Asset Instances
Why Asset Instances
Asset instances are the individual pieces of equipment you track—each fire extinguisher, boiler, or laptop with its own location, warranty, and maintenance history. When someone scans a QR code on a fire extinguisher, they see that specific unit's record, not a generic list. Instances connect compliance evidence to physical things: warranties, serial numbers, work orders, and documents all attach to the right asset.
Before You Start
You need the Manager role for the Premises module to create assets. At least one asset model must exist (or you can create a new model when adding the first instance). If you don't see Add Asset, ask your site administrator to update your permissions.
How to Create an Asset Instance
Go to Premises > Assets
Click Add Asset
Choose Use Existing Model and select an asset model, or Create New Model to define a new model and create the first instance
If you chose Create New Model, enter the fields in order: optional Manufacturer, required Model Name, optional Description, and optional Asset Class. You can skip Asset Class and link a class later on the model detail page.
Enter the asset name (e.g. "Kitchen Fire Extinguisher", "Boiler Room Unit #1")
Select a location in the Location dropdown (optional but recommended)
Click Create Asset
The asset appears in the list and on its location's asset list. On the asset detail page, the header shows the manufacturer and model name inline when those details are available, with the model name linked to the model detail page.
How to Create an Instance from an Asset Model
Go to Premises > Assets, open the More asset options (…) menu, choose Asset Models, and open the asset model
Click Add Instance
Enter the asset name and select a location
Click Create Asset
This is useful when you're viewing a model and want to add another unit of the same equipment.
How to Assign a Location
Each asset has one current location. To assign or change it:
Open the asset from Premises > Assets
Find the Location field and use the dropdown to select a building, floor, or room
Save your changes
When equipment moves, update the location so work orders and QR code access stay accurate. Locations can restrict which asset models are allowed—e.g. fire extinguishers only inside buildings.
How to Add Instance-Level Blocks
Instance blocks hold data specific to each unit: warranty, insurance, serial number.
Open the asset from Premises > Assets
In the Asset Blocks section, click Add Block
Select Warranty, Insurance, Serial Number, UK Vehicle, or Lease (if applicable)
Fill in the details and save
Warranty, insurance, and lease blocks support expiry dates. When Auto-Renew is on, the lease has no fixed expiry date. To add lease commercial terms on an asset instance, see Add a lease to an asset instance.
How to Add Cost and Lifecycle Details
Asset instances can record cost and lifecycle information to help track purchase value, replacement costs, and useful life. When maintenance costs are recorded, a repair-versus-replace badge appears on the asset to show when cumulative maintenance spend is approaching the replacement cost.
Open the asset from Premises > Assets
In the Asset Blocks section, click Add Block and select Cost and Lifecycle
Enter the purchase price, replacement cost, residual value, and useful life
Save the block
The repair-versus-replace badge updates as maintenance spend is recorded against the asset.
How to Change an Asset's Status
Asset status shows whether an asset is In Service, Out of Service, In Storage, Retired, or Disposed. New assets are created as In Service by default. The status badge appears in the assets grid, on the asset detail page, and in the QR scan view. You need the Manager role for the Premises module to edit an asset.
Assets marked Disposed through a completed disposal job cannot be edited. To dispose of assets with collection evidence and a full disposal record, see Create and complete an asset disposal job.
Changes to an asset's status are recorded in the audit trail. For more on viewing audit events, see Viewing Audit History and Understanding Audit Events.
From the Asset Detail Page
Open the asset from Premises > Assets
Click the status badge in the page header
Select the new status in the dialog and confirm
From the Assets Grid
Go to Premises > Assets
Use the row action for the asset you want to update
Select the new status and confirm
Asset Blocks
For details on adding blocks such as warranty, insurance, serial numbers, and assignments, see Asset Blocks.
Common Questions
Do I need to create asset models before instances? Yes, or you can create a new model when adding an asset—choose Create New Model, enter the model name, and optionally set manufacturer, description, and asset class. Asset class is not required; you can link it later from the model detail page. The first instance is created at the same time.
Can I attach documents to an asset? Yes. Use Attach Documents on the asset detail page. Documents can also be attached at the asset model level and inherited by all instances.
How do I generate a QR code for an asset? Open the asset, go to the QR Code tab, and use the displayed code. For bulk printing, see Settings > QR Codes > Printing QR Codes.
Equipment Risk Profiles
When an equipment risk profile is linked to this asset, it appears in the Equipment Risk Profiles section on the asset detail page. The card shows profiles linked to this specific asset, including any inherited from its asset model.