Track individual assets

Asset Tracker records individually identifiable things such as laptops, cameras, tools, furniture and vehicles. Assets belong to Personal or the selected team. Inventory is for quantities of interchangeable items; Resource Booking is for scheduling use.

Add an asset

Choose Add asset and enter a name. The new asset opens straight away with the next AST asset tag. Click any detail on its page to fill it in: location, condition, category, asset tag, serial number, manufacturer, model, tags, a description and internal notes. Condition is New, Excellent, Good, Fair, Poor or Damaged.

Asset tags are unique in Personal or the team. Serial numbers are optional and may repeat; an asset whose serial number another asset also has says so on its page. To add many assets at once, see Import and export assets as CSV.

Categories

Asset Tracker starts with categories such as Computer, Phone, Camera, Vehicle and Tool. Anyone who can change assets adds more in either place:

• On an asset's page, open Category and choose Add a category… at the end of the list. Enter the name and choose Add category. The category is added and the asset is put in it.
• On the asset list, choose More, then Manage categories, where you also rename, archive and restore categories.

A name that a category already has, in any capitals, uses that category, and restores it if it was archived. Archive, in Manage categories, keeps a category on the assets that already use it and stops offering it for new ones. Restore, beside an archived category, offers it again.

Find an asset

The list opens on every asset. The tabs above it filter by status and show how many assets each holds: Available, Assigned, Checked out, Overdue and Maintenance, and Lost and Retired once an asset is in them. Search matches names, asset tags, serial numbers, manufacturers, models, locations, categories, people and notes. The filters narrow the list by category, location, assigned person, and whether an asset can be booked in Resource Booking. The list can be sorted by name, asset tag, newest, status, location or category. Team admins can also filter by warranty and sort by purchase date.

To record who has an asset, check it out or assign it; see Check out and assign assets.

Photos and files

Choose More, then Add attachments, to add photos, receipts or manuals as JPG, PNG, WebP or PDF files of up to 10 MB each. Tick Show the first photo at the top of the asset to show it on the asset's page. Attachments are stored privately: only people with access to Asset Tracker in Personal or the team can open them. Remove beside an attachment deletes the file.

Purchase and warranty

Team admins see and change a Purchase and warranty section on each asset: purchase date, purchase price, currency, warranty end date, supplier and supplier Contact. Other members do not see it.

A purchase price starts in the team's currency, which team admins set on the team page (see Create and manage a team); in Personal it is your Personal currency (see Your public profile and account details). You can choose another currency for any asset.

To depreciate an asset in your team's books, add it to Fixed Assets in Accounting. Choosing its name there brings in its purchase date and price. See Depreciate fixed assets.

Reports

Reports counts 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 recorded purchase totals for assets not retired, grouped by currency. Purchase totals use the recorded prices; they do not estimate current value or depreciation.

Book an asset in Resource Booking

Choose More, then Make bookable in Resource Booking, to create one resource in Resource Booking for the asset. Its hours, approval, duration limits and booking instructions are changed on the resource's page in Resource Booking, which Open in Resource Booking opens. Asset Tracker remains the source for the asset's name, image, location, condition and status. Reservations are not recorded on the asset.

An asset that is checked out, in maintenance, lost or retired cannot be booked. Stop taking bookings, in More, removes the resource from Resource Booking; the asset and its history stay. An asset with pending or approved future bookings cannot stop taking bookings until they are cancelled or moved. See Book shared resources.

Who can do what

Members with edit access can add and change assets, categories and attachments, and check assets out to a team member or Contact. A member with view access can check an asset out to themselves and check in an asset they hold. Purchase and warranty details are limited to team admins.

Mobile app

Open Asset Tracker from the app's tools. The asset list opens first. Use search or Filter and sort to narrow it. Choose the filters and sort order, then Apply; Cancel leaves the list unchanged. The list shows the applied filters. Admins can filter by warranty and sort by purchase date.

Choose Add to enter a name, then tap a detail on the asset's page to change it. Each changed detail saves when you choose Save. Condition and category choices save when selected. Dates use the device's native picker and save when you choose Done. A cleared optional date saves immediately. Descriptions and notes are shown in full. Unfinished text edits warn before leaving.

The header menu contains assignment, status, attachments and the Resource Booking link. Touch and hold an attachment to remove it. Tap a file to download it and open the device's share sheet. The list's menu contains Reports and Manage categories; touch and hold a category's status to archive it.

For help with assets, contact Contact support.