Track individual assets

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

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, such as its location, serial number, or condition, to fill it in. To add many at once, use Import assets from CSV under More. Tags are unique in the current context; serial numbers are optional and may repeat. To add, rename, or archive categories, choose More and then Manage categories on the asset list. Archiving a category leaves it on assets that already use it.

The list opens on every asset. The tabs above it filter by status and show how many assets each one holds, including Overdue. Search matches names, tags, serial numbers, locations, and people. The filters narrow the list by category, location, assigned person, and whether an asset can be booked in Resource Booking.

An assignment records who is responsible for an asset. A checkout records temporary possession and can include a due date. On an asset's page, the button at the top right is the next possession step: Check out, Check in, or End maintenance. Assigning, maintenance, attachments, marking an asset lost or retired, and making it bookable are under More. The two records are separate: an assignment can stay in place while someone else checks the asset out. A checkout past its due date appears as overdue. Check-in records the condition on return and closes the checkout. Assignment and checkout history stays on the asset.

Condition describes wear. Status describes whether the asset is available, under maintenance, lost, or retired; an assignment and checkout are shown as their own statuses. Maintenance entries retain the reason, expected return, completion date, and completion note. Retired assets stay in Asset Tracker and retain their history. Maintenance, lost, and retired assets, plus assets checked out, are unavailable to Resource Booking.

A purchase price is recorded in the currency your team is paid in: the currency of its Payments account, or its Invoicing default when Payments is not set up. You can choose another currency for any asset.

Team members with edit access can create and manage assets, and can 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. Asset images and attachments are stored privately and require access to the current context.

Reports counts assets in use, overdue, in maintenance, and damaged, and groups them by status, category, and location. Each count links to the matching assets. Admins also see warranties ending within 30 days and recorded purchase totals grouped by currency. Purchase totals use the recorded prices; they do not estimate current value or depreciation.

CSV import reads the first row and lets you map each asset field to a file column. Category names that do not exist are added. An assigned name must match exactly one team member or Contact. A row reusing an asset tag is skipped and listed after the import; duplicate serial numbers are allowed and shown as a warning. Export these assets as CSV, under More, exports the list as it is currently filtered. Purchase and warranty values are included only for team admins.

Choosing Make bookable in Resource Booking creates one linked resource that points to the asset, with default hours. Its hours, approval, duration limits, and booking instructions are changed on the resource's page in Resource Booking. Asset Tracker remains the source for asset name, image, location, condition, and lifecycle. A resource can also have standalone source type and exist without an asset. Reservations and schedules are not recorded on the asset.

Before checking a linked asset out, moving it to maintenance, marking it lost, retiring it, or removing its booking link, resolve any future bookings first. An administrator can override a checkout date conflict, but changing an asset to an unavailable state requires cancelling or moving its pending and approved bookings.

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.

Check out, Check in, or End maintenance appears in the asset's header when available. 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, Manage categories, Import assets from CSV, and Export these assets as CSV. CSV import lets you select a file up to 5 MB and map its columns. Download CSV template shares a file with the supported headings; only admins receive purchase and warranty headings. Fields left unmapped use their defaults. Export shares the currently filtered assets as a CSV file. Touch and hold a category's status to archive it. Purchase and warranty information remains limited to admins; viewers can check out to themselves and return assets they hold.

Unfinished text edits warn before leaving. Cancelling a checkout, maintenance, or attachment sheet asks before discarding entered notes, dates, or a file.

For help, see Keep a contact list or Contact support.