# Phase 5 walkthrough

Sign in with your existing company administrator account and complete MFA. The Zentrik workspace navigation now contains **Assets**, **Fleet**, **My equipment**, **Forms & approvals** and **Reports**. Existing employee, payroll and document records remain in their original modules.

## Asset custody

1. Open Assets → Asset categories & depreciation. Set a category and its useful life in months.
2. Register an asset with an uppercase tag, name, serial, purchase date, currency, cost and estimated salvage value. Add warranty and maintenance dates when applicable. The category life is copied onto the asset.
3. Open its record. Use the printable Code 39 barcode to label equipment; scanning the tag into inventory search finds the record. The barcode contains only the tag.
4. Record a handover to an active employee with condition/evidence. An approved exit blocks new assignments. Optionally link an open equipment/onboarding lifecycle task belonging to that employee.
5. The employee opens My equipment and accepts the handover. Acceptance records their identity/time and completes a linked onboarding equipment task.
6. Receive the return with inspection evidence. For a transfer, receive the old custody first, then issue a new handover. Both holders and their evidence remain in history.
7. Record maintenance, physical verification or costs on the equipment record. Maintenance requires the next due date. Request disposal only after all custody is returned; another authorized user must approve disposal. Disposed equipment cannot be issued or given further operational events.

## Fleet and verified drivers

Register an available, never-issued asset first, then add it under Fleet with plate, VIN, required licence class, odometer, compliance dates and next service date/mileage. Choose the class from your organization's verified fleet policy; this application does not infer statutory driving categories.

Use the existing encrypted Document vault to upload, scan and verify company/branch registration, insurance, permit and inspection evidence. Link each document on the vehicle's equipment record using the corresponding purpose. Its expiry updates the matching vehicle date. Assignment requires all four current, verified, scan-ready evidence records.

Upload and verify the employee-owned driver licence through the vault. A reviewer authorized to view that document records its employee, verified class and matching expiry under Fleet → Verify a driver licence. Issuance checks active employment, approved exits, configured class, licence and supporting document expiry, vehicle evidence, registration/insurance/permit/inspection, maintenance, service date and mileage. Expiry is valid through the recorded local date; maintenance/service becomes due on its scheduled local date.

Record mileage, service, fuel, fines, accidents and other costs on the equipment record. Mileage cannot decrease. A service record requires a new future date and mileage above the current reading. Financial events store exact minor units in the asset currency and require evidence. They are cost records; they do not initiate payments or postings to payroll.

## Lifecycle integration

Accepted equipment handovers complete linked onboarding equipment tasks. Approved transfers, promotions, demotions and department/manager changes create asset/fleet review tasks when the employee has current custody. Custodians review whether to retain, return or transfer equipment; career changes do not silently reassign it.

Asset and fleet exit clearance inspect live custody before accepting sign-off. Final employment archiving independently checks all open equipment/vehicle custody again, including records retained after module deactivation. An approved exit blocks new issuance. The existing seven-task exit and approved finance settlement checks remain in force.

## Custom forms and approvals

An administrator opens Forms & approvals → Build a custom form, adds typed fields (text, number, date or choice) and publishes it. Field keys identify conditions; choice options are comma separated. Publishing creates a new definition; existing records are not rewritten.

Build an approval workflow with a form or one of the registered asset, fleet or lifecycle decision events. Add and reorder steps. Select one or more named approvers per step: selected independent reviewers act in parallel, and the next step opens only after they all approve. Optionally attach a typed form-field condition (equals, not equals, at least, at most). Equality compares the exact submitted text; numeric at-least/at-most conditions require number fields. Set each step's SLA in hours. Conditions select steps at submission; at least one must match.

A submitted run snapshots the form labels, answers and complete selected rule. Later configuration changes cannot alter the run. The requester cannot approve their own submission, including via delegation. Rejection cancels outstanding parallel tasks. An approver may delegate to another active company approver for a nonoverlapping date range; decisions retain the assigned reviewer and actual actor.

Event workflows create independent reviews in the business transaction. They do not override equipment, employment, payroll or document authorization. Configure an independent reviewer, otherwise the originating transaction is rejected with an actionable validation error. **Pause new submissions** disables a rule for future events/forms; existing reviews remain open. Publish a replacement definition to change future routing.

## Monitoring, dashboards and exports

Reports shows current HR/compliance/equipment/fleet/workflow counts only when your permissions and module entitlements allow access. Asset book values can be calculated for an earlier date. Current statuses are explicitly distinguished from book-value dates. CSV exports support HR, compliance, assets and fleet, neutralize spreadsheet formulas, retain tenant context while streaming and create an audit event. Currency values are never aggregated across currencies.

The queued EscalateAutomation job runs every five minutes when the deployment scheduler/worker is enabled. It records overdue approval escalation once, queues daily deduplicated equipment/service/compliance risk notifications and rechecks active driver eligibility. It creates reference-only bell deliveries. It does not automatically stop a vehicle, authorize a legal operation or dispatch mail.

For a specific company, `php artisan zentrik:equipment:monitor zentrik` checks risks and queues reference-only bells without processing the existing SMTP delivery backlog. The desktop scheduler and general notification worker have not been started by this phase.