Assets

Asset Management Guide

This guide provides instructions on managing project assets, including adding new assets, reviewing existing ones, and exporting asset data for inventory tracking and reporting.

1. Overview of the Assets Screen

The “Assets” tab within a project allows users to manage all physical or digital resources associated with the project. Below are the key features of the screen:

• + Add New Asset: Click this button to create a new asset entry for the project.
• Export: Use this button to download the list of assets in a CSV or Excel format for record-keeping or analysis.
• Asset Table: Displays the following key details for each asset:
  • Asset Picture: An optional visual representation of the asset.
  • Asset Name: The name of the asset (e.g., Skid Steer).
  • Lent To: Indicates whether the asset is assigned to a specific employee or team.
  • Status: The current status of the asset (e.g., Available, Under Maintenance, Damaged).
  • Date: The date the asset was added to the system.

2. Adding a New Asset

To add a new asset, follow these steps:

• Click the + Add New Asset button on the “Assets” screen. This will open the “Add Asset Info” form.
• Fill in the following fields in the form:
  • Asset Name: Enter the name of the asset (e.g., Skid Steer).
  • Asset Type: Select the type of asset (e.g., Equipment, Tool). Click “Add” to create a new type if necessary.
  • Make: Enter the manufacturer or brand of the asset (e.g., John Deere).
  • Model: Enter the model number of the asset (e.g., AC412).
  • Serial Number: Provide the unique serial number for the asset.
  • Value: Specify the monetary value of the asset.
  • Location: Indicate the location where the asset is stored or being used.
  • Status: Select the current status of the asset:
    • Available: The asset is ready for use.
    • Non-Functional: The asset is not operational.
    • Lost: The asset is unaccounted for.
    • Damaged: The asset is broken or unusable.
    • Under Maintenance: The asset is undergoing repairs or service.
  • Log Hours: Indicate whether the asset’s usage time should be tracked (Yes or No).
  • Projects: Assign the asset to a specific project.
  • Warranty End Date: Provide the warranty expiration date for the asset.
  • Maintenance Schedule: Set the maintenance frequency (e.g., Monthly, Quarterly).
  • Asset Picture: Optionally, upload an image of the asset for easy identification.
• Click Save to finalize the asset entry or Cancel to discard it.

3. Managing Existing Assets

The “Assets” screen allows you to review and manage all assets associated with the project. Here’s how:

• View Details: Click the “Action” button next to an asset entry to view or edit its details.
• Filter and Search: Use the search bar to quickly locate specific assets by name or status.
• Export Data: Use the “Export” button to download the list of assets for reporting or analysis.

4. Tips for Effective Asset Management

• Ensure Accuracy: Verify all asset details, including serial numbers and statuses, before saving.
• Regular Updates: Update asset statuses (e.g., Available, Damaged) as needed to maintain accurate records.
• Attach Photos: Upload clear images of assets for easy identification and tracking.
• Export Regularly: Export asset data periodically to maintain backups and facilitate inventory audits.

For further assistance, please contact your administrator or refer to the Help Center.