Managing assets
Register equipment on the right property, open the asset profile, and generate a QR code when the work is on the asset, not the building.
An asset is equipment that needs its own maintenance: a lift, an AC unit, a pump. You link it to a property so the team knows where it sits, and you can open a request or a dedicated QR code when the account allows that.
List and profile
On the assets list, search by name or code and filter by type or property. The list follows the branch you selected in the header. If you are on All branches, a branch column and filter appear — choose a branch to see assets homed there and assets shared with it. A shared asset shows its home branch plus +N or Shared. Open a row for the asset profile: type, linked property, photos, and maintenance requests on that equipment.
Add an asset by choosing an asset type and a property. Custom fields configured for assets appear on the create and edit form when your account defines them. The asset is filed under that property's branch, even if the header shows another branch. If the right type is missing, create it from the asset type field: the plus button, or Create new asset type at the bottom of the list when you typed a name that is not there or the list is empty. After you save, the new type is selected. Asset Types Management on the assets list is still where you edit or delete types.
If the account added extra fields under Custom Fields, fill them on the asset form. File extra fields are uploaded on that form — they are not part of the Excel import. When a file field is set to Show in List Table, the assets list shows the filename; click it to view the file, download it, or open it in a new tab. Filled extras show on the asset QR code page as Additional Asset Information.
If the asset is on the wrong branch, open it and use Move to branch. Open requests on that asset follow. Completed and canceled requests stay unless you ask to move history too. If the destination is not the property’s branch, the screen warns you — prefer moving the property instead — but you can still move the asset. If the asset is already shared, you can check Make exclusive to the destination branch to drop the extra shares.
If two teams both maintain the same machine, use Share with branch. Home stays put. The extra branch sees the same asset, QR codes, and history. Sharing the asset does not share its property — the extra branch still sees the property name on that asset, but the building does not appear on that branch’s property list. A new asset still copies the property’s home and shares. You cannot stop sharing the home branch. To stop sharing one extra branch — or every extra branch — open Share with branch again and dismiss that chip. The home chip has no ×. The button stays on the profile even after every assigned branch already sees the asset.
Tip: Staff assigned to only one branch do not see Move to branch or Share with branch. Staff who are not assigned to the asset’s home branch also do not see Share with branch.
Note: A request without an asset is place maintenance (unit or building). Do not attach an asset when the fault is a door or a wall, not a machine.
QR codes and import
From the profile, generate a QR code for the asset when the account accepts asset requests. For a bulk export, select assets on the list. Put the code on the equipment itself, not on a nearby unit door, if you want the request to land on this asset.
For large counts, use import: template, review, then submit. Extra fields appear on the list when the account configured them; fill the template as the screen shows — do not invent columns. The optional branch column sits after Service Providers and before extra fields. Leave it empty to inherit the property’s branch; a named value files that row even if the header is elsewhere. Updating an existing asset with a different branch in that column moves its home there and keeps extra shares. Older files without the column still import. Choose the property from the template list (the full path, such as building > floor > unit). If that unit is not in the list, create it under properties first — do not type a path the tree does not have. If two properties differ only by spaces or letter case, that row errors until you pick the exact path or rename them.
From the list you can delete the selection or download QR codes for the selection when your role allows — for account operators, not the platform admin.
What to read next
- Properties — attach the machine to a clear place before you open work on it.
- Branches — the asset is filed under the property’s branch; you can move or share it from the asset.
- QR codes — put the asset code on the machine when the account accepts asset requests.
- Maintenance requests — open work on an existing asset from the list or profile.
- Custom fields — add extra fields that appear on asset forms.