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Asset Instances

Create individual assets, assign locations, and add instance-level blocks like warranty and serial number.

Written by Ben Gale
Updated over 2 weeks ago

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 type must exist (or you can create a new type 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

  1. Go to Premises > Assets

  2. Click Add Asset

  3. Choose Use Existing Type and select an asset type, or Create New Type to define a new type and create the first instance

  4. Enter the asset name (e.g. "Kitchen Fire Extinguisher", "Boiler Room Unit #1")

  5. Select a location in the Location dropdown (optional but recommended)

  6. Click Create Asset

The asset appears in the list and on its location's asset list.

How to Create an Instance from an Asset Type

  1. Go to Premises > Asset Types and open the asset type

  2. Click Add Instance

  3. Enter the asset name and select a location

  4. Click Create Asset

This is useful when you're viewing a type 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:

  1. Open the asset from Premises > Assets

  2. Find the Location field and use the dropdown to select a building, floor, or room

  3. Save your changes

When equipment moves, update the location so work orders and QR code access stay accurate. Locations can restrict which asset types 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.

  1. Open the asset from Premises > Assets

  2. In the Asset Blocks section, click Add Block

  3. Select Warranty, Insurance, Serial Number, or UK Vehicle (if applicable)

  4. Fill in the details and save

Warranty and insurance blocks support expiry dates, which appear in the Expirations dashboard.

Common Questions

Do I need to create asset types before instances? Yes, or you can create a new type when adding an asset—choose Create New Type and enter the type name. 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 type 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.

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