ART Controles

Companies that run access control and accreditation at events move equipment continually: cameras, access controllers, laptops and facial readers leave the stockroom, go to an event or a rental and come back. Without a single record, nobody knows for sure where each item is or who answers for it. A concrete risk is the same item appearing in two events at once, which undermines asset control altogether.

ART Controles is a web system for equipment management, custom-built by Sigil Labs for one client, an event access control and accreditation company. It follows each item from arrival in stock to write-off. Its functions include:

• registering equipment with asset number, serial number, category, current location and responsible person, or tracking by quantity alone for accessories such as cables and power supplies;
• allocating equipment to events and rentals, with a PDF delivery receipt;
• batch returns by QR code scan with a camera or a USB reader, or by typing the asset number;
• a physical inventory that compares the count with the record and flags divergences;
• preventive, corrective and predictive maintenance orders;
• rental quotes with a price per day, a discount per item and a global discount;
• seven types of report, exportable to PDF and Excel.

Every item always has one of six statuses: in stock, in an event, in a rental, in maintenance, written off or lost. Each departure, return or move to maintenance creates a movement record with origin, destination, the people involved and the user who registered it.

An item with an asset number can be in only one event or rental at a time. When it is returned, the system marks it as in stock only if it has no other active allocation. When every item of an event or rental has come back, the event or rental is closed automatically.

In an inventory, the system records the expected status of each item that matches the filters and compares the physical count with that record, not with the current state, which may change during the count. Opening a maintenance order sets the item’s status to in maintenance, so it cannot be allocated. Completing the order returns it to stock.

The system has four profiles: administrator, manager, staff member and auditor. Permissions are checked on the server. A session uses a 30-minute access token and a 7-day refresh token, and the access token is renewed automatically only while the user is active. Login accepts at most 5 attempts per minute per IP address, and every new user must change their password before using the system.

The audit log records who did what, when and from where, with the values before and after each edit. Administrators and auditors can browse it inside the system.

In production, ART Controles runs in three Docker containers: the PostgreSQL database, the FastAPI API with two worker processes, and an Nginx server that serves the React interface over HTTPS and forwards API calls to the backend. Deployment is done by a script that pulls the new version, rebuilds the containers and applies database migrations automatically. The administrator manual documents database backup and restore, including a daily routine that keeps seven days of copies.

ART Controles serves people who manage stock and send IT and electronic security equipment to temporary installations: administrators, managers, staff members and auditors. It is in production and is an internal tool the client’s staff sign in to.