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Physical Asset Tracking

Track your organization’s hardware inventory with comprehensive lifecycle management, from procurement to retirement.

Asset Status Lifecycle

Every physical asset moves through a defined lifecycle:

graph LR
    A[Available] --> B[Assigned]
    B --> C[Maintenance]
    C --> B
    B --> D[Retired]
    C --> D
Status Description
Available Asset is in inventory and ready for assignment
Assigned Asset is currently assigned to an employee
Maintenance Asset is being repaired or serviced
Retired Asset is decommissioned and no longer in use

Adding Assets

Single Asset

  1. Click Add Asset in the Assets dashboard
  2. Select Physical Asset
  3. Fill in asset details:
  4. Name — Descriptive name (e.g., “MacBook Pro 16”“)
  5. Type — Category (Laptop, Monitor, Phone, Tablet, etc.)
  6. Serial Number — Manufacturer serial number
  7. Purchase Date — When the asset was acquired
  8. Purchase Price — Original cost
  9. Notes — Additional information
  10. Click Save

Bulk Import

Import multiple assets at once via CSV:

  1. Click Import Assets in the Assets dashboard
  2. Download the CSV template
  3. Fill in asset details for each row
  4. Upload the completed CSV
  5. Review the import summary and confirm

Subscription Cost

Bulk imports will calculate the total monthly subscription cost ($2 Ă— number of assets) and require confirmation before proceeding.

Assigning Assets

Assign assets to employees for tracking:

  1. Select an asset from the inventory
  2. Click Assign
  3. Choose an employee from the dropdown
  4. Add optional notes (e.g., “Primary workstation”)
  5. Click Confirm Assignment

The asset status changes to Assigned and appears in the employee’s asset list.

Reclaiming Assets

When an employee leaves or equipment needs rotation:

  1. Select the assigned asset
  2. Click Reclaim
  3. Choose the new status:
  4. Available — Ready for reassignment
  5. Maintenance — Needs repair/service
  6. Retired — Decommissioned
  7. Confirm the reclaim

Asset Details

Each asset record includes:

Field Description
Name Asset display name
Type Hardware category
Serial Number Unique manufacturer ID
Status Current lifecycle state
Assigned To Current employee (if assigned)
Purchase Date Acquisition date
Purchase Price Original cost
Monthly Cost Subscription cost ($2/month)
Notes Additional information
Assignment History Previous assignees and dates

Views

Toggle between two display modes:

Grid View - Visual card layout - Quick status overview - Ideal for browsing

List View - Detailed table format - Sortable columns - Ideal for searching and filtering

Filter your asset inventory by:

  • Status — Available, Assigned, Maintenance, Retired
  • Type — Hardware category
  • Assigned To — Specific employee
  • Date Range — Purchase date or assignment date

Search by asset name, serial number, or employee name.

Best Practices

  1. Record serial numbers — Essential for warranty claims and insurance
  2. Update status promptly — Keep lifecycle state accurate for reporting
  3. Use bulk import — Save time when onboarding large inventories
  4. Regular audits — Periodically verify physical assets match system records
  5. Document condition — Use notes field for damage or special conditions

What’s Next

  • Digital Licenses — Track software licenses and seat utilization
  • FAQ — Common questions about asset management

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