Asset Tracker

Give each laptop, camera, tool and vehicle a record of its own, with its asset tag, purchase details and files.

Asset Tracker records equipment one piece at a time: its asset tag, serial number, location, condition, photos and receipts. Find any asset by its tag, serial number or the person who has it, see counts by status, category and location in Reports, and import or export the whole register as CSV.

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An asset's record

Add asset needs only a name. The asset opens straight away with the next AST asset tag, and any detail on its page is filled in by clicking it.

Asset tag
Unique in Personal or the team, and can be changed to match the labels already on your equipment.
Serial number
Optional, and may repeat. An asset whose serial number another asset also has says so on its page.
Details
Location, condition (New, Excellent, Good, Fair, Poor or Damaged), category, manufacturer, model, tags, a description and internal notes.
Categories
Asset Tracker starts with categories such as Computer, Phone, Camera, Vehicle and Tool. Manage categories adds, renames and archives them.
Asset Tracker and Inventory
Asset Tracker is for things identified one by one. Inventory counts quantities of interchangeable stock.

Photos, receipts and warranty

Attachments
Photos, receipts or manuals as JPG, PNG, WebP or PDF files of up to 10 MB each. The first photo can be shown at the top of the asset's page.
Stored privately
Only people with access to Asset Tracker in Personal or the team can open an attachment.
Purchase and warranty
Purchase date, purchase price and currency, warranty end date, supplier and the supplier's Contact. Only team admins see and change this section.
Currency
A purchase price starts in the team's currency, or your Personal currency, and any asset can use another.

Find an asset

The asset list opens on every asset, with tabs for Available, Assigned, Checked out, Overdue and Maintenance, and for Lost and Retired once an asset is in them. Each tab shows how many assets it holds.

Search
Matches names, asset tags, serial numbers, manufacturers, models, locations, categories, people and notes.
Filters
Narrow the list by category, location, assigned person, and whether an asset can be booked in Resource Booking.
Sort
By name, asset tag, newest, status, location or category. Team admins can also filter by warranty and sort by purchase date.

Reports

Reports counts the assets in use (not retired), overdue, in maintenance and damaged, and groups them by status, category and location. The overdue and maintenance counts, and each row of the groups, open the matching assets.

Team admins also see how many warranties end soon, and the recorded purchase totals of assets not retired, by currency. The totals add up the prices recorded; they do not estimate current value or depreciation.

Import and export as CSV

An equipment register kept in a spreadsheet, or exported from another program as CSV, can be imported in one go.

  1. Match the columns

    Magpie reads the file's header row and offers a column for each detail: name, asset tag, serial number, category, manufacturer, model, status, condition, location, assigned to, due back, purchase date, purchase price, currency, warranty expires and notes. Columns whose headings match are chosen already, and Name is the only detail every row needs.

  2. Gaps are filled

    A row with no asset tag gets the next AST tag, and a category that does not exist yet is added. Assigned to has to match exactly one team member or Contact, who is assigned the asset, or has it checked out when the row's status is checked_out.

  3. Skipped rows

    A row that cannot be imported, such as one reusing an asset tag already in use, is skipped and listed with its reason. The other rows are imported.

  4. Export

    Export these assets as CSV downloads the assets the list shows, with its current search, filters and tab. Purchase and warranty columns are imported and filled in only for team admins.

Who can change assets, and plans

Assets belong to Personal or a team. Members with edit access add, import and change assets, categories and attachments. Members with view access see the register, check assets out to themselves and check in what they hold. Purchase and warranty details are limited to team admins.

Asset Tracker is on every plan.

Depreciation in Accounting

To depreciate an asset in the team's books, add it to Fixed Assets in Accounting and choose it from Asset Tracker as the name. Its purchase date and price will be brought in, and the fixed asset will link to the asset's record and say so when the asset is retired or lost.

Add your first asset.

Create a Magpie account, open Asset Tracker and add an asset by its name, or import your register as CSV.

Create account