Assets
The asset record in full - identity, placement, lifecycle data, statuses, costs, and the detail page that gathers everything an asset knows.
An asset is any piece of equipment worth tracking individually: a rooftop unit, a pump, a generator, a scoreboard, an ice resurfacer. This page covers the record itself; for bulk creation see Importing your data.
Anatomy of an asset
Identity
- Name - how your team refers to it. Make it unambiguous at a glance: "AHU-3 Pool Mezzanine" beats "Air Handler".
- Asset ID - the record's identifier: a tag number, barcode value, or your own numbering scheme.
- Asset type - the catalog entry ("Centrifugal Pump", "Exit Sign"). Types carry defaults (useful life, unit replacement rates) so records stay consistent.
- Manufacturer, model, serial - for warranty claims, recalls, and parts lookup.
- Status - operational state. Ships with sensible defaults (Active, Inactive, In Repair, Decommissioned…), editable under Settings.
AssetLab is designed for multi-site portfolios, so names don't have to be unique - every arena can have its own "AHU-1". Identical names stay distinguishable by location and by attributes like the Asset ID.
Placement
Both hierarchies, as covered in Core concepts:
- Site → building → location (as deep as is useful)
- System class → system group → system
Lifecycle & value
| Field | Drives |
|---|---|
| Installation date | Age, remaining useful life |
| Useful life (years) | Lifecycle forecasts, replacement year |
| Replacement cost | FCI, replacement planner, portfolio value |
| Condition | Risk scores, degradation projection |
The asset detail page
Everything the platform knows about an asset gathers on one scrolling page of collapsible sections:
- Image and Description
- Basic Info - the identity fields above, with quick-access Documents cards
- Location and Classification - both hierarchies
- Financial - purchase cost and valuation fields (Manager and above; hidden for Staff)
- Maintenance - service dates and scheduling fields
- Maintenance Costs - the cost graph over time (Manager and above)
- Asset Timeline - the record's event history
- QR Code and Related Parts (spare parts)
- Maintenance History and Comments - work history and the running conversation
- Custom Fields (details) and Condition Assessments (details)
The list view
- Select / Done toggles selection mode; see the next section for what a selection unlocks.
- Single-click a row to open an editable detail sheet; double-click to open the full asset page.
- A sticky footer totals purchase cost, current replacement value, net book value, and accumulated depreciation - for the selection when rows are selected, otherwise for everything shown.
- A warning-triangle column flags assets missing lifecycle or risk fields, so data gaps are visible without running a report.
- Compact or comfortable density, and drag-to-reorder columns - order and visibility are remembered in your browser.
- Staff restrictions: financial columns (purchase cost, CRV, net book value, depreciation, risk factor, remaining life) are hidden for Staff, and the Export / Custom Fields / Add toolbar requires Manager or above.
Two searches exist: the page-level search matches asset ID, name, status, description, model, serial number, manufacturer, and location; the search box inside the list matches name, manufacturer, and asset type only.
What selecting assets unlocks
Turn on Select, pick rows, and a bulk action bar appears. Actions are role-gated:
| Action | Minimum role | What it does |
|---|---|---|
| Create Work Order | Staff | New work order prefilled with the selection; warns when the selection spans sites or buildings (the first asset's location is used) |
| Insights | Manager | Analytics over just the selected assets |
| Create Project | Manager | New project prefilled with the selection's sites, buildings, system classes, and system groups (requires the projects feature) |
| Move | Manager | Rewrite location or classification for the whole selection |
| Change Status | Manager | Set a status across the selection |
| Apply Risk Profile | Manager | Stamp a consequence-of-failure profile (details) |
| Delete | Administrator | Remove the selected records |
Statuses vs. deletion
Decommissioned equipment should be status-changed, not deleted - its cost and work history still informs type-level statistics and audits. Deletion is for records created in error, and is permission-gated accordingly.
Finding assets fast
- List and grid views - filter by site, building, system class, type, status; column layouts are saved.
- Canvas view - the classification hierarchy as a draggable graph. Dragging an asset onto a different system reclassifies it; dragging a system into a different group re-parents every asset under it.
- QR codes - scan the label on the machine and land on the record.
- Floorplans - click the unit on the drawing (also available as a view on the Assets page).
- Map view - for geolocated and infrastructure assets.
Exporting
Export (Manager and above) produces a CSV of the visible columns or a branded Excel report with inflation-adjusted projections and a summary sheet. There is no PDF export from the asset list; for print-ready documents see Reporting.
Working with assets programmatically
Assets are first-class in the REST API (assets:read / assets:write scopes) and the MCP tools (list_assets, create_asset, update_asset, …). Bulk endpoints exist for scripted migrations.