Add an asset

Add an asset

1. Open Assets in the menu.
2. Click Add new.
3. Choose Equipment or Software & subscription.
4. Type the Name and pick a Category.
5. Fill in what you know, then click Create asset.

The asset’s page opens. You can complete it later with Edit.

Equipment

• Who has it?: pick the employee in Holder, or leave it empty and write where the item is in Location. A holder starts the item’s history from today.
• Purchase: the Purchase date, the cost, the Supplier and the Warranty until date. You get a reminder before the warranty ends.
• More options: Manufacturer and model, Serial number, Quantity and Condition.

Software and subscriptions

• Cost: the price and the Billing: Monthly, Quarterly, Yearly or One-off. Then the Next payment.
• Contract: turn on It has a fixed term for a contract that renews on a date. See Renewals and cancel-by dates.
• Seats: the Number of seats and the People who get one. Leave it empty for something the whole company uses, like the internet line.
• Licence key, under More options: it is stored encrypted and never shown in lists or exports.

For every asset

Under More options:

• Responsible: the person who gets the reminders. It is you by default.
• Remind me: how long before a date you are reminded, from On the day to 30 days before, or Never. The default is 14 days before.
• Notes and Tags.

Add photos and files

Equipment has a Photos section: drop pictures of the item, its serial label or any damage. On a phone, you can take them with the camera. The first photo is shown in the list and at the top of the asset’s page.

Drop the invoice, the warranty or a manual in Files, in the form or on the asset’s page. Any file up to 10 MB; its name is enough, there is nothing else to fill in. Remove a photo or a file with the cross next to it.

Common questions