Working with assets
An asset is anything you track: a laptop, a monitor, a switch, a printer. Each asset has a tag, a category, and as much or as little detail as you want to record, with a dated history of everything that happens to it.
Adding and editing
Add assets one at a time from the Assets page, or in bulk with the importer. Set the manufacturer and the serial field knows what to expect for makers such as Dell, Lenovo and Apple, and the asset page links to the maker's warranty lookup for the serial you entered.
If you add the same kind of asset often, open an existing one and choose Save as template. A template pre-fills the form apart from the tag and serial.
Status and lifecycle
Every asset has a status: in use, in storage, repair, retired or disposed. You can define your own status labels in Settings, with a colour and a base behaviour, if the built-in names do not match how your organisation speaks.
Disposal is a workflow rather than a delete. Disposing an asset records the date, method, proceeds and the book value at disposal, and removes it from the default lists, warranty alerts and value reports. It stays reachable through the status filter and can be reinstated if the disposal was a mistake. Hard delete exists for data entry errors only.
Purchase price and date feed straight-line depreciation, set per category, and the value reports.
Assignment and check-out
An asset can be assigned to a person, to a location, to a person at a location, or held in stock. Check-out and check-in record who had what and when, and the full trail stays on the asset's history.
Photos and attachments
Each asset can hold photos and up to ten attachments of up to 10 MB each: receipts, invoices, warranty certificates, manuals. Attachments are covered by backups automatically.
Hardware specifications
Every asset has CPU, RAM, storage and GPU fields. Fill them in by hand, or let device sync fill CPU, RAM and storage from Intune or Jamf (see Device sync). They show on the asset page only when set, so a monitor or a desk stays uncluttered, and they are handy when picking a spare laptop good enough for the job. Values with more than one part read as text, for example "2x Xeon Gold 6338" or "4x 2TB NVMe".
Custom and spec fields
Settings lets an administrator define extra fields per organisation. A field can apply to every asset, or be scoped to one or more categories so it appears only on those device types: ports and PoE on switches, Wi-Fi standard on access points, drive bays on a NAS. Fields can be text, number, date, yes/no or a dropdown of set options, and any field can be marked required, so an asset in that category cannot be saved until it is filled in (a field required for switches is not required on a laptop). "Add recommended spec fields for a category" seeds a sensible starter set for common types, which you can then edit or remove. Use plain custom fields for anything else, such as cost centres or purchase order references.
Audits and stock-take
The stock-take workflow walks a location and confirms what is actually there; each confirmation is recorded on the asset. Printable QR labels (from the QR labels page) make this quick: stick a label on the room, scan it, and see the expected kit. Marking an asset audited updates its last audited date, which the asset list can filter on.