Asset Management

What an asset includes

An asset typically includes:

• Name (required)
• Make / model / serial number (optional but recommended)
• Physical location (optional)
• Purchase price, purchase date, warranty expiration (optional)
• Category (optional)
• Notes (optional)
• Company (recommended)
• Status (required)
• Assignment (optional, available when status is "In Use")
• Tags (optional)

Adding an asset

To add a new asset (item):

1. Navigate to Assets
2. Click New Item
3. Enter asset details (start with the basics):
   • Name
   • Make, Model, Serial Number
   • Physical Location (where the asset is located)
4. Set Status
   • If you choose In Use, you’ll also be able to assign it
5. (Recommended) Set Company
6. Optionally set:
   • Category, Notes
   • Purchase date, Warranty expiration
   • Tags
7. Click Create Item

Asset status (lifecycle)

Assets use statuses to represent lifecycle and availability:

• Available: in inventory, not currently assigned
• In Use: actively assigned to someone (contact or team member)
• In Storage: securely stored, not currently deployed
• Maintenance: temporarily unavailable while being serviced
• Retired: no longer in service
• Disposed: permanently removed from inventory (e.g., recycled, destroyed)
• Lost: missing / unknown location
• Archived: hidden from most views (historical)

Asset Assignment

When an asset is In Use, you can optionally assign it to:

• A Customer Contact (someone at the company)
• A Team Member

For guidance on who to assign, and how status affects assignment (including unassignment behavior), see Asset assignment & lifecycle.

Finding assets

The Assets list supports search + filters (status, category, company) to help you quickly find what you need. Archived assets are hidden from the default list so active inventory stays easy to manage.

Bulk Adding Assets

When you need to add multiple assets at once, use the Bulk Insert feature:

1. Navigate to Assets
2. Click Bulk Insert in the page header (top right, next to "New Item")
3. Fill in the spreadsheet-like table:
   • Each row represents one asset
   • Click Add Row to add more assets
   • Required fields are marked with an asterisk (*)
4. Click Save Assets when done

The bulk insert form includes all the same fields as the single asset form, making it easy to add many assets quickly.

Importing Assets from CSV

For importing large numbers of assets, use the Import CSV feature:

1. Navigate to Assets
2. Click Import CSV in the page header (top right, next to "Bulk Insert")
3. Download the sample template (optional but recommended)
4. Fill in the template with your asset data
5. Upload your completed CSV file
6. Review the preview to check for errors
7. Click Approve Import to complete the import

CSV Template Format

The CSV template includes the following columns:

• name (required) - Asset name
• make (optional) - Manufacturer
• model (optional) - Model number
• serial_number (optional) - Serial number
• purchase_price (optional) - Purchase price (numbers only, no currency symbols)
• purchase_date (optional) - Format: YYYY-MM-DD or MM/DD/YYYY
• warranty_expiration (optional) - Format: YYYY-MM-DD or MM/DD/YYYY
• category (optional) - Asset category
• status (optional) - available, in_use, in_storage, maintenance, retired, disposed, lost, archived (defaults to available)
• customer (optional) - Must match an existing company/customer name exactly
• notes (optional) - Asset notes
• assigned_to_contact (optional) - Contact name or email (only when status is "in_use"). Use the exact name or email as it appears in your Contacts list
• assigned_to_technician (optional) - Technician name or email (only when status is "in_use"). Use the exact name or email as it appears in your Team Members list

CSV Import Tips

• Customer names must match exactly (case-insensitive) - check your Companies list for exact names
• Contact assignments - Use the contact's full name (e.g., "John Doe") or email address (e.g., "john.doe@company.com") as it appears in your Contacts list
• Technician assignments - Use the technician's full name (e.g., "Jane Smith") or email address as it appears in your Team Members list
• Finding names/emails: Visit the Contacts and Team Members pages to see the exact names and emails you can use
• Dates can be in YYYY-MM-DD or MM/DD/YYYY format
• The preview will show any errors before you import, including if a contact or technician name wasn't found
• Only rows with valid data will be imported

Best practices

• Use “In Use” + assignment for anything currently deployed
• Keep serial numbers accurate (it’s the fastest way to confirm an item)
• Use notes for context (location, special handling, known issues)
• Use tags for reporting (vendors, models, compliance programs)
• Use bulk insert or CSV import when adding many assets at once