How does chain of custody tracking work in FireFlight?

How does FireFlight handle temporary checkouts and overdue asset returns?

What apps does Ownership and Custody integrate with?

Asset Master Records Warranty Management Work Orders IT Asset Management Location Mapping Audit Trail

What does the Ownership and Custody app actually track?

• Primary ownership and active custodians by user, team, or department: Three distinct accountability roles tracked per asset: primary owner, active custodian, and temporary holder. Each role assigns to a specific user, team, or department. All three are visible from the asset record simultaneously without requiring separate lookups.
• Custody transitions with timestamps and linked user records: Every transfer creates a new entry in the chain of custody log rather than overwriting the previous record. The full history from first assignment to current holder is unbroken and auditable. Each entry links to the user records involved in the transition.
• Temporary assignments, mobile checkouts, and shared usage: Checkout events log with start and expected return dates distinct from permanent ownership records. Shared assets in rotation across a team track each active holder separately. The temporary nature of the assignment is clear in the record without ambiguity about who is currently responsible.
• Overdue return notifications and expired custodial record flags: Assets with past-due return dates surface automatically in the overdue dashboard and trigger notifications to the responsible party and supervisor. No manual review cycle required to identify what has not come back.
• Link to warranty, service history, and location records: The custody record connects to the asset's warranty status, work order history, and physical location. Whoever is responsible for the asset sees its full context from one record rather than navigating to multiple systems to assemble a complete picture.
• Role-based filters by custodian, owner, or department: The full asset inventory filters by current custodian, primary owner, team, or department in real time. An IT manager sees every asset currently held by a specific user. A compliance officer sees every asset assigned to a regulated department. Both queries run against live custody records.
• Fully auditable chain of custody logs: Every assignment, transfer, checkout, and return is timestamped and linked to user records. The log is available for compliance review, warranty disputes, insurance claims, and audit findings without reconstruction from paper records or email history.

What changes after deploying Ownership and Custody?

• Missing asset investigations stop requiring interviews and manual log reviews. The chain of custody shows the last confirmed holder, when they took possession, and whether a return was ever logged. The answer is in the system.
• Overdue checkouts surface automatically before they become untraceable. Notifications go to the responsible party and supervisor without requiring anyone to manually audit a sign-out log.
• Warranty and insurance claims have the documentation they require. Who had the asset, during what period, and under what assignment is in the system record rather than assembled from recollection after the fact.
• Compliance audits that require asset accountability documentation are answered from the chain of custody log. The trail is current, complete, and available without a preparation period.
• Department disputes about asset responsibility stop being argued from memory. The assignment record shows who was responsible and when. The conversation shifts from accusation to documentation.