Asset management

Available in the Enterprise plan only

To use Asset Management you should ensure you should first ensure you have turned on Asset Management in Display Settings - under Administration > Company > Settings >Display settings there is an option entitled 'Module Display' and you should make sure you have ticked 'Asset Management'. Once you have done so, you then need to configure the asset management module prior to adding your assets.

Within asset management there are two configuration values - asset categories and asset types.

Asset categories are the highest level of grouping you can use for asset types - examples of asset categories would be things like IT, furniture, vehicles and so on. Optionally, you can also add asset sub categories if you desire to get more granular.

Asset types are an even more granular level of grouping which allows you to report on assets quite specifically - examples of asset types might be laptop, desk, car etc...

Putting asset categories and asset types together whilst using asset sub categories would allow you to add an asset which has an asset type of 15" laptop which is a member of sub category laptops which is a member of category IT.

This would mean you can inventory how many IT assets, laptop assets or 15" laptop assets you have.

Set up asset categories and asset types

You can set up your Asset categories under Administration > Company > Settings > Assets > Asset categories. You can then select 'Add' to add a new Asset Category. 

When adding Asset categories there is an option for Parent - if you set the parent value for any asset category then that asset category becomes a sub category. In the below example we are creating a sub category called Laptops within the category IT where IT is the parent category and Laptops is the sub category.

Adding assets

Once you have set up asset categories and types you can now add the actual assets themselves. This is done via Facilities > Assets

When adding assets you can add multiple assets grouped under one asset type - by default the interface will allow you to add one asset but you can add multiple assets using the Quantity buttons. You can either use "Add line" which adds one line at a time or you can use the quantity box to enter the number of additional items you need to add and then click "Add multiple".

Please note: if you use the Remove last and Remove all buttons, these will remove the relevant lines from the form even if they have data in them - both generate a popup which you need to confirm prior to actually removing any lines, but this cannot be reversed.

When adding an asset, the only field which is required is the Asset name - we recommend you fill in the other fields (especially either Asset Tag or Serial number as this allows you to identify an individual asset) but this is optional.

Asset check in and check out

Once added to inventory, you can now assign the asset to an employee. Below you can see four assets which are in inventory - one is not available as it is assigned to an employee whereas the other assets are available so can be assigned.

You can edit, check in or check out, view the current history or delete an asset by using the icons to the right of the relevant asset:

The second icon allows you to check in and check out assets - the icon is different depending on whether the asset is available or not. Additionally, you can use the 'History' icon to view the asset information and also the prior history of the asset.

When you check out an item you need to choose:

Employee - the employee to whom the asset is to be checked out. If there is no employee as such (maybe for something like a meeting room table) then you can choose Company which means the asset is still checked out but not assigned to a specific employee.

From date - the date from which the asset is allocated.

Optionally you can also add the To date either for assets which are already returned where you are simply adding history or where the allocation is for a fixed time.

When you check in an item, the employee and from dates will already be populated so you will only need to enter the to date:

Asset history

When viewing asset history, you are shown the details of the asset at the top of the screen and then a table listing the asset history at the bottom - from that table it is possible to remove an asset allocation should there be an inaccuracy:

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