Managing Assets

The asset management system tracks all property equipment and infrastructure, monitoring condition, maintenance history, and planning replacements.

Asset Overview

What is an Asset?

Assets are significant items that require tracking and maintenance:

Category	Examples
HVAC	Air conditioners, fans, heaters
Plumbing	Water heaters, pumps, fixtures
Electrical	Generators, panels, lighting
Appliances	Refrigerators, washers, ovens
Pool/Spa	Pool pumps, filters, heaters
Security	Cameras, alarms, access systems
Furniture	High-value furniture items
Electronics	TVs, sound systems, smart home

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Adding an Asset

Step 1: Start Asset Creation

1. Navigate to Assets in sidebar
2. Click ”+ Add Asset”
3. Select the property

Step 2: Basic Information

Field	Required	Description
Asset Name	Yes	Descriptive name
Category	Yes	Asset type
Property	Yes	Location
Zone	No	Specific area
Asset Tag	No	Physical tag number

Step 3: Details

Field	Description
Brand	Manufacturer
Model	Model number
Serial Number	Unique identifier
Purchase Date	When acquired
Purchase Price	Cost
Supplier	Where purchased

Step 4: Warranty Information

Field	Description
Warranty Start	Coverage start date
Warranty End	Coverage end date
Warranty Type	Parts, labor, or both
Warranty Provider	Company name
Contact Info	Phone/email

Step 5: Maintenance Settings

Field	Description
Service Interval	How often serviced
Last Service Date	Most recent service
Next Service Due	Upcoming service
Assigned Vendor	Default service provider

Step 6: Documentation

Upload related documents:

• Purchase receipt
• Warranty certificate
• User manual
• Service records

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Asset Health Score

Understanding Health Scores

Assets are rated on a 0-100 health scale:

Score	Condition	Action
80-100	Excellent	Normal operation
60-79	Good	Monitor
40-59	Fair	Schedule maintenance
20-39	Poor	Urgent attention
0-19	Critical	Immediate replacement

Factors Affecting Score

Factor	Impact
Age	Older assets score lower
Service History	Regular service improves score
Condition Reports	Inspection findings
Failure Rate	Past breakdowns
Environment	Harsh conditions reduce score

Updating Health Score

1. Open asset detail page
2. Click “Update Condition”
3. Complete condition assessment:
   • Visual inspection
   • Performance test
   • Overall rating
4. Add notes and photos
5. System calculates new score

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Maintenance History

Viewing History

Each asset shows complete service record:

Entry Type	Information
Work Orders	All maintenance tickets
Inspections	Condition assessments
Parts Replaced	Component changes
Service Visits	Routine maintenance

Adding Service Record

1. Open asset page
2. Click ”+ Add Service Record”
3. Enter details:
   • Service date
   • Service type
   • Provider
   • Work performed
   • Cost
   • Next service due
4. Attach documentation
5. Save

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Asset Inspections

Scheduled Inspections

Set up regular inspections:

1. Go to asset page
2. Click “Schedule Inspection”
3. Set frequency (monthly, quarterly, annual)
4. Assign inspector
5. Define checklist
6. Enable notifications

Conducting Inspection

When inspection is due:

1. Open inspection from dashboard
2. Go through checklist items
3. Rate each component
4. Add photos of issues
5. Note any concerns
6. Submit inspection
7. System updates health score

Inspection Report

After completion, generate report showing:

• All items checked
• Pass/fail status
• Photos and notes
• Recommended actions
• Next inspection date

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Warranty Management

Tracking Warranties

View all warranty statuses:

Status	Description
Active	Currently covered
Expiring	Within 60 days of end
Expired	No longer covered
Unknown	No warranty info

Warranty Alerts

System sends notifications:

• 60 days before expiry
• 30 days before expiry
• On expiry date

Making Warranty Claims

1. Open asset with active warranty
2. Click “File Warranty Claim”
3. Describe the issue
4. Attach evidence photos
5. System provides warranty contact
6. Track claim status

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Replacement Planning

End of Life Tracking

Plan asset replacements:

Field	Description
Expected Lifespan	Typical asset life
Install Date	When installed
Est. Replacement	Calculated end date
Replacement Cost	Budget estimate

Replacement Alerts

Get notified when:

• Asset reaches expected lifespan
• Health score drops below threshold
• Repair costs exceed replacement value
• Efficiency drops significantly

Replacement Workflow

1. Asset flagged for replacement
2. Manager reviews and approves
3. Procurement request created
4. New asset purchased
5. Old asset retired
6. New asset installed and registered

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Asset Reports

Available Reports

Report	Description
Asset Inventory	Complete list with details
Health Summary	Overview of all conditions
Warranty Status	Warranty tracking
Maintenance Costs	Spending per asset
Replacement Forecast	Upcoming replacements
Asset Utilization	Usage statistics

Generating Reports

1. Go to Reports → Assets
2. Select report type
3. Choose filters:
   • Property
   • Category
   • Date range
   • Status
4. Click “Generate”
5. View or export (PDF/Excel)

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Bulk Operations

Bulk Import

Import multiple assets:

1. Download template (Excel)
2. Fill in asset data
3. Upload completed file
4. Review import preview
5. Confirm import

Bulk Update

Update multiple assets:

1. Select assets from list
2. Click “Bulk Update”
3. Choose field to update
4. Enter new value
5. Apply to all selected

Asset Transfer

Move assets between properties:

1. Select asset
2. Click “Transfer”
3. Choose destination property
4. Specify new location
5. Update any changed details
6. Confirm transfer
7. History records the move