Manage your assets

Assets are the equipment, vehicles, and plant your team inspects and maintains — pumps, forklifts, generators, HVAC units. Every asset has a record, a QR code, and a history of every inspection, meter reading, and work item raised against it.

Who can do this: viewing needs the *assets → read* permission; creating and editing need *assets → create* / *update*. Where: Assets → Manage Assets.

Before you start

Create sites and asset types first: Assets → Asset Types.

Find an asset

Go to Assets → Manage Assets. The list shows Name, Code, Type, Site, and Status.

• Search matches across those columns — type a name, code, or serial fragment.
• Sort by selecting any column header.
• Page size is adjustable at the foot of the list.

Select an asset to open its record.

Create an asset

Select Create Asset and fill in the panel:

Select Create. A QR code is generated automatically — you never create one by hand.

The asset record

The asset page has these tabs:

Activity, Images, and Utilization currently show a "coming soon" message. Inspection history and meter readings are on Overview; documents are on their own tab.

Use Edit on the Details tab to change asset fields.

Attach documents

On the Documents tab, select Upload document. Uploaded files are listed with their name, type, and size, and each has a link to download it. Use this for manuals, warranty certificates, calibration records, and site drawings.

Meters and readings

If the asset has meters — runtime hours, odometer, pressure, temperature — they appear on Overview.

• Add Meter attaches a meter to this asset. Meters inherited from the asset type are offered first, then any other meters your organization has defined. You can set an optional initial reading.
• Record Reading captures a new value. Readings list the value, when it was taken, its source, and whether it was flagged as an anomaly.
• Each meter row shows its code, unit, type, whether it's required, whether the asset is equipped, and its initial reading.

Meters themselves are created under Assets → Meters (owners and admins). Assigning meters to an asset type means every asset of that type offers them.

Readings can also be captured during an inspection when a template includes a meter question — but only when the inspection is linked to a specific asset. Audit inspections are site-wide and have no asset, so meter questions on them don't create readings.

Print the QR label

Open the asset and select View QR Code, then Print QR Code. The label page opens with a Print Label button. The label shows the asset's code, type, and location, then the QR code, captioned "Scan to start inspection".

Scanning it opens that asset's inspection start page. See QR codes.

Frequently asked questions

Can I import assets in bulk?

Not yet. Assets are created one at a time. (Bulk import exists for sites — see Set up sites.)

Can I delete an asset?

Assets are not deleted from the asset list. Set the status to INACTIVE or RETIRED instead, which keeps the inspection history, readings, and work items intact.

Can one asset be in two sites?

No. An asset belongs to exactly one site. If the site uses a location hierarchy, you can also pin it to a location within that site.

What does "consider asset down" do?

It drives the downtime analytics. If you switch on *consider down when a work order is open*, the asset counts as unavailable for as long as a linked work order is outstanding — which feeds the "assets down" charts.

Why can't I see the Meters menu?

Assets → Meters is limited to owners and admins with the *assets → create* permission. Ask an admin to define the meters; you can still attach and read them on the asset if you have asset permissions.

Related articles

• Set up sites
• QR codes
• Conduct an inspection
• Work management