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Assets FAQ¶

General¶

What is 4Geeks Assets?¶

4Geeks Assets is an IT asset management solution that tracks physical hardware (laptops, monitors, phones) and digital software licenses. It provides assignment tracking, lifecycle management, and automated billing in a single dashboard.

How much does Assets cost?¶

Assets costs $2 per device per month. This applies to both physical assets and digital licenses. There are no additional fees for assignments, reclaims, or bulk operations.

What counts as a “device”?¶

A device is any trackable asset:

• Physical: Laptops, monitors, phones, tablets, peripherals
• Digital: Software licenses (counted as one “device” per license record)

Can I track accessories and peripherals?¶

Yes. You can track any physical asset including keyboards, mice, headsets, docking stations, and other peripherals.

Getting Started¶

How do I add my first asset?¶

1. Navigate to Assets from the main dashboard
2. Click Add Asset
3. Choose Physical Asset or Digital License
4. Fill in the details and click Save

Can I import assets in bulk?¶

Yes. Click Import Assets, download the CSV template, fill in your asset details, and upload the completed file. The system will calculate the total subscription cost and require confirmation before proceeding.

How do I assign an asset to an employee?¶

Select the asset, click Assign, choose the employee from the dropdown, and confirm. The asset status changes to Assigned and appears in the employee’s profile.

Physical Assets¶

What statuses can a physical asset have?¶

• Available — In inventory, ready for assignment
• Assigned — Currently assigned to an employee
• Maintenance — Being repaired or serviced
• Retired — Decommissioned, no longer in use

How do I track asset condition?¶

Use the Notes field to document condition, damage, or special characteristics. For more detailed tracking, consider exporting asset data to integrate with your maintenance system.

Can I track asset location?¶

The current version tracks assignment (which employee has the asset) but not physical location. For location tracking, use the Notes field or integrate with your facility management system.

How do I handle lost or stolen assets?¶

Change the asset status to Retired and document the circumstances in the Notes field. For insurance purposes, ensure serial numbers are recorded when assets are first added.

Digital Licenses¶

What license types are supported?¶

• Subscription — Recurring monthly/annual licenses (SaaS, cloud services)
• Perpetual — One-time purchase, lifetime use (on-premise software)
• Concurrent — Shared pool of licenses (intermittent-use tools)

How do I track seat utilization?¶

Each digital license shows total seats, assigned seats, and available seats. The utilization percentage is calculated automatically.

Can I track license terms and restrictions?¶

Yes. Use the Notes field to document special terms, restrictions, or compliance requirements.

How do I know when licenses need renewal?¶

The Renewal Calendar shows upcoming renewals sorted by date. Licenses renewing within 30 days are highlighted.

Billing¶

When am I billed for assets?¶

Asset subscriptions are billed monthly via Stripe, aligned with your account’s billing cycle. New assets are prorated for the first month.

What happens when I import assets in bulk?¶

The system calculates the total monthly cost ($2 × number of assets) and displays it for confirmation. Once confirmed, the subscription is updated and billing begins on your next cycle.

Can I see cost breakdowns?¶

Yes. The Assets dashboard shows:

• Total monthly cost for all assets
• Cost per asset type
• Cost per employee (for assigned assets)
• Digital license costs by vendor

How do I stop being billed for an asset?¶

Change the asset status to Retired or delete the asset record. Retired assets are no longer billed starting the next billing cycle.

Bulk Operations¶

Is there a limit on bulk imports?¶

No. You can import thousands of assets at once. The system handles large imports efficiently.

Can I update multiple assets at once?¶

Currently, bulk updates require exporting assets, modifying the CSV, and re-importing. Direct bulk editing is planned for a future release.

Can I bulk assign assets?¶

Yes. From an employee’s profile, click Assign Licenses to assign multiple licenses at once. For physical assets, assignments are individual.

Integration¶

Can I export asset data?¶

Yes. Click Export to download asset data in CSV or Excel format. You can export all assets or filter by type.

Does Assets integrate with IT service management tools?¶

4Geeks Assets provides data export for integration with your existing ITSM tools. Native integrations with popular ITSM platforms are planned for future releases.

Can I access asset data via API?¶

API access for Assets is planned. Contact enterprise support for early access.

Troubleshooting¶

An asset shows the wrong status. How do I fix it?¶

Select the asset and click Edit to change the status. If the asset is assigned, you must reclaim it before changing to Available or Retired.

I can’t find an asset in the search. What should I do?¶

Try searching by:

• Asset name (partial match supported)
• Serial number (exact match)
• Assigned employee name

If still not found, the asset may not have been saved. Check your import confirmation if you bulk imported.

How do I correct a wrong assignment?¶

Reclaim the asset from the current employee, then assign it to the correct employee. The assignment history will retain a record of both assignments.

Can I delete an asset?¶

Yes, but this is not recommended. Instead, change the status to Retired to preserve history. If you must delete, select the asset and click Delete. Deleted assets cannot be recovered.

Best Practices¶

How often should I audit my assets?¶

We recommend quarterly audits for physical assets and monthly reviews for digital license utilization. Regular audits help maintain accurate records and identify cost savings.

Should I track low-value items?¶

Focus on assets with significant value or compliance requirements. Low-value items like cables and adapters may not justify the tracking overhead.

How do I prepare for a software audit?¶

Export your digital license data regularly. Ensure all licenses are recorded with accurate seat counts, purchase dates, and renewal terms.

Need More Help?¶

• Join our Discord community
• Contact enterprise support

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