How Cyrix Healthcare centralized asset & service management using a custom Zoho Creator solution
Overview
Cyrix Healthcare faced challenges managing thousands of assets across multiple branches using manual, decentralized processes. Tracking service requests, asset allocations, warranties, and approvals was difficult and time-consuming.
To address this, a comprehensive Asset & Service Management System was built using Zoho Creator, designed to centralize asset data, automate request workflows, and improve efficiency across departments.
The system streamlined asset tracking, standardized approvals, and gave leadership full visibility through dashboards and reporting.
Cyrix Healthcare faced challenges managing thousands of assets across multiple branches using manual, decentralized processes. Tracking service requests, asset allocations, warranties, and approvals was difficult and time-consuming.
To address this, a comprehensive Asset & Service Management System was built using Zoho Creator, designed to centralize asset data, automate request workflows, and improve efficiency across departments.
The system streamlined asset tracking, standardized approvals, and gave leadership full visibility through dashboards and reporting.
Key Takeaways:
- End-to-end automation of asset lifecycle
- Centralized service request handling
- Optimized approval workflows for IT & Admin
- Accurate tracking of employee allocations, warranties, vendors & branches
- Improved decision-making with real-time dashboards
Executive Summary
Cyrix Healthcare faced challenges managing thousands of assets across multiple branches using manual, decentralized processes. Tracking service requests, asset allocations, warranties, and approvals was difficult and time-consuming.
The business required a scalable solution that could maintain accurate asset records, manage requests, standardize approvals, and eliminate manual errors.
Problem Statement & Key Challenges
Cyrix Healthcare managed all assets manually across spreadsheets, emails, and offline communication.This led to multiple operational challenges:
Key Challenges
- No centralized database for assets, serial numbers, or warranties
- Difficulty tracking approved, pending, and rejected service requests
- Manual errors in asset allocation and return processes
- No visibility into item status such as Available, Allocated, In Service, Disposed, or Returned
- Complex multi-level approval processes handled through email
- Inefficient management of vendor, department, branch, and employee data
- No real-time dashboard for operational decisions
- These issues resulted in delays, inconsistent data, and increased operational overhead.
These issues resulted in delays, inconsistent data, and increased operational overhead.
Problem Statement & Key Challenges
Key Challenges
- No centralized database for assets, serial numbers, or warranties
- Difficulty tracking approved, pending, and rejected service requests
- Manual errors in asset allocation and return processes
- No visibility into item status such as Available, Allocated, In Service, Disposed, or Returned
- Complex multi-level approval processes handled through email
- Inefficient management of vendor, department, branch, and employee data
- No real-time dashboard for operational decisions
- These issues resulted in delays, inconsistent data, and increased operational overhead.
These issues resulted in delays, inconsistent data, and increased operational overhead.
Evalution of the Problem:
Our team conducted a detailed evaluation of Cyrix’s existing processes:
- Studied the workflows of IT, Admin, HR, Finance, Procurement, Service, and Warehouse teams
- Identified approval complexities across roles, branches, and asset types
- Mapped asset lifecycle stages—from purchase to disposal
- Analysed dependencies between departments
- Consolidated gaps in tracking, reporting, and accountability
Proposed Solutions
We implemented a custom Asset & Service Management System with the following core modules:
1. Request Management
- My Approvals
- My Requests (New / Pending / Approved / Rejected)
- All Requests (org-level visibility)
2. Inventory Master
- Item Groups (IT & Admin)
- All Items with automated category & specification mapping
- Serial Number repository with warranty, vendor, purchase details
3. Employee & Role Master
- Complete employee directory
- Roles, ranks, designations, departments, branches
- Branch-wise employee assignment
4. Approval Workflows
A multi-layered approval engine for:
Admin Assets
- Purchase, Repair, Disposal, Write-Off, AMC Renewal, Consumables, Gift Vouchers
IT Assets
- Purchase, Consumables, Repairs, Disposal, AMC Renewal, New Allocations
Each workflow included:
- Role-based authorization
- Multi-level L1, L2 & L3 approval logic
- Automated notifications & tracking
5. Service Management
- Service Out (tracking all items sent for repair)
- Service Returned (post-repair tracking & handover)
- Disposed Items (write-off history & approvals)
6. Vendor, Warranty & Allocation Tracking
- Complete vendor database
- Warranty management with statuses
- Asset allocation & return management
7. Templates Module
Standardized templates for bulk imports:
- Serial Numbers, Items, Groups, Vendors, Approvals, Employees, etc.
8. Dashboard & Analytics
Real-time metrics:
- Pending / Approved / Rejected Requests
- Asset Status Overview
- Request Type Summary
- Employee Headcount by Branch
All designed to give leadership instant operational visibility.
Implementation
The solution was implemented in a structured approach:
- Requirement Analysis – Detailed study of processes, branches, and approval needs
- Solution Design – Modular architecture in Zoho Creator
- Development – Custom forms, workflows, automation, dashboards
- Integration – Role-based access control, employee directory sync
- Testing – UAT with IT, Admin & Branch Managers
- Training – Sessions for Admin, IT Support, HR & Operations
- Deployment – Phased rollout across branches
The implementation efficiently handled complex approval scenarios and large data imports (items,
employees, serial numbers, etc.).
Any deviations identified were resolved through custom validations, role checks, and workflow corrections.
Results
The Asset & Service Management System delivered significant improvements:
Operational Efficiency
- 70% reduction in manual tracking effort
- Faster multi-level approvals through automation
- Accurate tracking of asset lifecycle and serial numbers
Improved Visibility
- Real-time dashboards providing branch-wise asset movement
- Clear status of every asset: Available, Allocated, In Service, Disposed, Returned
Error Reduction
- Elimination of duplicate entries and wrong allocations
- Standardized templates ensuring clean data uploads
Better Accountability
- Precise record of every request, approval, and asset movement
- Enhanced transparency between IT, Admin, HR & Operations