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Managing Assets

This guide covers creating, editing, and maintaining asset records throughout their lifecycle.

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Accessing Assets

Navigate to Assets from the sidebar or go to /assets

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The Assets List

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List View

The asset list displays:

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Filtering Assets

Quick Filters:

• Status: Active, Inactive, Maintenance, Retired
• Type: Filter by asset type
• Location: Filter by site
• Compliance: Compliant, Due Soon, Overdue

Search:

• Asset name
• Serial number
• Asset ID
• Barcode

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Creating Assets

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Quick Create

1. Go to Assets
2. Click Create Asset
3. Enter minimum details:
   • Asset name
   • Asset type
   • Location
4. Click Create

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Detailed Creation

For complete records:

1. Click Create Asset
2. Complete all sections
3. Add photos
4. Set compliance dates
5. Click Create

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Asset Information Fields

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Basic Information

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Location Assignment

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Specifications

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Status and Condition

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Compliance Information

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Asset Types

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Predefined Types

Common asset types include:

• Fire extinguisher
• Smoke detector
• Fire panel
• Emergency lighting
• Hose reel
• Fire blanket

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Custom Types

Create custom types for your industry:

1. Go to Assets > Asset Types
2. Click Create Type
3. Enter:
   • Type name
   • Category
   • Compliance requirements
   • Custom fields
4. Save

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Asset Status Management

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Changing Status

1. Open asset detail
2. Click Edit or status field
3. Select new status
4. Add note explaining change
5. Save

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Status Transitions

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Retiring Assets

When an asset reaches end of life:

1. Open asset detail
2. Change status to Retired
3. Enter retirement reason
4. Add disposal date (if applicable)
5. Save

Retired assets:

• Remain in history
• Don’t appear in active lists
• Preserve service history

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Asset Photos

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Adding Photos

1. Open asset detail
2. Go to Photos tab
3. Click Upload or drag images
4. Add descriptions

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Photo Best Practices

• ✅ Clear, well-lit images
• ✅ Show asset identification
• ✅ Capture serial numbers
• ✅ Document condition
• ✅ Before/after for service

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Service History

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Recording Service

1. Open asset detail
2. Go to Service History tab
3. Click Add Service Record
4. Enter:
   • Service date
   • Service type
   • Description
   • Technician
   • Next service due
5. Save

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Service Types

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Linking Assets to Jobs

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Create Job from Asset

1. Open asset detail
2. Click Create Job
3. Job pre-filled with asset info
4. Complete job details
5. Save

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View Related Jobs

1. Open asset detail
2. Go to Jobs tab
3. See all jobs for this asset

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Asset Faults

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Reporting a Fault

1. Open asset detail
2. Click Report Fault
3. Enter:
   • Fault description
   • Priority
   • Urgency
4. Submit

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Viewing Asset Faults

1. Open asset detail
2. Go to Faults tab
3. See all faults for this asset

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Compliance Tracking

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Setting Compliance Dates

1. Edit asset
2. Find Compliance section
3. Enter:
   • Certification date
   • Expiry date
   • Certificate reference
4. Save

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Compliance Status

Automatically calculated:

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Compliance Alerts

System alerts for:

• 30 days before expiry
• 14 days before expiry
• On expiry date
• Overdue reminders

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QR Codes and Barcodes

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Generating QR Codes

1. Open asset detail
2. Click QR Code button
3. Download or print

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Using QR Codes

• Scan to access asset record
• Quick service logging
• Inventory management
• Customer self-service

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Bulk Operations

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Selecting Multiple Assets

1. Use checkboxes to select
2. Or click Select All

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Bulk Actions

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Import and Export

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Importing Assets

1. Go to Settings > Import Data
2. Select Assets
3. Download template
4. Fill in asset data
5. Upload and map columns
6. Review and import

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Exporting Assets

1. Apply desired filters
2. Click Export
3. Choose columns
4. Select format
5. Download

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Asset Reports

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Available Reports

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Best Practices

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Data Quality

• ✅ Use consistent naming
• ✅ Record serial numbers
• ✅ Keep locations accurate
• ✅ Document all service
• ✅ Maintain photos

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Lifecycle Management

• ✅ Track from installation
• ✅ Regular service records
• ✅ Monitor condition
• ✅ Plan replacements
• ✅ Document retirement

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Compliance

• ✅ Set all certification dates
• ✅ Respond to alerts
• ✅ Keep certificates on file
• ✅ Regular compliance audits

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Troubleshooting

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Asset Not Found

1. Clear all filters
2. Search by serial number
3. Check if retired/inactive
4. Verify correct team selected

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Can’t Delete Asset

Assets with linked records can’t be deleted. Options:

1. Mark as retired
2. Reassign linked records first

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Compliance Status Wrong

1. Verify certification dates entered
2. Check date format
3. Ensure expiry is after certification
4. Refresh the view

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