To make sure callout orders are linked to the correct asset, routed to the right warranty contractor, you can set up the site’s equipment using the Asset Management feature. This process also allows you to add warranty details to each asset.
To manage equipment linked to an asset:
From the Admin area, click Asset Management.
Click the Asset category, then select Asset type.
📌 Note: Asset categories are general types of equipment typically managed as assets. Asset types refer to specific makes and models within each category.
Add a new asset type
From the Admin area, click Asset Management.
Select the relevant asset category.
Click Assign Asset Type to Unit, then choose the unit.
Unlock the green padlock
icon.Enter the required details.
Click Save.
Configure asset categories
To set how each asset category behaves when placing callouts, please follow the steps below:
From the Admin area, click Asset Management.
Select the relevant asset category.
Unlock the green padlock
icon.Click Edit, then choose one of the following options:
Allow callouts regardless of whether assets have been added to the site
Allow non-asset-managed callouts until assets are added to the site
Allow callouts to be raised only on assets that have been added to the site
Click Save.
🤓 Tip: Click the question mark icon next to each setting for more details on what each option means.
Assigning assets to a unit
To allocate an asset to a unit, follow the steps below:
From the Admin area, click Add/Edit Units.
Select the relevant unit.
Click the Asset list tab.
In the top-right corner, click Add new asset.
Choose the appropriate asset category.
Select the asset type you want to add.
Unlock the green padlock
icon.Enter the asset details.
Click Save.
Upload assets in bulk
You can upload assets in bulk by following the steps below:
From the Admin area, click Asset Management.
Click Download template.
Enter the required details in the spreadsheet.
Save the file to your device.
In Asset Management, click Upload Template.
Drag and drop the file or browse to select it.
Upload the file to the system.
You can always download a fresh template from the Asset management area, which includes all available asset types in the drop-down lists.
Update assets in bulk
If you need to update multiple assets at once, you can do this by using the bulk amendments feature.
From the Admin area, click Asset Management.
Click Bulk amendments.
Click Download assets to download the spreadsheet.
Open the spreadsheet in Excel and update the required fields.
Back in the system, click Upload assets.
Select the file and click Upload.
After the upload is completed, the assets will reflect the updated changes.
📌 Note: If you remove assets from the spreadsheet, they will still remain in the system.
Move assets between sites
When an asset needs to be relocated from one site to another, the system allows you to transfer the asset within Asset Management without losing any of its maintenance records or historical data.
This ensures that all past maintenance activities, warranties, and related information remain intact after the move.
To transfer an asset to a new site, follow these steps:
From the Admin area, click Asset Management.
Select the Assets By Unit tab.
Choose the unit where the asset is currently located.
From the list, select the asset you want to transfer.
Unlock the green padlock
icon.Click Move Asset To New Site.
Select the destination site from the list.
Enter the new room or location within the site if required.
Click Save.
The asset will be moved to the new site with all previous details and maintenance history fully preserved, ensuring continuity in asset tracking and management.
QR Codes for Asset Management
QR codes or Asset Tags represent a number linked to a specific asset, identifying the equipment for repair. Alternatively, Asset Numbers can be used, providing the same repair history information and sometimes being easier to implement.
To link a QR code to an asset, please follow the steps below:
From the Admin area, click Asset Management.
Choose Asset Category.
Choose Asset Type, and select the Equipment.
Unlock the green padlock
icon.Enter the number in the Asset Tag / QR Code field.
Click Save.
Upload a manufacturer document for an asset
You can upload manufacturer documents to an asset record to assist with in-house repairs, quick error code checks, or to guide staff on how to use the specific asset.
To upload a manufacturer document for an asset, follow these steps:
From the Admin area, click Asset Management.
Select the required asset category.
Find the required asset type and click Edit.
Unlock the green padlock
icon.Upload the manufacturer document.
Click Save.