# Assets

> The asset record in full - identity, placement, lifecycle data, statuses, costs, and the detail page that gathers everything an asset knows.

Source: https://app.assetlab.ca/docs/asset-management/assets

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](/docs/start/importing-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](/docs/start/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](/docs/projects/replacement-planner), portfolio value |
| Condition | Risk scores, degradation projection |

> [!tip] Lifecycle fields are optional, but they're the difference between a lookup tool and a planning tool. Populate them at least for your high-value systems.

## 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](/docs/cmms/parts-inventory))
- **Maintenance History** and **Comments** - work history and the running conversation
- **Custom Fields** ([details](/docs/asset-management/custom-fields)) and **Condition Assessments** ([details](/docs/asset-management/condition-assessments))

> [!note] The Condition Assessments section appears on plans that include the intelligence feature.

## 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](/docs/projects) 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](/docs/asset-management/risk-and-fci)) |
| 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](/docs/asset-management/qr-codes)** - scan the label on the machine and land on the record.
- **[Floorplans](/docs/asset-management/floorplans)** - click the unit on the drawing (also available as a view on the Assets page).
- **[Map view](/docs/infrastructure/map)** - 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](/docs/asset-management/reporting).

## Working with assets programmatically

Assets are first-class in the [REST API](/docs/reference/rest-api) (`assets:read` / `assets:write` scopes) and the [MCP tools](/docs/ai/tools-and-scopes) (`list_assets`, `create_asset`, `update_asset`, …). Bulk endpoints exist for scripted migrations.