Managing Assets
The asset list
Section titled “The asset list”Go to Assets in the main navigation to see all assets in your account.
The list shows each asset’s name, model, categories, status, location, and when it was created. You can sort by any of these columns by clicking the column header.
Searching and filtering
Section titled “Searching and filtering”Use the search bar at the top to find assets by name, serial number, model, notes, or the name of the assigned technician.
You can also filter the list by:
- Status — show only active assets, only inactive, or all
- Category — show only assets in a specific category (or any of its subcategories)
Filters can be combined. To clear them, remove the search text or reset the filter dropdowns.
Exporting the list
Section titled “Exporting the list”The list can be exported. The export includes the same columns visible in the list: name, model, categories, status, location, and creation date.
Creating an asset
Section titled “Creating an asset”Click Add asset to open the asset creation form.
Fill in the details:
| Field | Description |
|---|---|
| Name | The name or label you use for this asset internally |
| Model | The manufacturer’s model name or number |
| Serial number | The device’s unique serial number |
| Location | Where the asset is installed — building name, room, floor, etc. |
| Status | Active or inactive |
| Assigned to | The technician responsible for this asset |
| Installed at | The date the asset was installed |
| Last serviced at | The date of the most recent service |
| Next service due | When the next service is scheduled |
| Notes | Anything else worth recording |
Rental fields
Section titled “Rental fields”If the asset is rented out or on loan, expand the rental section and fill in:
- Rental company — the company the asset is rented from or to
- Rental start date and rental end date
- Pickup location — where the asset was picked up
- Drop-off location — where it will be returned
- Cost — rental cost
These fields are optional. Leave them blank if the asset is not a rental.
Categories
Section titled “Categories”You can assign an asset to one or more categories. Categories help you filter and group assets in the list. See Categories for how to set up your category structure.
Saving
Section titled “Saving”Click Save to create the asset. If you need to leave the form before finishing, the system will keep your progress in the session — you can come back and continue without losing what you entered.
Editing an asset
Section titled “Editing an asset”Open any asset from the list to see its full record. Click Edit to make changes.
You can change any field at any time. Every change is recorded in the asset’s history tab (see below).
Tabs on the asset record
Section titled “Tabs on the asset record”The asset record has several tabs:
Details — the main form with all the fields described above.
Jobs — all jobs that have been linked to this asset. This gives you a full picture of what work has been done without having to search through job records separately.
History — a chronological log of every change made to this asset record: who changed what, and when. The history updates in real time — if someone else edits the record while you have it open, the new entry appears automatically.
Attachments — files linked to this asset. Upload photos from site visits, installation certificates, manufacturer manuals, or inspection reports. There is no limit on file types.
Deactivating an asset
Section titled “Deactivating an asset”To mark an asset as no longer in service, edit it and set the status to Inactive. The asset stays in the system with its full history — it just no longer appears in the default “active” filtered view.
You can reactivate it at any time by setting the status back to Active.