The asset registry

The Assets page is where you build the equipment record your maintenance team can rely on later. An asset can be anything worth tracking over time — rooftop units, boilers, pumps, kitchen equipment, vehicles, or other maintained equipment.

What makes an asset worth tracking?

If you expect to maintain it, spend money on it, inspect it, warranty it, or eventually replace it, it probably belongs in the asset registry.

Start with the essentials

Select + New asset. Only the asset name is required, but a stronger first record includes:

Field	Why it matters
Asset name	Helps the team identify the equipment quickly
Asset tag	Gives you a unique internal identifier or barcode
Location	Shows where the equipment physically lives
Manufacturer / Model / Serial	Helps with service calls and replacement parts
Category	Keeps the registry organized and filterable

Name assets the way your team talks about them

If everyone says RTU-3, include RTU-3 in the asset name. A naming standard should make field identification easier, not more formal.

Add lifecycle information when it matters

Higher-value equipment benefits from Purchase date, Purchase cost, Warranty expires, and Lifespan (years). You do not need every field on day one; the record becomes more valuable as the information is added over time.

Use scanning to save time in the field

• Scan beside Asset tag reads a barcode.
• Scan label to capture Model & Serial uses a nameplate photo to suggest values.
• Files & photos lets you attach equipment photos or PDFs while creating the record.

Verify scanned information

Scanning speeds up data entry but can misread damaged, reflective, or unusual labels. Confirm model, serial, and tag values against the equipment before saving.

Find an asset quickly

Use Search for name, tag, serial, or model; filters for status, category, location, or manufacturer; and the available Panel, Table, Split, or List views depending on how you want to browse.

Assets without a specific placement appear under No location or Unassigned until you finish locating them.

What belongs on an asset

Link a work order to an asset whenever the work is being done on that specific piece of equipment. Over time, the asset can accumulate work-order history, purchases, internal asset notes, photos and files, manuals and warranties, and preventive-maintenance schedules.

That history helps answer:

• How often does this fail?
• What has it cost us?
• Is the warranty still active?
• Are we maintaining it on schedule?
• Is it time to replace it?

Minimum useful standard

For equipment you expect to maintain for years, aim for name, location, manufacturer, model, serial number, and asset tag when available. Add purchase, warranty, and lifespan data for equipment where replacement planning matters.

What to do next

Open the asset and review Asset details and lifecycle to see how work history, costs, notes, documents, and lifecycle information grow into a long-term equipment record.