Create an Asset

Registering assets is the foundation for tracking equipment, building maintenance history, and connecting work orders to specific machines. This guide walks through every field available when creating an asset.

Before You Start

• You need Admin or Manager permissions to create assets
• Have basic equipment information ready (name, manufacturer, model)
• Optionally, create locations first so you can assign assets to them

Steps

Step 1: Open the Assets module

1. Click Assets in the left sidebar
2. The asset list loads with any existing equipment

[Screenshot: Sidebar with Assets menu item highlighted]

Step 2: Start creating an asset

1. Click + Create Asset in the top-right corner
2. The asset creation form opens

[Screenshot: Assets list with Create Asset button highlighted]

Step 3: Upload images

1. Click Upload Images at the top of the form
2. Select one or more photos of the equipment
3. Photos help identify the asset and document its condition

[Screenshot: Asset form showing uploaded equipment photo]

Supported formats: JPG, PNG, GIF

Step 4: Enter basic information

Field	Description	Example
Asset Name	Unique, identifiable name	"Mixer M-001"
Description	Details about the asset (up to 1,000 characters)	"Industrial mixer for production line A"

[Screenshot: Asset form with Name and Description fields completed]

Step 5: Enter manufacturer details

Field	Description	Example
Manufacturer	Company that built the equipment	"Hamilton Industries"
Model	Model number or designation	"HM-5000"
Year	Manufacturing or installation year	"2021"

[Screenshot: Manufacturer, Model, and Year fields completed]

Step 6: Set location

1. Click the Location dropdown
2. Search or browse available locations
3. Select where the asset is installed

[GIF: Click Location dropdown and select a location]

Step 7: Select asset type

Choose the category that best matches the equipment:

• Production Machinery
• Auxiliary Equipment
• Tools & Maintenance
• Electronic & Digital

[GIF: Click Asset Type dropdown and select a type]

Step 8: Attach documentation (optional)

Add supporting files:

1. Click Add Media
2. Upload manuals, invoices, warranty documents, or specification sheets

[Screenshot: Media section with uploaded PDF manual]

Supported formats: PDF, DOC, DOCX, images

Step 9: Assign a team (optional)

Link the responsible maintenance team:

1. Click the Assign Team dropdown
2. Select the team responsible for this asset

[GIF: Click Assign Team dropdown and select a team]

Step 10: Link vendors (optional)

Associate external service providers:

1. Click Add Vendor
2. Select contractors for service, warranty, or specialized maintenance

Step 11: Connect inventory items (optional)

Link spare parts commonly used for this asset:

1. Click Add Inventory
2. Search and select parts from your inventory

[Screenshot: Inventory section with linked spare parts]

Step 12: Save the asset

1. Review all information for accuracy
2. Click Save

[Screenshot: Completed form with Save button highlighted]

The asset is now registered and ready for work orders, inspections, and tracking.

Complete Example

Field	Value
Asset Name	Cooking Kettle CK-001
Description	500L steam-jacketed cooking kettle for sauce production
Manufacturer	FoodTech Equipment
Model	SJK-500
Year	2022
Location	Production Floor A
Asset Type	Production Machinery
Media	User manual PDF, warranty document
Assigned Team	Maintenance Crew
Vendors	FoodTech Service (warranty)
Inventory	Steam valve gaskets, temperature probe

Tips

• Use consistent naming conventions (e.g., "Type-Location-Number": "Mixer-A1-001")
• Upload the equipment manual for easy technician access
• Link spare parts from inventory so technicians know which parts to use
• Add the installation year to track asset age and plan replacements
• Include photos from multiple angles to help identify the asset