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Why your Civic.ly asset register is bigger than your AGAR register

Understand the difference between statutory AGAR returns and operational asset management

Your Civic.ly register will always be bigger than your AGAR register. AGAR only records high-value items, while Civic.ly includes all assets that need inspections, jobs, or defect tracking.

Who is this for?

  • Role: Clerks, RFOs, office staff, auditors

  • Platform: Web

  • When: Onboarding, before audits or year-end reporting

Before you start

  • Be clear on your council’s AGAR thresholds (minimum value for recording assets).

  • Gather your current AGAR fixed asset register for comparison.

Why the Civic.ly register is bigger

  • AGAR register:

    • Designed for annual returns.

    • Captures only assets above a financial threshold.

    • Often groups assets (e.g. “32 benches — £23,131” or “Memorial Park playground — £128,054”).

  • Civic.ly register:

    • Designed for daily operations.

    • Captures itemised assets: each bench, swing, lamp post, boiler, or tap is a separate record.

    • Includes assets not on AGAR but important for inspections, maintenance, and defect management.

⚠️ This means your Civic.ly register will always have more records than your AGAR register — and that’s intentional.

Examples of itemisation in Civic.ly

  • Street furniture — each bench, bin, or lamp post.

  • Playgrounds — every piece of equipment, not just “playground as one item.”

  • Buildings — both the building itself and assets inside (toilets, hand dryers, taps, boilers, alarms).

Why this matters

  • Inspections — tasks must be logged against individual items (e.g. each swing), not aggregated entries.

  • Jobs & defects — issues must be assigned to a specific asset (e.g. “broken bench near Bluebell Pond”).

  • Compliance — itemisation ensures nothing slips through in safety checks.

Reconciling with AGAR

  • Civic.ly will hold all assets, but only some need to be flagged for AGAR.

  • Use the AGAR checkbox in Civic.ly to mark assets that should appear in the statutory return.

  • When done correctly, the total AGAR value in Civic.ly matches your AGAR return, while still keeping the full operational register.

Notes & limits

  • Councils must agree valuation rules (purchase price vs replacement cost).

  • Grouped AGAR entries must be broken down into itemised Civic.ly assets.

  • Always record allocation decisions in Notes for audit trail.

Verify it worked

  • Compare your Civic.ly dashboard total with your legacy register.

  • Run an AGAR export from Civic.ly and confirm totals match your return.

Troubleshooting

  • AGAR totals don’t reconcile → /kb/troubleshooting/agar-totals-dont-match/

  • Unsure which assets to flag for AGAR → /kb/troubleshooting/agar-asset-flags/

Related

  • How to create your asset register with photos → /kb/assets-mapping/create-asset-register-photos/

  • How to update and reconcile your asset register → /kb/assets-mapping/reconcile-register/

  • Year-end AGAR reporting → /kb/reporting-compliance/agar-year-end/