# Add an asset

_Skileo › Assets · Who can do this: Business owner, Member_

Open Assets, click Add new, choose Equipment or Software & subscription and type a name. Only the name is required; the dates, costs and people can wait.

## 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”.

> **Note**
> A “Quantity” above 1 makes the asset a batch, for example 20 chairs. A batch can't be given to a person.

## 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](https://www.skileo.com/help/en/subscription-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

### Can I change the kind later?

No. Equipment and subscriptions have different fields. Delete the asset and add it again with the right kind.

### Who can open an asset's files?

Everyone who can see the asset: the “Business owner”, and every “Member” with the “Assets” permission. The files are not shared with employees.

### Can several people share one licence key?

Yes. The key belongs to the subscription. Only people who can change assets can reveal or copy it, and each time is recorded in the asset's “Activity”.

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https://www.skileo.com/help/en/add-an-asset · Updated: 2026-11-08