Overview

The Asset Manager in InspectU allows organizations to track, manage, and maintain their fixed assets — such as ovens, vehicles, slicers, mixers, refrigerators, vision coolers, and other equipment — directly from the platform. Each asset gets a unique ID, can be assigned to a specific site, linked to a category, and connected to both maintenance records and inspection history.

Getting Started: Where to Find It

Navigate to Assets in the left sidebar of your InspectU dashboard. You will land on the Assets Manager page, which has three tabs at the top:

• Assets – View and manage all your assets
• Categories – Create and manage asset categories
• Import/Export – Bulk import or export assets using a spreadsheet

Step 1: Set Up Categories First

Before creating any assets, you must first set up your asset categories. Every organization sets up its own categories based on the types of equipment they manage.

Examples of categories: Ovens, Vehicles, Slicers, Mixers, Refrigerators, Vision Coolers — or any other equipment type relevant to your organization.

How to create a category:

1. Go to the Categories tab.
2. Click Create Category.
3. Type in the category name (e.g., "Ovens").
4. Your organization will be automatically pre-selected.
5. Click Save to create the category.

Note: If you skip this step, you can also create a category on the fly while creating an asset — there is an inline "Create" link in the category field that will take you directly to the Categories page.

Step 2: Import Assets (Optional) or Create Manually

Option A: Bulk Import via Spreadsheet

1. Go to the Import/Export tab.
2. Click Download Template to get the import spreadsheet file.
3. Fill in the spreadsheet. The columns represent all available asset fields.
   • Required field: Display Name
   • Optional fields: All other columns, including VIN Number (for vehicles only)
4. Once your spreadsheet is filled out, upload it to import all your assets at once.

Option B: Create an Asset Manually

1. From the Assets tab, click the Create Asset button.
2. Fill in the following fields:

3. Click Create Asset to save.

Step 3: Viewing and Managing an Asset

Once created, each asset appears as a line item in the Assets tab with the following columns:

• Image – Thumbnail photo of the asset
• ID – Auto-generated unique identifier (e.g., AST-00001)
• Name – The asset's display name (clickable link)
• Category – The assigned category
• Site – The assigned site/location
• Status – Active, Retired, or Out of Service
• Actions – Quick action icons (view, edit, duplicate, archive)

To open an asset's full detail page, click its name link in the list. The asset detail page shows:

• All asset information and uploaded documents/attachments
• Related Inspections section — shows all inspections linked to this asset
• Maintenance History section — shows all maintenance items logged for this asset

Step 4: Logging Maintenance

From the asset detail page, you can log and manage maintenance in two ways:

A. Log a Completed Maintenance Item

1. Go to Manage on the asset detail page.
2. Click Add Maintenance Item.
3. Fill in:
   • Performed By – Who completed the work
   • Type – Type of maintenance performed
   • Description – Details about the work done
   • Cost – Cost of the maintenance
4. Save the record. It will appear in the asset's maintenance history.

B. Assign a Maintenance Task to a Team Member

1. From the asset detail page, assign a maintenance task to another team member.
2. Provide the task details (e.g., "This oven is out of commission. Please perform a repair.")
3. The assigned team member can then log the outcome, take photos, add notes, and complete a checklist of items that need to be done.
4. Once completed, the maintenance record is saved to the asset's history automatically.

Step 5: Linking Inspections to an Asset

You can schedule an inspection and attach it to a specific asset, so that completed inspection reports become part of the asset's history.

How to schedule an asset-linked inspection:

1. From the asset detail page, click Schedule Inspection.
2. Select the Template you want to use for this inspection (e.g., a cleaning checklist or maintenance inspection template).
3. Fill in the Inspection Name (e.g., "Example").
4. Set the Due Date.
5. Add any Attachments if needed.
6. Select the Site (the location where the asset is located).
7. Select the Inspector — the team member who will perform the inspection.
8. Under Attach to Asset, select the asset you want this inspection linked to (e.g., "Combi-Oven" at Elementary School).
9. Choose the inspection type (cleaning, maintenance, daily, etc.).
10. Click Schedule to assign the inspection.

Once the inspector completes and submits the inspection, and it is approved, the inspection record is automatically added back to the asset's inspection history on the asset detail page.

Additional Features

Show Archived Assets

• Click Show Archived Assets (top right of the Assets tab) to view assets that have been archived/retired.

Filters and Sorting

• Use Show Filters to filter your asset list.
• Use Order Entries By to sort assets (default sorting available).
• Set Entries Per Page to control how many assets display at once.

Task Scheduler Integration

• Maintenance tasks can also be assigned from the Task Scheduler, allowing you to build recurring maintenance schedules tied to specific assets.