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Asset Management

Addon Required

This feature requires the Assets addon to be enabled. Go to Settings > Addons and enable Assets before using these features.

Asset Management provides a complete system for tracking company assets throughout their lifecycle -- from procurement to disposal. This includes asset registration, assignment tracking, maintenance scheduling, depreciation tracking, and comprehensive reporting.

Dashboard​

Navigate to Asset Management > Dashboard to access the asset management overview.

The dashboard provides at-a-glance metrics and alerts:

  • Total Assets: Total number of registered assets and their combined value
  • Available: Assets currently available for assignment
  • Assigned: Assets currently assigned to employees
  • Charts: Visual breakdown of assets by status and by category
  • Recent Activities: Latest asset-related actions (assignments, returns, maintenance)
  • Alerts: Warnings for upcoming warranty expirations, insurance expirations, overdue maintenance, and overdue asset returns

All Assets​

Navigate to Asset Management > All Assets to view and manage the complete asset inventory.

Viewing Assets​

The asset list displays all registered assets with key information including name, asset tag, category, status, condition, assigned employee, and purchase details.

Creating an Asset​

  1. Click Add Asset
  2. Fill in the asset details:

Basic Information:

  • Name: Asset name
  • Asset Tag: Unique identifier tag
  • QR Code: Optional QR code
  • Barcode: Optional barcode
  • Category: Asset category
  • Department: Owning department

Manufacturer Details:

  • Manufacturer: Asset manufacturer
  • Model: Model name or number
  • Serial Number: Manufacturer serial number

Purchase Information:

  • Purchase Date: Date of purchase
  • Purchase Cost: Original purchase cost
  • Supplier: Vendor/supplier name
  • Warranty Expiry Date: Warranty end date

Depreciation:

  • Depreciation Method: Method used for calculating depreciation
  • Depreciation Rate: Annual depreciation rate
  • Useful Life (Years): Expected useful life
  • Salvage Value: Expected value at end of useful life
  • Current Value: Current depreciated value

Insurance:

  • Insurance Policy Number: Policy number
  • Insurance Value: Insured value
  • Insurance Expiry Date: Policy expiration date

Status and Condition:

  • Status: Current asset status
  • Condition: Physical condition of the asset
  1. Optionally upload supporting documents
  2. Save the asset

Asset Statuses​

StatusDescription
AvailableReady to be assigned
AssignedCurrently assigned to an employee
In RepairUnder maintenance or repair
DamagedAsset is damaged
LostAsset has been reported lost
DisposedAsset has been disposed of
ArchivedAsset is archived and no longer tracked actively

Asset Conditions​

ConditionDescription
NewBrand new asset
GoodAsset is in good working condition
FairAsset is functional but showing wear
PoorAsset has significant wear or issues
BrokenAsset is non-functional

Editing an Asset​

  1. Find the asset in the list
  2. Click Edit from the actions menu
  3. Modify the fields as needed
  4. Save changes

Asset Categories​

Navigate to Asset Management > Asset Categories to manage asset classification.

Creating a Category​

  1. Click Add Category
  2. Enter the Name and optional Description
  3. Save the category

Toggling Status​

Use the Toggle Status action to activate or deactivate a category without deleting it.

Assignments​

Current Assignments​

Navigate to Asset Management > Assignments > Current to view all assets currently assigned to employees.

This view shows which employee has each asset, the assignment date, and expected return date.

Assignment History​

Navigate to Asset Management > Assignments > History to view the complete history of all asset assignments, including past assignments that have been returned.

Overdue Returns​

Navigate to Asset Management > Assignments > Overdue Returns to see assignments where the asset has not been returned by the expected return date.

Employee Self-Service​

Employees can view their currently assigned assets through the My Assets section in their self-service portal.

Maintenance​

All Maintenance​

Navigate to Asset Management > Maintenance > All to view all maintenance records across all assets.

The maintenance list displays:

  • Asset name and tag
  • Maintenance type
  • Date and description
  • Cost
  • Status

You can filter by maintenance type and date range.

Schedule​

Navigate to Asset Management > Maintenance > Schedule to view upcoming scheduled maintenance tasks.

Overdue Maintenance​

Navigate to Asset Management > Maintenance > Overdue to see maintenance tasks that are past their scheduled date and have not yet been completed.

Reports​

Navigate to Asset Management > Reports for detailed asset analytics. All reports support export to Excel.

Asset Register​

Navigate to Reports > Asset Register.

A comprehensive list of all assets with their complete details including purchase information, current status, condition, and assignment details.

Asset Valuation​

Navigate to Reports > Asset Valuation.

Shows the current value of assets with depreciation calculations. Can be grouped by category or department.

Utilization Report​

Navigate to Reports > Utilization.

Tracks how effectively assets are being used, showing assigned days and utilization rates for each asset.

Maintenance Cost Report​

Navigate to Reports > Maintenance Costs.

Summarizes maintenance expenses, broken down by individual asset, category, or maintenance type.

Warranty & Insurance Report​

Navigate to Reports > Warranty & Insurance.

Monitors warranty and insurance status with expiry windows at 30, 60, and 90 days, helping you plan renewals before coverage lapses.

Next: Learn about Loan Management to manage employee loans, or continue to Disciplinary Actions for managing warnings and appeals.

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