Describe the assets your facilities or IT team manages. Makeform creates an asset survey for identification, location, custodian, condition, photos, and follow-up actions.
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Sample prompts for the builder
Choose a starting point, revise the prompt, or send it to the builder. The displayed structure is an example.
Audience
IT staff auditing laptops, monitors, and mobile devices
Format
Mobile survey with asset lookup and photo evidence
Prompt size
290 chars
Example form structure
Mobile survey with asset lookup and photo evidence
Asset tag and serial number
Device type, manufacturer, and model
Assigned employee and location
Operating status and physical condition
Photos and recommended action
Suggested routing tags
In service
Needs attention
Retire or replace
Use a stable asset tag as the primary identifier so every inspection connects to the same item.
Step 1
Identify
tag, serial number, category, and model
Step 2
Locate
site, room, custodian, and department
Step 3
Assess
status, condition, defects, and photos
Step 4
Act
keep, repair, transfer, replace, or retire
Why use an asset survey
A purchase list rarely shows current location, custodian, or condition. A survey captures them during inspection.
Asset tags and serial numbers connect each response to one laptop, pump, monitor, or tool.
Record the room alongside the assigned person or team to investigate misplaced assets.
Turn each condition rating into a keep, repair, transfer, replace, retire, or investigate action.
Designed for real inventories
Match field order to a building walkthrough or employee confirmation.
Track model, serial, user, warranty, status, accessories, and replacement recommendation.
Capture room, installed equipment, condition, access constraints, and issue photos.
Let staff verify assigned items and flag equipment to return, locate, or support.
Combine age, utilization, maintenance, condition, and service outlook for replacement reviews.
Survey workflow
Start with the decisions your team needs, then collect the identifiers and evidence that support them.
Specify categories, sites, teams, decisions, condition scale, and asset-tag format.
Put location first for room walks or custodian first for employee confirmations. Add conditional defect fields.
Submit several asset types and check that identifiers, photos, and repair details appear correctly.
Send responses to your process and separate repair, transfer, replacement, and investigation queues.
Survey vs list vs paper
The collection method determines whether staff capture consistent evidence beside the item.
Field guide
Use these six sections, keeping fields consistent with your register.
Identity
Asset names repeat. Capture the organization tag and serial number separately, then add category, make, model, and a label photo.
Placement
Capture site, building, floor, and room for retrieval, plus custodian, department, or team for follow-up.
Condition
Define options in observable terms: fully functional, functional with a defect, unavailable, or not found.
Lifecycle
Installation year, warranty expiry, last service, and replacement period put current condition in context.
Evidence
Ask for an overall image, tag, and close-ups only when damage, missing parts, or access issues are reported.
Disposition
Ask whether to keep, repair, relocate, reassign, replace, retire, or investigate, then collect urgency and destination team.
Related tools
Use focused forms for checkout, transfer, inspection, maintenance, and ongoing inventory.
FAQ
Answers for teams preparing an inventory or condition review.
An asset survey reviews physical items an organization manages. It records identity, location, custodian, operating status, condition, and next action. Teams use it to refresh inventory and identify items for repair, transfer, replacement, retirement, or investigation.
Include asset tag, serial number, category, model, site, room, custodian, status, condition, defects, photos, inspector, and date. Add lifecycle dates where useful. Finish with recommended action, urgency, and follow-up owner.
Use observable options such as fully functional, usable with wear, repair needed, unusable, missing, and not inspected. Keep operating status separate from appearance. Require a defect description and photo when attention is needed.
Yes. Ask for employee, assigned item, tag, serial number, location, condition, accessories, and a photo. Let staff flag items that need support, return, or investigation, then route exceptions to IT or asset control.
Require an asset tag and capture the serial number separately. Use controlled category and location lists. Provide a missing-label path with a temporary reference and photo. Compare identifiers before merging responses into the register.
Yes. Add uploads for the item, readable tag, and defects. Conditional logic can show component, impact, urgency, and close-up fields only when a response requires follow-up.
Yes. Makeform provides unlimited free forms and responses. Generate, edit, publish, and use the survey without form or response caps. The paid tier removes the Makeform badge.
Review missing identifiers, then reconcile confirmed items with the register. Separate repair, transfer, replacement, retirement, and investigation queues, assign owners, and retain the survey date. Review recommendations before updating your system of record.
Turn the walkthrough into a usable inventory.
