AssetLab documentation

Documentation for AssetLab: asset registers, work orders, preventive maintenance, projects, municipal infrastructure, the REST API, and the MCP server.

Start

• Getting Started
• What's new - Recent AssetLab releases - the features that changed what you can do, newest first, each linked to its documentation.
• Facilities & buildings - Go from an empty organization to a working maintenance operation: sites, buildings, assets, a work order, and your first PM schedule.
• Municipal infrastructure - Set up AssetLab for linear assets - model your networks, bring in GIS data from Esri, and stand up level-of-service tracking.
• Core concepts - The mental model behind AssetLab - organizations, the two hierarchies every asset lives in, and how the modules fit together.
• Roles & access - The four AssetLab roles, what each one can do, and how to choose the right one when inviting your team.
• Importing your data - Bring an existing asset register into AssetLab with the guided import wizard - templates, column mapping, and validation included.
• FAQ - Quick answers to the questions new AssetLab teams ask most.

Asset Management

• Overview - The asset registry and everything built on it - hierarchies, condition, risk, FCI, floorplans, QR codes, and reporting.
• Assets - The asset record in full - identity, placement, lifecycle data, statuses, costs, and the detail page that gathers everything an asset knows.
• Sites, buildings & locations - The physical hierarchy - how to structure sites, buildings, and locations so placement, roll-ups, and reporting stay clean.
• Classifications - The system hierarchy - three levels, three models to structure them (standards-based, department-led, hybrid), and how to choose yours.
• Custom fields - Capture organization-specific attributes - refrigerant type, filter size, warranty expiry - as structured, filterable data per record type.
• Budget - The annual funding envelope - O&M and capital budgets per year, tracked against recorded spend, contract commitments, and planned project budgets.
• Lifecycle & funding - The lifecycle forecast and Capital Brief - projected replacement costs, keep-pace vs. catch-up reinvestment, and the funding gap by system class.
• Condition assessments - Record asset condition over time and let AssetLab project degradation - the data that powers risk, FCI, and defensible capital plans.
• Risk & FCI - How AssetLab scores asset risk (consequence × likelihood) and computes the Facility Condition Index at every level of the portfolio.
• Floorplans - Upload PDF floorplans, place your assets on them as pins, and give technicians a visual way into the asset registry.
• QR codes - Every asset and location gets a scannable QR code - print labels, stick them on equipment, and open records from any phone camera.
• Documents - Manuals, drawings, photos, warranties, and certificates - attached to their records, plus a standalone folder-organized library.
• Dashboards - The portfolio at a glance - condition, risk, costs, work volume, lifecycle forecasts, and level-of-service, sliceable by site and system.
• Reporting - Build custom reports over 30 data sources and export to CSV or Excel.

CMMS

• Overview - The maintenance engine - work orders, requests, preventive maintenance, inspections, parts, vendors, compliance, and costs in one loop.
• Work orders - The unit of maintenance work - creating, assigning, scheduling, and completing work orders, and the views that keep the queue moving.
• Work orders on the map - The Map view of the work order queue - see infrastructure work orders as pins, and plan a technician's day as an ordered route of stops.
• Work requests - Intake and triage - how reported problems become scheduled work, with auto-assignment, approval flows, and linking to existing work orders.
• Work requests by email - Email intake - a dedicated address that turns incoming email into work requests, with no login required for the sender.
• Requester portal - The deliberately simple surface for occupants and residents - submit a problem, attach a photo, and watch its status. Nothing else.
• PM schedules & templates - Recurring maintenance that runs itself - schedules that generate work orders on a rhythm, and templates that make programs repeatable.
• Forms & inspections - Build inspection checklists once, attach them to PMs and work orders, and collect structured answers instead of paper.
• Parts inventory - Track spare parts, stock levels, and desired quantities; associate parts with the assets that consume them.
• Vendors - Contractors and suppliers as first-class records - assignments, site coverage, performance history, and the paper trail.
• Contracts - Service agreements with their terms, values, covered sites, and renewal clocks - so expirations stop being surprises.
• Compliance - Regulatory obligations tracked against the PM schedules that fulfill them - what's required, what's actually being done, and the paper to prove it.
• Expenses & cost tracking - Where every O&M dollar lands - automatic cost posting from work orders, expenses, purchase orders, invoices, and budgets - building each asset's total cost of ownership.

Projects

• Overview - Capital and major maintenance work as first-class projects - scoped to real assets, budgeted, scheduled, and tracked to completion.
• Creating projects - The guided project setup - scope it to real assets, set its phase and team, and understand what closeout does to the linked registry.
• Tasks & milestones - The delivery schedule - a drag-and-drop task board with subtasks and assignees, milestones that mark the moments that matter, and the timeline view.
• Risks & updates - The project risk register and the period-based status narrative - the two records that make governance meetings short.
• Budgets & financials - Project money end to end - budget lines, committed vs. actual, change orders, purchase orders, invoices, and point-in-time snapshots.
• Replacement planner - The replacement calendar - drag assets into the year you intend to replace them, ranked by a configurable priority score, then seed projects from the plan.

Infrastructure

• Overview - Linear and networked assets - roads, water, sewer, sidewalks - with GIS geometry, Esri sync, and the same condition-risk-cost engine as the rest of AssetLab.
• Networks & feature classes - The structural layer of the Infrastructure module - a tenant-level feature class catalog, networks filed under classes, and the rates and lifetimes that make valuation work.
• Features - The individual infrastructure record - geometry, attributes, valuation, inspections, costs, and work history for one real segment or point.
• Zones, routes & corridors - Three overlays that make big networks manageable - hydraulic and district zones, attribute-built routes, and auto-computed dig-once corridors.
• Esri & GIS sync - Connect ArcGIS feature services, map GIS fields onto AssetLab columns, and keep AssetLab synchronized nightly - or import GeoJSON, shapefiles, and CSV through the wizard.
• Map view - The network on a map - filter-scoped vector tiles, condition coloring, Esri overlays, and click-through to any feature.
• Level of service - Turn service commitments into measurable targets - service areas, community and technical measures, auto-derived values, and the measurement history that shows whether you deliver.

AI & MCP

• Overview - Connect Claude or ChatGPT to your AssetLab account through the Model Context Protocol and work with your data conversationally.
• Connect Claude - Hook Claude up to your AssetLab account - claude.ai and Claude Desktop via the remote connector, Claude Code via one command.
• Connect ChatGPT - Add AssetLab as a ChatGPT connector - OAuth setup, authorization with your API key, and what to expect once connected.
• Tools & scopes - What a connected assistant can actually do - the tool catalog, how scopes gate it, and the conventions that keep tool use reliable.
• Security model - How AI access is contained - key binding, scopes, the trust boundary around your data, audit, and instant revocation.
• Set up & import with AI - Use a connected assistant to build your organization structure and load your data - the build order, the bulk tools, and the guardrails.
• Example workflows - Proven AI-assisted recipes - from turning a manual into a PM program to Monday-morning operations briefings.

Mobile

• Overview - AssetLab on phones and tablets - native iOS and Android apps for the field, plus the full platform in any mobile browser.
• Get the apps - Download AssetLab for iOS and Android, and put the full web platform on your home screen - both take about a minute.
• Working in the field - The phone-first workflows - scan a label to the record, work the queue at the machine, capture photos and forms where the work happens.

Manage

• Overview - The Administrator surface - users, roles, organization settings, API keys, webhooks, data operations, and the trust story.
• Users & invitations - Inviting people, assigning roles, handling departures, and keeping the user list an asset instead of a liability.
• Roles & user groups - How the four fixed roles combine with user groups - site-scoped teams that keep work-request notifications and assignee suggestions relevant.
• Settings reference - Every Settings tab and every toggle - what each section is for, each control, its default, and what it changes downstream.
• API keys - Scoped, tenant-bound, expiring keys - the single credential type behind the REST API, MCP, and every integration.
• Webhooks - Push AssetLab events to your other systems the moment they happen - no polling, no batch lag.
• Import & export - Data operations at organization scale - the import wizard, list exports, per-entity exports, and choosing between files and the API.
• Security & data residency - Where your data lives, which subprocessors handle it, how it's isolated and protected, and the security posture behind the platform.
• Language & localization - AssetLab in English and French - how language selection works, what gets localized, and notes for bilingual organizations.

Reference

• Overview - The lookup section - REST API mechanics, the resource catalog, scopes, the roles matrix, and the glossary.
• REST API basics - Authentication, pagination, rate limiting, and error handling - the mechanics shared by every AssetLab API endpoint.
• API reference (interactive)
• Resources - The catalog of resources exposed through the REST API and MCP tools, grouped by module.
• Scopes - The complete list of API-key scopes, grouped by module. A key can only do what its scopes allow.
• Roles capability matrix - The default capability-by-role table - what Administrator, Manager, Staff, and Requester can each do out of the box.
• Glossary - AssetLab terms, defined once, alphabetically.