within an organization. Custody verification streamlines this process by ensuring that the movement of assets is recorded and approved. This prevents assets from getting lost or forgotten during transitions.
- Remote and Mobile Workforce: With the rise of remote and mobile work arrangements, assets might be used across different locations. Custody verification allows organizations to keep track of assets regardless of their physical location, supporting effective management in distributed environments.
- Liability and Legal Concerns: In situations where assets are leased or subject to warranties, custody verification can help organizations adhere to the terms and conditions of these agreements. It ensures that assets are returned when required, avoiding potential legal issues.
For a walk-through on custody verification click here: Click Here
Custody Verification Reminder Emails
Click "Settings" > "Job Scheduler" > "New Scheduled Job" > "Send Custody Verification Reminders"For a walk-through on custody verification reminders: Click Here
Electronic Signature Capture
You can require that users sign for items which will generate a PDF agreement form listing the items checked out along with the signature, date and time. This provides better proof and tracking of equipment to specific users. Plus holds them accountable to company equipment policies.
See our guide here on capturing electronic signatures and creating PDFs.Click, "Settings" > "Loan Options" > "Configure Loan Signature Requirements". Each category of items can have customized loan agreement text.
Loan signatures are saved and visible on the asset screen:
NOTE: The Reftab mobile apps support digital signatures! (version 3.0.0 and up)
Indefinite Loans
Indefinite loans are used to assign equipment to users when there's no designated return date. For example, an employee laptop would usually be loaned indefinitely because you don't know when they'll leave the company / school.
When checking out equipment on the desktop or mobile app, you'll see a check box, "Indefinite Loan". Use this check box to check out items indefinitely.
If you want indefinite loan checked by default, click "Settings" > "Loan Options" > "Default value for indefinite on loans" > "On" > "Save System-wide settings"
Reserving Assets & Inventory
Any Asset, Accessory or License can be reserved. This allows you to select an item, and reserve it to a loanee for a specific date range. Once it's reserved, a record will be displayed on the Reservations table for you to easily keep track. This Reservations table has filters on it so that you can sort your data to show only reserved assets, or specific locations or specific categories and more.
Whenever an item is reserved, the check-out and reservation calendar will disable the reserved dates. This avoids any possibility of an asset being checked out or reserved for a date range that had been reserved previously. Email alerts are available when assets are reserved.
From the reservations page, you can check out the item or cancel the reservation. If you check out the reserved item, it will mark the item as checked out and due for return on the reservation end date. This will mark the reservation as 'fulfilled'. If you cancel the reservation, the reservation will be marked as 'cancelled' and the dates will be freed up.
Reminder Emails: You can customize reminder emails to send automatically before a reservation starts and when a reservation is overdue.
Calendar Attachment: When an item is reserved, an email alert will send and include a calendar attachment so that the user can easily be reminded of their upcoming reservation.
Auto Cancellation: If a reserved item is not checked out, (fulfilled) the reservation will automatically cancel when the end date is reached. This helps ensure your reservations page doesn’t get filled up, you won’t have to take up time by canceling reservations and items are freed up for users.
Setting Time Blocks
If you have pre-defined events throughout the week, rather than having users click and drag on a calendar and hoping they choose the correct start and end time for their asset reservations, you can create time blocks. Time blocks force a user to click on a preset block of time visible on the calendar.
Each day of the week can have different blocks of time. If some days have blocks and others do not, the ones without any will not be able to be reserved for those days.
To create time blocks click "Settings" > "Loan Options" > "Time Blocks"
Managing Asset Maintenance
Reftab can be used to create work orders which can be assigned to technicians. Technicians can then use the Reftab mobile app's built-in barcode scanner to scan asset tags, pull up work orders on their phone or tablet and log the maintenance work being done. If it is important for your organization to keep equipment well maintained and safe to use, we suggest utilizing Reftab's asset maintenance management feature.
Each asset will have a tab for holding maintenance history. This will display any completed and open maintenance work.
Click the "details" button and you can see the details of a maintenance report.
Creating Custom Asset Maintenance Forms
Asset Maintenance forms are completely customizable so that you can log any type of work needed. Click "Maintenance" > "Maintenance Form Designer"
Next, Give the maintenance form a name This will appear at the top of the form.
Next, create the tasks that are involved with the maintenance work you wish to log.
Give the task a name and set the, "Task Field Type". The field type you select, sets the type of data to be entered. For example, if you select a date picker, then a date picker will display on the form for this specific task. Here are the currently supported task field types:
- Checkbox
- Text Field
- Number Field
- Monetary Field
- Date Picker
- Electronic Signature
- Drop-down List
- Consumable
Next, click and drag the tasks to the "Show These Tasks" column.
Next, click "Preview" so you can see what your form will look like.
Finally, click the "Save Maintenance" button at the top when done.
You can now assign this maintenance work order form to assets.
Preventative Maintenance
You can create recurring schedules that will automatically open work orders on assets. Preventative maintenance avoids asset failures by performing necessary maintenance on a set schedule. Preventative Maintenance can also be used to log critical safety inspections. The system can automatically assign work orders to technicians notifying them via email alerts.
There are two types of ways to trigger work orders on assets:
- Creating a recurring schedule will trigger a work order based upon set dates and times.
- Building workflows that will trigger a work order based upon field values of assets, (see workflow builder).
One of the easiest ways to schedule maintenance using the scheduler is to select a group of assets using the checkboxes:
Then, click the "Bulk Actions" button and select, "Schedule Maintenance"
Then, use the scheduler to choose the type of maintenance, set when to start the work and for how often, from when and for how long, (the calendar shown on the right side will help you visualize the schedule you configure) and select a user to assign the work order to and click "Save Scheduled Maintenance".
Reftab will automatically trigger an email to the assigned user letting them know an open work order has been set on the assets you've chosen.
Note: Combining this feature with automated workflows can be an extremely powerful tool to adjust your assets availability and trigger alerts.
Maintenance Reminder Emails
Click "Settings" > "Job Scheduler" > "New Scheduled Job" > "Send Maintenance Reminder"
From here, give the job a name. Something that will easily define what the job does. Next, set how many hours before or after the maintenance due date you need the reminder email to send.
Negative numbers for overdue (-24 would mean 24 hours past due date)
Positive numbers for before due (24 would mean 24 hours before due date)
Note: You can create an unlimited amount of these reminder emails. Meaning, you can send one email 24 hours before a maintenance due date and another 24 hours after an so on.
Reports
Customized reports can be saved and run in the Reports section. A report needs to be saved before it can be run. After running a report, you can export it to CSV, Excel, or print. When showing assets in a report, you can specify what fields to display in the results. The report builder allows you to assemble reports using easy to understand sentences such as:
Example
“Show Assets
Where Asset has RAM that Is 8GB”
Relative Reporting Reftab provides a valuable report ability called, "relative reporting". This allows you to use terms like, "today", "in six months", "next year" etc. this is an extremely useful way to keep track of equipment on loan or to alert you on specific date values. For example, if you need to track warranty expiration - build a relative report and set the job scheduler to automatically run so that you are notified in advance if any assets will fall out of warranty.
Example:
"Show Assets
Where Asset has Warranty Expiration Date greater than now
And Asset has Warranty Expiration Date less than next month"
NOTE: There is no limit to how many reports you may create.
Automatic Report Scheduler
Once you have created reports, these reports can be sent to desired recipients automatically using the job scheduler. Reports can be run daily, weekly or monthly. The report results will be sent in a .csv file as an email attachment. You may send the report to any email address as well as include a a Cc and Bcc address.
Example: If you wanted to have a backup of all asset data sent to you each Friday at 6:00 PM, create a report like so:
- On the reports page, create a new report.
- Title the report, "All Assets".
- Within the report design area, choose show "Assets".
- Select all fields within the fields display area.
- Click, "Save Report".
- Next, go to the Job Scheduler page in settings.
- Click, "New Scheduled Job"
- Give your job a name, such as 'Backup of All Assets'.
- Under the Job to Run drop-down, choose your report titled, All Assets.
- Next, choose a frequency of Weekly set day of Friday and a time of 6:00 PM.
- Provide email addresses of recipients who should receive the report.
- Click, "Save Job Schedule".
- The report will automatically run at the scheduled time. An email with a .CSV attachment will include the data.
SAML Single Sign-On
Reftab uses the SAML protocol for single sign-on (SSO) into Reftab from your organization's identity provider. You validate usernames and passwords against your corporate identity provider rather than Reftab managing separate credentials for each sub account. Reftab also utilizes Just-In-Time provisioning. These settings allow you to create users on the fly based upon role, department, location, title or other attributes.
You must have an Identity Provider(IdP) which supports SAML 2.0.
How to configure SAML Single Sign-On
- You must be upgraded to the Business plan before you can configure SAML Single Sign-On. (Please email help@reftab.com if you need help)
- Login to your Reftab account and click, Settings.
- Next, click SAML Settings from the list on the left.
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You will be presented with two ways to enter data to configure a connection to your IdP.
- XML Metadata Link
- Provide Settings Manually
- If you choose to provide an XML Metadata Link, Reftab will read the XML file and use it to complete as many of the settings as possible.
- Click the Next button.
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On the page that appears next, you will see the following inputs:
- Domain - the part of user's email address after the @ symbol. In the format of: "Domain.com".
- IDP Entity ID - the name for your SAML entity.
- URI Endpoint - the specific endpoint to handle SAML traffic.
- Attribute to Identify Users - this indicates who the user is via the attribute in the SAML response.
- Certificate - x.509 Certificate - this can be pasted into the available text field.
- Once you're done inputting the settings above, click Save SAML Settings.
- A prompt will automatically appear asking if you wish to set up Just-In-Time provisioning.
- On the SAML Settings page, click Configure Just-In-Time Provisioning.
- You will see a table appear. This is where you will configure mapping rules.
- Click the, Add New Row button.
- Provide an attribute. For example, if you type in "Role", Reftab will look for 'Role' in the response when a user logs in for the first time.
- Provide a value for the attribute you provided in the previous step. For example, if you type in 'Administrator', Reftab will look for the value of 'Administrator' in the 'Role' attribute.
- Next, use the drop-down list to select a role to place the users into. For example, if Reftab sees that the user trying to log in has the attribute of 'Role' and the value of 'Administrator', then you may want to select the role of 'Editor'.
- Click, Save Just-In-Time Provisioning when done.
Once you've got everything set, whenever a user from your domain attempts to login to reftab.com/login the login page will automatically identify that your domain is registered for Single Sign-On and will display an input for the user's email address and a button to "Login with single sign-on". If the user is already logged in to your IdP, they will log into Reftab automatically. If your user is not logged in yet, they will be brought to your IdP login page and will need to input credentials.
GSuite Documentation
This page can be used to assist in setting up a custom SAML application in GSuite:
https://support.google.com/a/answer/6087519?hl=en
After you've created the SAML application in GSuite:
- Copy the Entity ID field that auto-populated. In your Reftab account, paste it into the, "IDP Entity ID" field.
- Copy the SSO URL that auto-populated. In Reftab, paste it into the, "URI Endpoint" field.
- Download the X.509 certificate. In Reftab, paste the text of the certificate into the, "Certificate" field.
- Note: The "Encryption Certificate" field in Reftab is optional depending on the setup of your SAML IdP. Most providers use the same certificate for both "Encryption Certificate" and "Certificate"
- You'll need to expose the email attribute from GSuite. In Reftab, you'll use the name of the attribute exposed which contains the email in the field, "Attribute to Identify Users" in your Reftab account.
- Additionally, you'll want to make sure the application in GSuite is enabled. In Google Admin click, "Apps" > "SAML Apps" > "Settings for Reftab" click the three dots icon and select, "ON for everyone".
Active Directory LDAP Sync / SCIM Provisioning
The Reftab platform is configured to utilize an LDAP connection to query your Active Directory and automatically create loanees (borrowers of equipment). An even better option is to setup a SCIM provisioning. This is a great way to avoid the manual process of creating loanees for each user in your organization.
See our user guides below
View the below video on the benefits of SCIM provisioning with Reftab
Control Panel Settings
The control panel includes the functionality to:
- Change your password.
- Change your account email.
- Manage billing, in which you can upgrade to one of our paid accounts or edit your payment information.
- Import and Export your data.
- Set site preferences such as date format and default locations.
- Enable / Disable Two-Factor Authentication
- Security - to log out your remote sessions on other browsers and mobile devices.
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Manage Sub-Accounts - These are accounts you create to give other people access to your assets. Sub-Accounts can be set to, “Viewer” or “Editor” depending on what kind of access you want to assign to them.
- Viewer Rights: Not able to make any changes to locations, categories, assets or loanees. Unable to check assets in or out.
- Editor Rights: Full access to make changes to locations, categories assets and loanees. They can check assets in / out. They cannot create sub-accounts or edit access rights.
- Change how assets are displayed. Either grouped by location or in an all assets view.
- Set a default limit for how many concurrent loans any single user can have.