Company Assets & Equipment

Tracking tools and equipment

Keep track of the tools and equipment your company hands out: what each item is, its serial number, what it cost, and which employee has it right now.

Where to find it

Go to Assets & Equipment → Company Assets. Company Assets is included on the Service Company and Service Company Employer plans.

Step 1: Set up your Equipment Codes

Equipment Codes are your master list of the kinds of items you stock, for example a particular laptop model, a tone-and-probe kit, or a crimp tool. Every asset you add is tagged with one of these codes, so set them up first under Assets & Equipment → Equipment Codes.

1. Click New Code.

2. Enter the Item Code (required). Fill in anything else that helps: Stock Quantity, Description, Item Type, Location, Stock Type, Cost, Price, Source, Order Link and Notes.

3. Click Create Equipment Code.

Click any row to edit a code, or use the trash icon to delete it. Like other lists, the Equipment Codes list can be searched, sorted, filtered and exported.

Step 2: Add an asset

1. On the Company Assets page, click Add New Asset.

2. Pick the Asset Code from your Equipment Codes and enter the Asset Description (both required).

3. Add the Serial Number, Quantity and Asset Cost if you track them.

4. Pick a Status: ASSIGNED, AVAILABLE, MAINTENANCE or RETIRED. It shows as a coloured tag in the list, so you can see at a glance what is out, on the shelf, in the shop or gone.

5. Under Resource, choose the employee who has the item (only active employees are listed), or leave it UNASSIGNED if it is on the shelf. Set the Date Assigned.

6. Click Create Asset.

To change an asset, click its row, make your edits and click Save Changes. When an item comes back, set its Resource to UNASSIGNED. The trash icon at the end of a row deletes the asset. You'll be asked to confirm, and it can't be undone.

Reassigning several assets at once

Tick the box next to each asset, then click the Edit … Selected button that appears at the top (it shows how many you picked). In the bulk edit window you can set a new Resource, Date Assigned or Asset Cost for all of them at once. Only the fields you fill in are changed. Anything left empty keeps its current value.

Finding assets

• The search box looks through every column.

• Each column has its own filter. Under Resource, pick one or more people, or UNASSIGNED for items on the shelf. Under Status, pick one or more statuses.

• When someone leaves, filter Resource Status to Inactive. It lists every asset still assigned to a person who is no longer active, so you know what needs to come back.

• Filter Date Assigned by a date range, and click Clear Filters to reset.

• Click a column header to sort by it. Use Columns to hide columns you don't need, and Export CSV to download the list as a spreadsheet.

Assets on the employee's record

Every employee's record has a Company Assets tab (for users who can manage assets) listing everything assigned to that person: code, description, serial number, status, date assigned, quantity and cost. If you can manage assets, you can also click Add Asset there to assign a new item straight to that employee, or edit and delete their items.

What technicians see

A technician who opens Company Assets sees My Assigned Assets, a read-only list of just the items assigned to them. They can't add, change or delete anything.

Who can see and change assets

Seeing the company's assets and adding, editing and deleting assets and equipment codes all take the Manage Company Assets & Equipment permission. The Owner and Admins have it by default, and the Owner can give it to other roles in User Management → Role Permissions. Anyone without it doesn't see the Company Assets menu item. Staff, and any other role without it, can't open Company Assets or see the Company Assets tab on an employee's record. Technicians are the one exception: they see their own assigned items, read-only.