The Assets page helps you organize and track equipment, vehicles, and other important items. Each asset can store useful details, documents, maintenance records, inspections, logs, and a QR code.

Opening the Assets Page

Select Assets from the left navigation menu.

Use the search field to find an asset by its name, ID, or serial number.

Select Show Filters to narrow the list by:

• Status
• Category
• Site

Select Show Fields to choose which details appear in the asset list.

Asset Categories

Categories help you organize similar assets. Examples include refrigeration, cooking equipment, vehicles, and office equipment.

Creating a Category

1. Open the Categories tab.
2. Select Create Category.
3. Enter a category name.
4. Choose the information you want to track, such as:
   • Brand and model
   • Serial or registration number
   • Purchase information
   • Installation date
   • Warranty expiration
5. Add custom fields if needed.
6. Save the category.

The fields you select will appear when an asset is added to that category.

Creating an Asset

1. Open the Assets tab.
2. Select Create Asset.
3. Enter the asset name.
4. Choose its status, site, and category.
5. Complete any additional information.
6. Add a photo or supporting documents, such as a warranty or equipment manual.
7. Select Create Asset.

Viewing Asset Details

Select the asset name or choose Preview from the Actions menu.

The Asset Details page may include:

• General equipment information
• Documents and photos
• Connected logs and entries
• Related inspections
• Maintenance history
• Reports

Select Edit Asset when you need to update its information.

Using QR Codes

Each asset can have its own QR code. Staff can scan the code to quickly open the asset or complete a connected log entry.

You can download or print a QR code for one asset. Select Generate All QR Codes when you need codes for multiple assets.

Place each printed QR code near the correct piece of equipment so staff can access it easily.

Recording Maintenance

Select Maintenance Log from the asset’s Actions menu to record service or repair work.

A maintenance entry may include:

• Service date
• Type of work
• Service provider
• Cost
• Description
• Attachments

Keeping these records updated provides a clear history of repairs and maintenance.

Creating Reports

From the Asset Details page, select the report you need:

• Full Asset Detail: Shows the asset’s information and history.
• Log Report: Shows entries from connected logs.
• Maintenance Report: Shows service and repair records.

Choose a date range when needed, then generate the report as a PDF or CSV file.

Additional Actions

Open the Actions menu to:

• Preview an asset.
• Open its maintenance log.
• Edit its information.
• Archive it when it is no longer active.

Select Show Archived Assets to view archived items.

Use the Import/Export tab to add multiple assets from a CSV file or export your asset list.

Helpful Tips

• Use clear and consistent asset names.
• Assign every asset to the correct site and category.
• Upload warranties and manuals for easy access.
• Record maintenance as soon as work is completed.
• Place QR codes where staff can easily scan them.
• Archive assets that are no longer in use.