Assets — User Guide

Module: Fixed Equipment
Audience: IT administrators, operations staff, asset managers
Version: 1.0.0
Last updated: 2026-07-22

Overview

Assets is where you register and track physical equipment — laptops, vehicles, tools, and other tagged items. Each asset has a model, serial (asset tag), status, location, and purchase details. From the asset list you can assign equipment to staff or locations (check-out), return it (check-in), print QR labels, and open a detail page for history, files, linked components, and maintenance.

Use this screen as your master asset register. Related item types (licenses, accessories, consumables) have their own menus but follow similar patterns.

Prerequisites

View own users only see assets marked Requestable. To see the full register, you need global View permission.

Setup before adding assets:

1. Settings → Models — define equipment types (category, manufacturer, custom fields).
2. Settings → Status labels — at least one Deployable status for check-out.
3. Settings → Locations — optional default locations.
4. Settings → Suppliers — optional vendor list.

Step-by-step: View and filter assets

1. Go to Fixed Equipment → Assets.
2. Use the filter dropdowns at the top:
   • Model
   • Status
   • Supplier
   • Default location
3. The table refreshes automatically when you change a filter.

Expected result: You see active assets with serial, status, who/where it is checked out to, purchase data, and check-in/check-out counts.

Step-by-step: Add an asset

1. On the Assets page, click Add.
2. On the General information tab, complete:
   • Asset name (optional — defaults to model name if blank)
   • Model (required)
   • Status (required)
   • Supplier, Purchase date, Order number, Purchase cost
   • Location (default storage location)
   • Warranty (months)
   • Notes
3. Optional checkboxes:
   • Requestable — allows staff with limited view to see this asset in lists and portal requests.
   • For sell / For rent — marks the asset for commerce flows; disables inline check-out from this list.
4. Open the Serial tab. Enter the asset tag / serial number (required). Use + to add multiple serials — each serial creates a separate asset record.
5. Click Submit.

Expected result: New asset(s) appear in the list. A QR code is generated for each serial.

Step-by-step: Edit an asset

1. In the asset list, open the row menu and click Edit.
2. Update fields in the modal (same layout as create).
3. Click Submit.

Tip: Changing the model reloads custom fields defined for that model.

Step-by-step: Open asset details

1. In the list, click View on a row.
2. Use the tabs:
   • Details — manufacturer, category, purchase and warranty info, depreciation summary
   • Licenses — software linked to this asset
   • Components — parts assigned to this asset
   • Assets — child assets checked out to this asset
   • Maintenances — repair and service records
   • History — check-in, check-out, and change log
   • Files — attachments

Step-by-step: Check out an asset

Assign equipment to a person, customer, location, another asset, or project.

Before you start: The asset must have a Deployable status, must not be flagged for sell/rent, and must not already be checked out.

1. In the last column of the asset row, click Check-out.
2. In the modal, confirm or edit the asset name and model.
3. Choose a Status (deployable labels only).
4. Select Check out to:
   • Staff — pick an employee
   • Customer — pick a client company
   • Asset — assign to another asset record
   • Location — move to a location
   • Project — assign to a project
5. Set Check-out date and optional Expected check-in date.
6. Add Notes if needed.
7. Click Check-out.

Expected result: The asset shows as checked out. The Check out to column shows the assignee. The row button changes to Check-in.

Step-by-step: Check in an asset

Return equipment to inventory.

1. On a checked-out asset row, click Check-in.
2. Set Status, Location (where it is returned), Check-in date, and Notes.
3. Click Check-in.

Expected result: The asset is available again. Checkout counts update on the list.

Step-by-step: Print QR codes

• Single asset: Row menu → Print QR code (opens a printable label).
• Multiple assets: Select checkboxes on rows → use the bulk Print QR code action.

Step-by-step: Bulk upload

1. On the Assets page, click Bulk upload.
2. Download the template, fill in asset rows, and upload the spreadsheet.

Use bulk upload when onboarding many assets at once. Validate models and status values exist in Settings before importing.

Field reference

Common issues

Related features

• Depreciations — value tracking for assets via model profiles
• Sign manager — dedicated check-in/check-out queue with signatures (separate menu)
• Requested — staff asset requests that may convert to check-out
• Maintenances — service records (also on asset detail tab)
• Settings → Models — templates, categories, custom fields