Platform
One controlled record, and a history that cannot be quietly rewritten.
Setl Property is built around a single idea: an accountable item should have one record, and every change to that record should be an event you can point at during a review.
What the platform holds
Eight working parts, no modules to buy separately.
Property accountability fails at the seams between systems. Everything below operates on the same record.
- Accountable asset register
- One record per accountable item or lot, holding the asset identifier, serial number, project or grant association, funding line, acquisition source, custodian, location, condition, and quantity.
- Custody and hand receipts
- Every change of custody is recorded with the previous and new custodian, the previous and new location, the acting user, and an acknowledgement captured at the point of transfer.
- Location verification
- Each record carries a location of record and a flag stating whether that location has been physically verified. Verification is measured against a window you set — 180 days in the demonstration environment.
- Condition and inspection
- Condition determinations are recorded as inspection events, so the condition shown on a record is always traceable to who assessed it and when.
- Review exceptions
- The register is checked continuously for missing custodians, unverified locations, missing serial numbers, overdue verification, absent project association, pending partner confirmations, and condition reviews.
- Exports and reports
- Register, custody-history, verification, condition, project-summary, and partner-held exports, produced as CSV or a print-ready document.
- Asset labels
- Durable labels carrying the asset identifier, item detail, project association, and a QR code for convenient access to the record.
- Partner-held equipment
- Records held off-site by a field partner or implementing organization are flagged separately and carry their own confirmation status, so distributed holdings are never invisible in the register.
The record
What a controlled asset record contains.
A register that cannot answer “which item, held by whom, under which project, verified when” is a stock list with extra columns.
| Field | Why it is held |
|---|---|
| Asset identifier | Organization-assigned tag number that makes the item individually addressable. |
| Serial number | Manufacturer identifier used to distinguish otherwise identical items. |
| Project or grant and funding line | Associates the item with the program, project, or grant it is accountable under. |
| Acquisition source | Donor-furnished, grant-purchased, or organization-acquired with title vested. |
| Custodian and contact | The named individual who has acknowledged responsibility for the item. |
| Location and verification flag | Where the item is recorded as being, and whether that has been physically confirmed. |
| Condition | The condition of record, traceable to a specific inspection event. |
| Accountable quantity | Unit count, so lot records reconcile to a total number of accountable units. |
| Event history | Append-only chronological record of every change, with previous and new values. |
Event model
Append-only by design.
There are no edit or delete controls on the activity history. A correction is a new event that states what changed, who changed it, and what the value was before.
This matters in a review. A register that can be edited in place can only tell you what someone believes today. An append-only history tells you what the record said at any point in time, and who asserted it.
Each event carries an event type, a timestamp, the acting user and their role, the previous and new values where applicable, and an indicator of the supporting evidence held against it — a signature, photograph, document, barcode scan, or email.
Event types
- Asset received
- Property identifier assigned
- Custody assigned
- Custody transferred
- Location verified
- Condition inspected
- Issue reported
- Inventory confirmation requested
- Record flagged for review
- Disposition initiated
Scope
What Setl Property does not do.
Being explicit about the boundary is part of the product.