Assets

One complete record.
Every asset.

Serial number, barcode, warranty date, what it cost and what it is worth now. Ruya will not save an asset without them, so the record is finished long before the morning anybody needs it.

  • Twelve fields required before an asset will save at all
  • Floor and room picked from the building’s own lists, not typed into a box
  • The vendor who services it, and the work already open on it, on the record

Nobody fills in the gaps at six in the morning. There are no gaps.

Book a demo See what happens when it fails

A record that answers the question before you climb

Not a line on a spreadsheet, and not a photo of a data plate on somebody’s phone.

Assets is a tab on the building record, next to the floor plans, the room data and the permits. Open the building and the equipment installed in it is right there, whoever bought it and whenever it went in.

MERIDIAN HEALTH · GREENWOOD MEDICAL CENTERWest Region
Greenwood Medical CenterRiverside Campus · 6 floors · 214 rooms
Acute
Floor PlansProject FilesBuilding DataCompliance BinderPermitsWork OrdersMaintenance SchedulerAssetsVendorsRequests Status
Assets on this building
AHU-7HVAC · Calder Air AH-410Operational
Fire Pump 01Fire protection · Halden FP-750Operational
STER-2Sterilizers · Vantage SV-40Operational
Generator 02Electrical · Wexford WG-1250Not Operational

Search the name, or filter by manufacturer, status and category. Sort any column, choose which columns you want to see, and expand a unit to find the components sitting underneath it.

GREENWOOD MEDICAL CENTER · ASSETS6 assets
Search Asset
Manufacturer Status Category Columns
NameCategoryModelStatus
AHU-7Calder AirHVACAH-410Operational
AHU-7 Heating CoilCalder AirHVACHC-88Operational
Fire Pump 01HaldenFire protectionFP-750Operational
STER-2VantageSterilizersSV-40Operational
Generator 02WexfordElectricalWG-1250Not Operational
Med Gas Manifold ALarkinMed gasMG-60Operational

Model, manufacturer, serial number and barcode. Every one of them required, so the plate on the side of the unit is on the record and nobody climbs up to read it twice. A photo of the unit goes on it as well.

AHU-7 · ASSETDetails
AHU-7Rooftop air handler
Info
ModelAH-410
ManufacturerCalder Air
Serial Number8J4419-2207
Barcode4471 0982 3316
CategoryHVAC
StatusOperational

Building, floor and room, chosen from the building’s own lists rather than typed, so an asset cannot end up in a room that does not exist. The person who owns it and the vendor who services it sit on the same record.

AHU-7 · ASSETLocation
Location
BuildingGreenwood Medical Center
FloorFloor 03
RoomRoom 3142
Address4523 Maple Street, Springfield, IL
Assignment
Assigned ToMarcus T.
Assigned VendorNorthgate Mechanical

Purchase price, residual value, useful life, and the date it was placed in service. Current value is worked out from those rather than typed by anyone, and a warranty expiration is required on every asset in the system.

AHU-7 · ASSETDepreciation
Depreciation
Purchase Price$412,000
Residual Value$52,000
Useful Life15 years
Current Value$412,000 Aug 2026
Dates
Placed in ServiceAug 01, 2026
Warranty ExpirationAug 01, 2031
MERIDIAN HEALTH · GREENWOOD MEDICAL CENTERWest Region
Greenwood Medical CenterRiverside Campus · 6 floors · 214 rooms
Acute
Floor PlansProject FilesBuilding DataCompliance BinderPermitsWork OrdersMaintenance SchedulerAssetsVendorsRequests Status
Assets on this building
AHU-7HVAC · Calder Air AH-410Operational
Fire Pump 01Fire protection · Halden FP-750Operational
STER-2Sterilizers · Vantage SV-40Operational
Generator 02Electrical · Wexford WG-1250Not Operational

Something goes wrong with the unit. Everything you need is already on it.

One air handler, four screens apart, on the morning it starts misbehaving.

Search

Search the name, or narrow by category, manufacturer and status. The barcode on the side of the unit is on the record too, so the tag in your hand is enough to land on the right one, and the parts underneath it come up with it.

GREENWOOD MEDICAL CENTER · ASSETS2 results
AHU Asset
Manufacturer Status Category: HVAC Columns
NameCategoryModelStatus
AHU-7Calder AirHVACAH-410Not Operational
AHU-7 Heating CoilCalder AirHVACHC-88Not Operational
The record

Model, serial and barcode, the status somebody has just changed, and the date the warranty runs out. This one went in weeks ago and is covered until 2031, so the vendor already sitting on the record is the call you make, and it is a different call from the one you were about to make.

AHU-7 · ASSETDetails
DetailsUpdatesSub-AssetsWork Orders
AHU-7Rooftop air handler
Not Operational
ModelAH-410
Serial Number8J4419-2207
Barcode4471 0982 3316
Cover
Warranty ExpirationAug 01, 2031
Assigned VendorNorthgate Mechanical
Sub-assets

An air handler is not one thing. The supply fan, the return fan and the heating coil are their own records underneath it, each with a model, a serial and a warranty of its own, so what went wrong is recorded against the part it went wrong in.

AHU-7 · SUB-ASSETS3 sub-assets
DetailsUpdatesSub-AssetsWork Orders
AHU-7Rooftop air handler
Not Operational
Under this unit
AHU-7 Supply FanSF-220 · SN 4471-8802Operational
AHU-7 Return FanRF-180 · SN 4471-8803Operational
AHU-7 Heating CoilHC-88 · SN 4471-8804Not Operational
Work orders

The work raised against this asset, with its priority and who is holding it. The quarterly service that is already scheduled is sitting here too, so nobody writes a duplicate and nobody sends a second truck to a unit somebody is already standing on.

AHU-7 · WORK ORDERS2 work orders
DetailsUpdatesSub-AssetsWork Orders
AHU-7Rooftop air handler
Not Operational
AHU-7 not holding setpointrepair
HighOpen
Marcus T.Due Aug 07, 2026
Quarterly filter changepreventative
MediumIn Progress
Marcus T.Due Aug 21, 2026

None of this was gathered after the fault was reported. It was required on the day the asset was created.

GREENWOOD MEDICAL CENTER · ASSETS2 results
AHU Asset
Manufacturer Status Category: HVAC Columns
NameCategoryModelStatus
AHU-7Calder AirHVACAH-410Not Operational
AHU-7 Heating CoilCalder AirHVACHC-88Not Operational

The moments a missing asset record costs somebody their morning

None of these are unusual. They are the ordinary life of a piece of hospital equipment, before and after the record is complete.

The moment✗ Before✓ With Ruya
A unit goes down at six in the morning
✗Somebody drives in to read the plate on the side of it
✓Model, serial and barcode are already on the record
Is it still under warranty
✗Check the closeout binder, if anybody kept it
✓A warranty date on every asset, because it will not save without one
Who services this one
✗Ask around, or go looking for last year’s invoice
✓The assigned vendor is on the asset
Two people report the same failure
✗Two work orders, two trucks, one annoyed contractor
✓The work already raised is on the unit itself
Capital planning asks what to replace next
✗A spreadsheet somebody built once and nobody trusts
✓Current value, worked out from price, residual and useful life

Nothing optional, on any asset you enter

The completeness is the product’s, not a policy your team has to keep enforcing.

12fields required before an asset will save
2levels on every record, the unit and the parts inside it
100+buildings on the platform
0per-seat licenses for the vendors who service your equipment

These are structural, not measured. Serial, barcode, purchase price, useful life and warranty expiration are all mandatory, which is why the record is finished on the day it is created rather than the day somebody finally needs it.

Who stops guessing

The answer is on the unit, not in somebody’s memory.

Already knowing, before you climb

Model, manufacturer, serial and barcode on the record, so the trip to the roof is the repair and not the survey.

One call, not four

The vendor who services this unit is on the asset. Nobody works out who to phone while the room warms up.

The part, not the unit

Sub-assets separate the supply fan and the compressors from the box they sit in, so the failure lands on the right record.

Equipment you can produce, one building at a time.

Scoped to the building

Assets is a tab on the building, beside the floor plans and the room data, which is the order a surveyor asks in.

Filterable while they watch

Manufacturer, status and category, on the screen in front of you, not in a report you have to go and request.

Paperwork on the record

The warranty and insurance documents attach to the asset they cover, rather than living in a folder named after a year.

Replacement decisions with the numbers already attached.

Every asset costed

Purchase price, residual value and useful life are required, so there is no column of blanks to chase before a budget cycle.

Current value, not last year’s

Worked out from what was entered, on every record, rather than rebuilt by hand each time somebody asks.

Cover before spend

A warranty date on every asset tells you which repairs you should not be paying for at all.

What facility leaders say about equipment records

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A unit is installed in a real room, in a real building

Which is why the asset record sits on that building, next to everything else that describes it.

The company that services a unit is in the vendor directory, tied to the buildings they are contracted for. The work raised against it runs through work orders, and the visits that repeat sit in the maintenance schedule. The room it is installed in carries its own department and use in the room record, on a floor you can open in the current floor plan. And the project that put it there is still on the building in project files.

VendorsThe company that services the unit, limited to the buildings they work in. Work OrdersThe work raised against the asset, with priority and owner. Maintenance SchedulerThe visits that come round again, on the same building. Building DataThe room it is installed in, and what that room is used for. Project FilesThe project that installed it, still on the building.

What is hospital asset tracking software?

Hospital asset tracking software is a system that keeps a registry of a hospital's life safety and MEP equipment, including fire dampers, medical gas valves, air handlers, and generators, with each asset's location, warranty, install vendor, and maintenance history. Facilities teams use it to pull an asset's full record on the spot for staff, contractors, and Joint Commission (JC), DNV, or CMS surveyors. Ruya Assets is a software and service solution: every asset is pinned to its room on the floor plan, with its full history in one per-building registry.

Questions facility leaders ask

For the equipment record on a building, yes, that is what it is for. Ruya holds the asset itself: what it is, where it is, what it cost, who services it and how long it is covered. Work orders and scheduled maintenance run against that record rather than against a separate equipment list somebody has to keep in step with it. What it is not is a biomedical device system.

Building equipment. Rooftop units, air handlers, boilers, pumps, panels, generators, and the components inside them. The categories are yours to set. Medical devices are not what this is built for, and we would rather say so now than have you find out in month three.

Yes, and the required fields are the honest constraint. An asset will not save without a serial number, a barcode, a purchase price and a warranty date, which usually means one pass to fill the gaps in the list you are bringing. Most teams find that pass is where the value actually is, because it is the first time the list has been complete.

They do. A supply fan or a compressor inside a rooftop unit is its own asset, with its own model, serial, vendor and warranty, linked to the unit it sits in. Both appear in the building list, the part indented under the unit, so a failure is recorded against the thing that actually failed.

From what was already entered: purchase price, residual value, useful life and the date it was placed in service. It is not a field anybody types, which is the reason it does not quietly go stale between budget cycles.

Yes, limited to the buildings they are contracted for and nothing else in the portfolio. There is no per-seat license for them either, which is usually the difference between a system that gets used by the people doing the work and one that does not.

Bring the unit nobody can find the paperwork for.

The one where the serial number lives on a photo on somebody’s phone. We’ll put it into Ruya with its vendor, its warranty date and its numbers, and you can see what the record looks like when it is actually finished. Twenty minutes, with the founder, not a sales rep.

  • See your own equipment, on your own building
  • Ask the hard questions, pricing included
  • Leave with clear next steps, or a clean no

Rashad Mujeebuddin, Founder, Ruya

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