Asset Management
Why Asset Management
Keeping track of maintenance history, warranties, and scheduled inspections for each asset ensures you can prove compliance when auditors ask. Work orders linked to assets create an audit trail—when a fire extinguisher was last inspected, who did it, and what they found. Expiring warranties and insurance surface in dashboards so you're reminded before coverage lapses. Use asset management to maintain a complete compliance record for every piece of equipment.
How to View Work Order History for an Asset
Go to Premises > Assets and open the asset
Scroll to the Work Order History section
View completed and in-progress work orders linked to this asset
Work orders from Operations (inspections, repairs, scheduled maintenance) appear here when they target this asset. Click a work order to see details.
How to Set Up Scheduled Maintenance for Assets
Scheduled work is configured in the Operations module. To create maintenance schedules that target assets:
Go to Operations > Planned Work (or Scheduled Inspections)
Create a schedule and choose Asset Instance or Asset Model as the target
Select the specific asset or asset model (e.g. all fire extinguishers)
Set the recurrence (e.g. monthly, quarterly) and assign the work
When work is due, it appears in the Operations queue and in the asset's work order history once completed.
You can now manage inherited and direct schedule links directly from an asset or location page. The Work Schedules card shows whether a schedule is inherited from a model or class, or linked directly, and lets you unlink direct links or exclude inherited ones for that specific asset. See Create planned work from a location or asset for details.
How to Track Expiring Warranties, Insurance, and Leases
Assets with warranty, insurance, or lease blocks that have expiry dates feed into the Expirations dashboard:
Go to Premises > Insights or your custom dashboard
Use the Asset Warranties Expiring, Asset Insurances Expiring, or Asset Leases Expiring Soon widgets
Click an item to open the asset and renew or update the block
Set expiry dates when adding warranty, insurance, or lease blocks to assets. The system reminds you before coverage lapses.
Auto-renewing leases are excluded from the Asset Leases Expiring Soon and Asset Leases Expired widgets. To add or update a lease on an asset instance, see Add a lease to an asset instance.
How to dispose of assets
To create a disposal job, link assets, attach collection evidence, and mark assets as Disposed, use Create and complete an asset disposal job.
How to Edit or Delete an Asset
Edit: Open the asset, click Edit, update the details (name, location, blocks), and save.
Delete: Open the asset, click the ... menu, and choose Delete. You need the Admin role for Premises. Remove or reassign any linked work orders, documents, or forms first if the system requires it.
Common Questions
Where does work order history come from? Work orders created in Operations that target this asset (or its asset model) appear in the asset's work order history. Complete the work order in Operations to add it to the history.
Can I see when an asset was moved between locations? The system tracks current location only, not movement history. Update the location field when equipment moves.
How do I filter assets by model or location? On Premises > Assets, use the sidebar filters for asset model and location. You can also filter by tags.