Why Capturing Asset Data is Still a Nightmare for Multi-Site Operators

For retailers, restaurant chains, and hospitality groups with dozens or hundreds of physical locations, keeping track of the assets on-site—HVAC units, kitchen equipment, coolers, plumbing infrastructure—is far from easy. Even though CMMS (Computerized Maintenance Management Systems) and ERP systems promise a centralized view of operations, the reality is that many operators are still in the dark when it comes to what assets they have, where they are, and how much they’re spending on them.

Since 2022, as the dust settled post-COVID, a number of consistent pain points have emerged across the industry. Here’s a breakdown of the most common challenges—and why they continue to plague multi-site operations.

1. Integration Gaps and Data Silos

Many CMMS and ERP systems don’t talk to each other. Operators might track maintenance in one system and financials in another, with no shared asset registry between them. This disconnect makes it hard to understand the full picture of how much is being spent on a specific unit or location.

2. Poor UX in CMMS and ERP Platforms

Even when systems are in place, they’re often not user-friendly. Technicians and on-site staff avoid using them because the interfaces are clunky or require too many clicks. If your field team hates your CMMS, they won’t use it—and the asset records won’t get updated.

3. Labor and Staffing Constraints

With a tight labor market and high turnover, facility managers and on-site teams are stretched thin. Skilled technicians are increasingly hard to come by, and capturing detailed asset information takes a backseat to immediate operational needs. The result? Deferred asset audits, missing serial numbers, and patchy data that no one can rely on.

4. Inconsistent Data Capture

Even when teams try to log asset information, they often do it differently from site to site. One location might record full model and serial numbers, another might jot down "fridge by back door." Without a standard process, you get a patchwork of inconsistent data that’s impossible to analyze at scale or tie back to cost.

5. Lack of Mobile-Friendly Tools

Surprisingly, many teams are still using spreadsheets or even paper forms to capture asset information in the field. Without intuitive mobile tools for logging assets on-site—while standing in front of the unit—data is entered late or not at all. This leads to error-prone records and delays in getting asset information into the system.

6. Lack of Cost Visibility and ROI Tracking

When asset data is incomplete or siloed, it becomes nearly impossible to answer key questions like: How much have we spent on this walk-in cooler? Should we repair or replace it? Are we paying for repairs that should be covered under warranty? Without these answers, operators miss opportunities to save money and extend asset lifecycles.These challenges aren’t new, but they’ve become more acute in a post-COVID world where every dollar counts and operational visibility is more critical than ever.

That’s why we’ve built a smarter way: With Sprygg, teams can simply take a photo of a data plate on a piece of equipment, email or text it in, and have the system automatically create a trackable asset profile. It’s fast, reliable, and doesn’t require your team to learn another piece of software.

If asset visibility is still a mess in your operation, it doesn’t have to be. Let us show you how much easier it can be.