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How to Manage Asset Inspections and Certificates

Generate inspection certificates and track equipment compliance.

Overview

XMP's inspection system lets you record inspections for your assets and automatically generate PDF certificates. These certificates are stored centrally and can be viewed in both the web platform and mobile app. This helps you maintain compliance and provides a clear audit trail for all your equipment.

Types of Certificates

Internal Certificates

Internal certificates are generated when you complete an inspection in XMP. If your Asset Type has "Internal certificate required" enabled and includes inspection questions, XMP will create a PDF certificate automatically.

  • Inspection questions come from the Asset Type
  • Your company branding is automatically applied
  • Certificates can be viewed and downloaded as PDFs
  • Inspection history is retained per asset

External Certificates

External certificates are documents you upload, such as manufacturer conformity certificates or third-party inspection reports. Upload these when creating or editing an asset if the Asset Type has "External certificate required" enabled.

How to Create an Inspection Certificate

  1. Go to Main Menu → Assets → Asset Certificates
  2. Click "Add New" in the top corner
  3. Select the Asset you want to inspect
  4. Set the Certificate Expiry Date
  5. Answer the Inspection Questions (these come from the Asset Type)
  6. Add any Comments about the inspection
  7. Click Save

Setting Inspection Dates on Assets

When creating or editing an asset, you can set an inspection date and expiry duration. This tells XMP when the next inspection is due and affects the asset's status colour. The inspection date you add can be either an existing inspection date or a future one.

Viewing Certificates

All certificates are stored centrally and can be accessed from:

  • The individual asset record
  • The Asset Certificates section
  • The mobile app (as downloadable PDFs)

Certificate Management Best Practices

  • Set up inspection questions in your Asset Types before creating assets
  • Review expired assets regularly to schedule inspections
  • Use the asset status filters to find assets needing inspection
  • Keep external certificates up to date by uploading renewals