Answers come from the product guides and the live pricing
Ask me what the platform does, what it costs, or how a part of it works. I answer from the published guides and the current plans, and I say so when something is not in them.
Try one of these
Written by an assistant. Nothing here is a quote or a contract.
How to use
Asset Management
Checked against the product on 27 August 2026
Asset Management
Asset Management is the register of things your business owns and looks after: what they are, where they are, who holds them, what they cost, when they are serviced, what they are insured for, and what they are worth.
Note for QA and support: unlike most Apps, the Assets screens do not carry a How to use button. Everything below was read from the screens themselves. If a detail disagrees with a screen, the screen is right and this file needs updating.
Staff Directory, Holdings by person, Custody ledger
Maintenance
Work orders, Schedules
Cover
Policies, Claims, Warranties
Vendors
Service contracts, Service visits, Companies, Vendor performance
Books
Depreciation books, Net book values, Period runs
Setup
Categories, Service levels, AMS Settings
Two of these are shared screens, not copies:
Staff Directory is the same people list the HRM and Invoicing Apps use.
Companies is the same company record the CRM App holds, so a supplier you already have as a customer is one record.
That sharing is the point: this App works with or without the CRM App, but when both are on, they use one record rather than two that drift apart.
The vocabulary, which is worth learning first
Three scales run through the whole App and two of them behave in ways people misread.
Asset status
Status
Meaning
In stock
Held, not issued to anybody
In use
Issued and in service
In repair
Away being fixed
Reserved
Spoken for, not yet issued
In transit
Moving between places
Retired
Taken out of service, still owned
Disposed
Gone from the business
Lost
Missing
Stolen
Taken
Lost and Stolen deliberately read as alarming. Every other status is a state of normal operation. These two are an incident somebody has to act on, and a register that renders them the same neutral grey as "in stock" is one nobody reads carefully.
Condition runs backwards to every rating you have seen
1 is Very good. 5 is Unserviceable. Low is good.
That follows the recognised asset management convention, and it is the opposite of a star rating.
Value
Label
1
Very good
2
Good
3
Fair
4
Poor
5
Unserviceable
Every label carries the numeral and the word together, on purpose, because a bare "5" reads as excellent to anybody who has ever seen a star rating.
Not assessed is its own value, and it is neutral. An asset nobody has inspected does not have a condition of "fair". Calling it fair would invent an assessment, and calling it good would invent a flattering one. "We do not know" is both the truth and the thing worth acting on.
Criticality is about consequence, not urgency
Critical, Important, Standard, Minor.
It is not a priority and not a rating. It is what it costs the business when that asset fails, in its place. A standby generator can be Critical and sit unused for a year. It becomes the key that decides service level when maintenance is scheduled, which is why the words are about consequence.
The register
Assets is the main list. Each asset carries its identity, its category, where it is, who holds it, its status, its condition, its criticality, and its ownership.
Categories under Setup defines the kinds of asset you hold, and Places defines where they can be.
Asset labels
Printable labels for physical tagging.
The QR code encodes a web address that opens the asset.
The barcode encodes the asset tag itself.
They are not interchangeable: a scanner expecting a tag will not understand an address, and a phone camera expecting an address will not do anything useful with a tag.
Floor plans
Upload a plan of a building or a floor and place assets on it as pins. Pin colour follows the asset status, using the same colours as the register, so a plan and a list never disagree.
People and custody
Holdings by person answers "what does this person have".
Custody ledger is the history: who held what, when, and what happened at each handover.
Custody is a record, not a permission. Holding an asset does not grant anybody access to anything on the platform.
Because Staff Directory is shared, an employee record exists once and is used by HRM, Invoicing and this App alike.
Maintenance
Work orders are jobs to be done on an asset.
Schedules are the plans that raise them.
Service levels under Setup defines your response and completion targets, and criticality is what selects which one applies.
Schedules can be fixed or floating, and the difference matters:
A fixed schedule keeps its original dates whatever happens.
A floating schedule measures from when the work was actually done.
Servicing something a week late shifts every future date on a floating schedule and changes nothing on a fixed one.
Cover
Three related but distinct records:
Record
What it is
Policies
Insurance you hold
Claims
What you have claimed against a policy
Warranties
Manufacturer or supplier cover on an individual asset
Two things that catch people out
A warranty ends on a date OR at a usage figure, whichever comes first. A three year warranty capped at 60,000 units ends the day either is reached. Reading only the date is how a lapsed warranty gets claimed against.
A schedule is read as at the date of the loss, never as at today. When you file a claim for something that happened in March, the cover that applies is the cover that existed in March. That is why changing a policy today does not rewrite what an older claim was entitled to.
Vendors
Service contracts are agreements with the companies who maintain your assets.
Service visits are what actually happened under them.
Vendor performance reports on whether they met what they promised.
Companies is the shared company record.
Renewal ladders stamp the rung. When a contract moves through its renewal stages, the stage it reached is recorded, and moving the deadline afterwards does not silently rewrite which stage it was at.
Books and depreciation
Screen
What it is
Depreciation books
The rules: method, rate, life
Net book values
What each asset is currently worth under those rules
Period runs
Posting a period
The rule that governs the whole area:
Depreciation computes. A human posts. Nothing writes a period into your books by itself.
A run is calculated and shown for review, and it becomes real when somebody accepts it. A projection is rebuilt rather than added to, so correcting an input and re running gives you a correct answer instead of a corrected answer stacked on a wrong one.
Audits
An audit is a physical check: go and look, and record what you found. It is the only thing that turns a register into something you can trust, because everything else in the App records what somebody said happened.
Audits are what set condition, which is why "not assessed" is a normal and honest state for anything nobody has been to see.
Costs, Reports and Asset intelligence
Costs records what an asset has cost you beyond its purchase.
Reports covers the register, and exports are available across the App.
Asset intelligence is the AI surface. As everywhere on this platform, it proposes and a person decides.
Exports: financial columns are only included for people permitted to see them, so two colleagues exporting the same list can legitimately get different columns and neither file is wrong.
Sharing outside the workspace
Assets uses the same share funnel as the rest of the platform: you mint a link, scope it, and can revoke it. A revoked link shows a real page saying so rather than an error.
Six separate families, deliberately. Somebody who books maintenance has no reason to see what the assets are worth, and somebody managing insurance has no reason to edit the register.
Billing and limits
Asset Management is a free App, so turning it on costs nothing.
Your plan caps how many assets a workspace may hold. Files and images attached to assets count toward the workspace storage allowance shared across every App, shown on the Plan page.
Frequently asked questions
Is condition 5 good or bad? Bad. The scale runs 1 Very good to 5 Unserviceable, which is the recognised asset management convention and the opposite of a star rating. That is why every label shows the numeral and the word together.
An asset shows "Not assessed". Is that a problem? It means nobody has inspected it. It is an honest state, not a fault, and it is cleared by an audit. It is deliberately not shown as "fair", because that would invent an assessment nobody made.
What is the difference between Retired and Disposed? Retired means taken out of service but still owned. Disposed means gone from the business.
Why do Lost and Stolen look so alarming? Because they are the only two statuses that are an incident rather than a state of normal operation. A register that greys them out is one nobody reads carefully.
Is Critical the same as urgent? No. Criticality is what it costs the business when that asset fails, in its place. A standby generator can be Critical and sit unused for a year. It selects which service level applies when maintenance is raised.
The QR code and the barcode give different results. They are different on purpose. The QR encodes a web address that opens the asset; the barcode encodes the asset tag itself.
My printed label is the wrong size or the code overflows the box. Check the label size against the code. A code with its own fixed dimensions will not shrink to fit a smaller box on its own.
Someone holds an asset. Does that give them any access? No. Custody is a record of who has the thing. It grants nothing on the platform.
Is the Staff Directory here separate from HRM? No. It is the same shared screen and the same people. So is Companies, which is the same record the CRM App holds.
Can I use this App without the CRM App? Yes. It stands alone. When both are on, they share one company record rather than keeping two that drift apart.
I serviced something late and all the future dates moved. That schedule is floating, which measures from when the work was actually done. A fixed schedule keeps its original dates whatever happens.
A warranty expired earlier than its end date. A warranty ends on a date or at a usage figure, whichever comes first. Check the usage cap as well as the date.
I changed a policy and an old claim still shows the old cover. That is correct. Cover is read as at the date of the loss, never as at today, so changing a policy now cannot rewrite what an older claim was entitled to.
Did depreciation post to my books automatically? No. It computes and shows a run for review. A person accepts it.
I corrected an input and re ran depreciation. Are the errors compounding? No. A projection is rebuilt rather than added to, so re running gives a correct answer rather than a correction stacked on a wrong one.
My colleague's export has financial columns and mine does not. Financial columns are only included for people permitted to see them. Both files are correct.
Why are there so many separate permissions? Six families, deliberately. Somebody who books maintenance has no reason to see what assets are worth, and somebody managing insurance has no reason to edit the register.
Why is there no How to use button on these screens? The other Apps carry one and Assets does not yet. This document is the substitute until they are added.
Something here not matching what you see on screen? The screen is right and the guide is what needs correcting. Tell us and we will fix it.
