MABEN TAG

Fixed-asset inventory for Canadian hospitals

Every room walked. Every asset accounted for.

MABEN TAG gives your team the tablet app, the method and the close-out report to inventory hospital equipment room by room, and reconcile it against your fixed-asset register during the walk.

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The Tag & capture screen on a tablet: the room being walked, the tag number just scanned, and the list of register lines expected in the room, one of four found.
Illustrative: the fictional demo hospital.

Product tour

See MABEN TAG in 75 seconds.

A narrated tour with captions, in the fictional demo hospital: from the room walk to the close-out report.

Read the transcript

A hospital’s fixed-asset register drifts a little every year. MABEN TAG is how your team checks it against what’s really on the floor.

Each hospital is a project. Its checklist follows a built-in six-stage method, and ticks itself from the data.

Crews walk room by room, tag each item — barcode, QR or RFID — and record it on a tablet, even offline. Each room opens with what the register expects there, ticked off as it’s found.

What isn’t found becomes a ghost candidate when the room is closed. Departments sign off on the tablet, and a blind recount measures accuracy.

So reconciliation happens during the walk, not weeks later: ghost assets with their net book value, unrecorded additions, and suggested matches for a person to confirm.

The close-out report is audit-ready: sign-offs, measured accuracy, and the source of every value.

Exports follow your CMMS or ERP layout, and the next inventory starts from this one.

And Ask MABEN answers from the project’s own records. It suggests; a person applies. It never changes data on its own.

MABEN TAG. Every room walked. Every asset accounted for. Try the demo at maben-tag.ca.

Why it matters

Counting is the easy part. Reconciling is the work.

A fixed-asset register drifts a little every year. When the count and the books only meet after the crew has left, the questions come too late to answer on the floor.

  • Weeks later

    Ghost assets stay on the books.

    Lines nobody has seen in years keep their net book value.

    During the walk

    Ghosts surface room by room.

    Whatever the register expects in a room and the crew doesn’t find becomes a ghost candidate when the room is closed, with its net book value.

  • Weeks later

    Questions arrive after the crew has gone.

    Departments are asked about missing items when nobody is left to look.

    During the walk

    Departments search while the crew is on site.

    Each department gets its “still to find” list during the walk, so missing items can be located the same week.

  • Weeks later

    Equipment on the floor isn’t on the books.

    Items bought or donated outside the usual path are never capitalised.

    During the walk

    Additions are listed for your capital review.

    Split into likely capital and below your threshold, each with a probable value and where that value came from.

  • Weeks later

    “Who checked this room?”

    Coverage is asserted rather than shown.

    During the walk

    Every room has a status, a time and a technician.

    Department leads sign off their area on the tablet, and the signatures go in the report.

  • Weeks later

    The register’s own problems stay hidden.

    Repeated asset numbers, placeholder serials and locations that no longer exist.

    During the walk

    A health check at import.

    The problem lines come back to your team as a file, before the walk starts.

Who uses MABEN TAG

For the teams that run the inventory.

A subscription for organizations that inventory hospital equipment, for themselves or for their clients.

Hospitals and health authorities

For in-house teams: finance, biomedical engineering, facilities.

  • Your own crews walk the rooms on tablets, and finance reconciles as they go.
  • Each hospital or site is a project, and the next inventory starts from the last one.
  • Audit mode: have your own count checked independently, in a random sample of rooms.

Inventory and advisory firms

For firms that run inventories for hospital clients.

  • Many client projects, each with its own register, rooms and settings.
  • Your crews, the built-in method, and the close-out report and register file each client expects.
  • Coming: a portal where your clients see their results later, without a copy of the app.

A six-stage method, built in

Six stages. One checklist everyone can see.

The method comes from real hospital inventory engagements, and every project follows it. The checklist on the project dashboard ticks each stage off from the project’s own data, so the crew on the floor and the office see the same progress.

01 · Discovery

Agree what is counted, and what you get back.

Before anyone walks a room.

  • Sites, buildings and departments in scope; capital items only or non-capital too; your capital threshold.
  • The fields to record per equipment category, such as risk class and PM due date for biomedical equipment, or hostname and MAC address for IT. They are set up as project fields, so the crew can’t skip them.
  • The identifiers already on your items: asset numbers, biomed numbers, IT asset numbers, old barcodes. All are recorded and used for matching.
  • A test extract of your register, imported to check its columns, cost centres and locations.
  • A contact in each department, and the clinical areas to plan around: isolation rooms, sterile fields, after-hours windows.
The project dashboard: the engagement checklist at the pilot stage, with discovery done, and tiles for rooms complete, register verified, ghost assets and items not on the register.
Illustrative: the fictional demo hospital. Screen: Dashboard, with the engagement checklist.

02 · Statement of work

One page, signed before the walk.

Everything the inventory commits to, before it starts.

  • The rooms and departments in scope, with the room list imported into the app.
  • The deliverables: the register file in your system’s layout, the close-out report and the tags.
  • The timeline.
  • The accuracy target, and how it will be measured: a blind recount of a random sample of rooms.
  • How departments sign off their areas.
The project dashboard with the engagement checklist.
Illustrative: the fictional demo hospital. Screen: Dashboard, with the engagement checklist.

03 · Pilot

One department first. Ideally the hardest.

Proving speed and accuracy where things are hardest, before the rollout.

  • Walk one department, ideally the one you worry about most.
  • Measure throughput (assets per technician per day, on the dashboard) and accuracy (a blind recount of a sample of the pilot’s rooms by a second technician).
  • Review the results with the sponsor, then adjust fields, label placement and the schedule before rollout.
The project dashboard, with the engagement checklist open at the pilot stage.
Illustrative: the fictional demo hospital. Screen: Dashboard, at the pilot stage.

04 · Rollout

Room by room, reconciled as we go.

Reconciliation happens during the walk, not weeks later.

  • Each room opens with what the register expects to find there. Items are ticked off as they are tagged and matched.
  • Anything not found when the room is closed becomes a ghost candidate straight away.
  • Department contacts get their “still to find” lists while the crew is still on site.
  • Rooms that can’t be finished, such as an occupied isolation room, are flagged for a revisit, with the reason.
The Tag & capture screen, with the list of register lines expected in the room.
Illustrative: the fictional demo hospital. Screen: Tag & capture.

05 · Reconciliation

Matched on evidence. Confirmed by a person.

Four lists, each with the figures finance needs.

  • Automatic matching by your asset number, then by a unique serial number. A scored description match is only suggested, for a person to confirm.
  • Ghost assets: on the books but not found, with their net book value. Final once every room in their area has been walked.
  • Additions: found but not on the books, with likely-capital items separated from the rest.
  • Variances: cost-centre moves, serial differences, non-functional equipment.
  • Each department lead signs off on the tablet when their area is complete.
The Reconcile screen: match rate, ghost assets with net book value, items not on the books, suggested matches to review and variances.
Illustrative: the fictional demo hospital. Screen: Reconcile.

06 · Close-out

A report you can hand to the auditor.

Marked Final only when every room is walked and every suggested match decided.

  • An accuracy check: a random sample of completed rooms recounted blind by a second technician. The agreement rate is printed as a measured figure, not a promise.
  • The close-out report: executive summary, scope, progress, reconciliation, ghost assets with net book value, additions, exceptions, accuracy and sign-offs.
  • The register file in your system’s layout, with the source of every value and who captured each item, and when. The full edit history stays on your devices and in every backup.
  • The same tags carry into your next inventory.
The close-out report on screen: the asset tagging and reconciliation report, with its executive summary.
Illustrative: the fictional demo hospital. Screen: Close-out report, still marked Interim.

What the app does

Built for the walk. Ready for the audit.

Six things that separate a count from a reconciled register.

  • The difference

    Reconciliation during the walk

    Each room opens with the register lines expected there. Items tick off as they’re tagged and matched, and whatever is left when the room is closed becomes a ghost candidate straight away.

    Live register hints tell the technician, still at the item, when a scanned asset number or serial is on your register.

    1. Register line expected in the room
    2. Item tagged, matched and ticked off
    3. Not found at close: a ghost candidate

  • Matching you can check

    Automatic by asset number, then by a unique serial. Description matches wait for a person to confirm, and two different serials count strongly against a match.

  • Measured accuracy

    A second technician recounts a random sample of finished rooms without seeing the first count. The agreement rate goes in the report as a measured figure.

  • Department sign-off

    Department leads check a printed list of what was found, moved and is still missing, then sign on the tablet.

  • An audit trail on every record

    Each value shows how it arrived: scanned, typed, read from the nameplate or taken from the register. Every change is kept, with who and when.

  • Numbers finance can use

    Ghost assets with their net book value and your decision on each line. Additions split by your capital threshold, each with a probable value. Leased, rented, loaner and research equipment kept apart from what you own.

Also in the app

  • Overdue PM and calibration flags
  • Recall search by model or serial range
  • Register health check
  • Counts by model and site
  • Surplus for redeployment
  • End-of-day summary for unit managers
  • Optional GPS stamp per item

In the field

No signal in the basement. No pause for the crew.

MABEN TAG runs on the crew’s tablets and keeps working without a connection once it has been opened online. Records, photos and your register live on the device.

  • Bluetooth or USB scanners in keyboard mode, with the tablet’s camera as a fallback.
  • QR, Code 128 or RFID labels: Letter sheets for any printer, or ZPL for Zebra thermal and RFID printers.
  • A tag number can’t be used twice, and tags outside the project’s range get a warning.
  • Items that can’t be labelled yet (a patient in bed, a sterile field, out of reach) are recorded with the reason, and their tag number stays reserved.
  • Several tablets merge through password-protected backup files. Newer edits win and nothing is deleted.
Tag & capture on a tablet held upright: the room, the tag number just scanned, the item’s category and condition, and fields for make, model and serial number.
Illustrative: the fictional demo hospital.

Optional AI assistant

Ask the inventory. Check the answer.

With Ask MABEN, crew leads and office staff ask in plain language and get answers built from the project’s own records, with links to each tag and register line.

  • It shows what it checked before it answers.
  • It prepares changes, such as confirming a match, as cards that do nothing until a person clicks Apply.
  • It never edits, deletes or adds records, and never imports, exports, prints or sends anything.

Off by default, and only with the client’s consent.

Ask MABEN is turned on per project, after someone confirms the client allows its data to be processed outside Canada; the app records who confirmed and when. When it is on, the question and the records it looks up are sent to Anthropic, in the United States. Photos are never sent.

Illustrative: based on the recorded example on the fictional demo hospital.

Hand-over

Your columns. Your next inventory.

The register comes back in the shape your systems import, and the work carries into the next count.

Delivered in your CMMS or ERP layout

The register file uses the columns, names and order your system’s import expects: from ready-made layouts (CMMS import, fixed-asset register update, everything recorded) or a layout saved on the project, so the pilot can test the exact file.

Dates written ISO, day-first or month-first; values separated by commas, semicolons or tabs.

The Export for client system dialog: a saved CMMS import profile with numbered columns such as Control No, Asset No, Site Code, Equipment Description, Manufacturer, Model No and Serial No, each mapped to a recorded field.
Illustrative: the fictional demo hospital. Screen: Asset register → Export for client system.

Re-inventory programmes

The next inventory starts from the last one: its rooms, its settings and what was found, with the tags already on the items. A one-off count becomes a register that stays true.

  1. 01 Baseline inventoryEvery item tagged, the register reconciled, the report signed off.
  2. 02 Between countsYour team notes moves, disposals, transfers and additions in a change file the app provides, applied when the next inventory starts.
  3. 03 Next inventoryA full recount, or a limited update of chosen departments, checked against what was found last time.
  4. 04 What changedThe report shows what was found again, what moved, what has gone missing since and what is new.

Security and data custody

Where your data is. Stated precisely.

What a privacy office, IT security or procurement asks before adopting a new tool, answered up front.

Where each kind of data is kept or sent
WhatWhere it is
Client recordsAssets, rooms, the register, photos, sign-offs and change history On your organization’s devices. They move between devices as password-protected backup files (AES-256-GCM). There is no third-party cloud database for client records, and the server never stores them.
The app itself and staff sign-inAccounts: name, email, role, password hash, encrypted authenticator secret, hashed backup codes; requests for an account Google Cloud, in its Montréal region: the app runs on Cloud Run, and accounts are kept in Firestore.
The way in The site is served through Cloudflare (a US company), a proxy in front of Google Cloud. Visits, sign-ins, and the requests of the two optional features below pass through Cloudflare’s network. Records kept on your devices don’t.
Request logsAddress, time and status; Ask MABEN token counts, never content Google Cloud Logging, whose default storage location is global.
Account emailsSet-up links, notices of requests for an account, decline notes Sent through Resend, a US service, once account emails are on.
Ask MABENOptional · off by default The question and the records it looks up are sent to Anthropic, in the United States. Turned on per project, only after someone confirms the client allows it.
Nameplate readerOptional · off by default The nameplate photo is sent to Anthropic, in the United States, which reads the make, model and serial number from it. Only when someone taps “Read nameplate”, on projects where Ask MABEN is on.

Client records leave your devices only through these two optional features, which send them to Anthropic in the United States. Both stay off until someone turns them on.

  • Two-factor sign-in

    Everyone signs in with a password and an authenticator app, and only an administrator can grant access.

  • Protected backups

    Backup files are encrypted with AES-256-GCM and open only with their password. The app reminds the crew when changes have waited too long without a backup.

  • A history of every change

    Who changed what, and when, kept on the device and in every backup.

  • An assistant that can’t change records

    Ask MABEN prepares cards a person applies. Its endpoint keeps no conversations, and its logs hold token counts, never content.

  • Equipment, not patients

    The app records equipment, rooms and the people who did the work. Ask MABEN is told not to ask for patient information.

  • Built in Canada

    Designed, built and run by Maben Consulting, a Canadian company.

Who it serves

One platform. Three teams served.

Finance, biomedical engineering and procurement each get what they need from the same walk.

Finance

For controllers and fixed-asset accountants.

  • Ghost assets totalled at net book value as write-off candidates, with your decision on each line recorded.
  • Additions split into likely capital and below your threshold, each with a probable value and its source.
  • A finance view of verified, ghost and open net book value by department, cost centre or building.
  • The register update in the layout your system imports.

Biomedical engineering

For the team that keeps equipment safe and in service.

  • Biomed numbers, risk class and PM due dates recorded as project fields.
  • Overdue PM and calibration flagged during the count, and listed by department in the report.
  • Recall search: every unit of a model or serial range, and where it is.
  • Leased, rented, loaner and consignment equipment recorded with its owner and kept apart.

Procurement

For the people who write and score the tender.

  • A fixed six-stage method, with a one-page statement of work.
  • A pilot department first, with measured throughput and accuracy.
  • Data custody stated precisely, including the two optional features that send data outside Canada.
  • Named deliverables: the tags, the register file in your layout and the close-out report.

Plans

A subscription for your organization.

Every plan includes the full field and office app, in English and French. Plans differ in scale and support. Tell us about your sites, and we’ll quote the one that fits.

Optional services from Maben Consulting

For when you’d rather not do it all yourselves. Quoted separately.

  • Crews on siteMaben’s crews walk the rooms for you, working in MABEN TAG.
  • Label supplyQR, Code 128 and RFID labels, ready for your project’s tag range.
  • TrainingFor your crews and administrators, on site or remote.

Ask about services

Getting started

From request to the first room, in three steps.

  1. 01 Request accessTell us about your organization on the request form. A person reviews every request.
  2. 02 Your access is set upWe create your account and your team’s, each with its own password and authenticator app.
  3. 03 Invite your teamImport your register, print your labels, and start with one department.
Request access for your organization Try the demo hospital

FAQ

Questions, answered.

Something we didn’t cover? Write to us.

Do we buy software?

You subscribe. MABEN TAG is a subscription for your organization, not software to install and maintain: your team opens it in the browser and adds it to its tablets. If you’d rather have the rooms walked for you, Maben’s crews are available as an option.

Where are our records kept?

On your organization’s devices. They move between tablets as password-protected backup files (AES-256-GCM), and there is no third-party cloud database for client records. The app itself and staff sign-in run on Google Cloud in Montréal. The site is served through Cloudflare (a US company), a proxy in front of Google Cloud, so visits and sign-ins pass through its network; request logs (address, time and status, never content) are kept in Google Cloud Logging, whose default storage location is global.

Two optional features send data outside Canada, both to Anthropic in the United States: Ask MABEN and the nameplate reader. Both stay off unless someone turns them on. See security and data custody.

Who owns our data?

Your organization. Today your records are kept on your own devices, not on Maben’s server, and they move between your tablets only as backup files your team makes. The server keeps what sign-in needs: your people’s accounts and requests for an account.

Can we export everything and leave?

Yes. Each project exports as a backup file you keep: its records, its change history and, if you choose, its photos, protected with a password if you like. The asset register and the reconciliation also export as CSV files, in your system’s layout if you set one up, and the close-out report prints or saves as a PDF. The records are already on your devices, so there is nothing to get back from us.

Is our data kept separate from other customers’?

Yes. Today each organization’s client records stay on its own devices, and nothing of them is stored on the server, so they are never in a database shared with other customers. The server keeps only sign-in: accounts and requests for an account, in Google Cloud in Montréal.

Does the crew need Wi-Fi on site?

No. Once the app has been opened online on a tablet, it reloads and records without a connection.

Which tags can we use?

QR codes, Code 128 barcodes or RFID labels. Labels print on Letter sheets for any printer, or as ZPL for Zebra thermal and RFID printers, with the tag number encoded in the UHF inlay. UHF readers in keyboard mode tick items off one read at a time; reading many tags at once isn’t supported yet.

Does it work in clinical areas?

Yes, planned at discovery: isolation rooms, sterile fields, patient areas and after-hours windows. Items that can’t be tagged on the day are recorded with the reason and revisited.

How is accuracy measured?

A second technician recounts a random sample of completed rooms without seeing the first count. The agreement rate is printed in the close-out report as a measured figure.

Can we start from our existing register?

Yes. Import a CSV extract: column names are matched automatically and can be re-mapped. A health check then lists repeated asset numbers and serials, missing or placeholder serials, cost centres and locations that no room has, and other problem lines, as a file for your team.

Is AI used on our data?

Only if you agree. Ask MABEN and the nameplate reader are both off by default. Ask MABEN is turned on per project, after someone confirms the client allows processing outside Canada, and it can’t change records on its own.

Is the app available in French?

Yes. The crew app, the sign-in page and this site are in English and French, and an EN | FR switch changes the language at any time. Files made for other systems (CSV exports, Zebra labels) stay in English so imports keep working.

What does it cost?

MABEN TAG is priced per organization, by plan. See the plans, then contact us for a quote. Maben’s optional services (crews on site, labels and training) are quoted separately.

Start with one department. See the method work.

Request access for your organization, or open the demo hospital now. It needs no account.

Request access for your organization Try the demo hospital

Prefer a guided walk-through? Book a demo, or write to info@mabenconsulting.ca.