Assets

The Assets add-on is a register of the equipment your agency owns — laptops, phones, monitors, vehicles, anything with a serial number and a value. You record each item, lend (assign) it to an employee, take it back when it is returned, log maintenance, and keep a full history of who had what and when.

Where to find it

Before you start: The Assets module must be enabled for your company and your role needs at least View Asset permission. If you do not see Assets in the sidebar, ask your administrator to enable the module or grant the permission. Contacts (portal users) never see this menu.

What you can do

Keep a searchable, filterable register of every asset.
Add, edit and delete assets, each with a type, serial number, value, location, photo and status.
Lend an asset to an employee and later mark it Returned, with a complete lending history per asset.
Manage Asset Types to categorise your equipment.
Track Asset Maintenance (planned and reactive), with scheduled/due dates and status.
Export the register to Excel.

The asset register

Open Assets to see the register. Each row shows the asset, its type, the assigned employee (if lent), dates and status. Rows that are lent past their estimated return date are highlighted.

Filter the list by:

Filter	What it does
Asset Type	Show only assets of one type.
Employees	Show only assets currently lent to a person.
Status	Filter by Available, Lent, Non Functional, Lost, Damaged or Under Maintenance.
Search	Free-text search on the asset name.

Tip: Use the wrench / tools icon on the register to jump straight to Asset Maintenance.

Adding an asset

On the register, click Add New Asset.
Fill in the Add Asset Info form.
Click Save.

Asset fields

Field	Meaning	Required
Asset Name	The name of the item.	Yes
Asset Type	The category. Pick an existing type, or click Add beside the dropdown to create one on the spot.	Yes
Serial Number	The item's serial or identifying number.	Yes
Value	The asset's monetary value.	No
Location	Where the asset is kept.	No
Status	Available (default), Non Functional, Lost, Damaged or Under Maintenance.	No
Asset Picture	A photo (PNG, JPG, JPEG or SVG).	No
Description	Free-text notes about the asset.	No

Note: You cannot set the status to Lent here. An asset becomes "Lent" automatically when you lend it (see below), and the status returns to Available when it is returned. While an asset is currently lent, the status options are hidden on the edit form.

Asset Types

Asset Types are the categories you assign to assets (for example "Laptop", "Phone", "Vehicle"). A type has a single field — its Name.

You can manage types in three places:

The Add button beside Asset Type on the asset form.
The Asset Settings page (see below).
Bulk import from the settings page.

Permission: Creating, editing and deleting types are governed by separate Add / Edit / Delete Assets Type permissions.

Lending (assigning) an asset to an employee

You can lend an asset only when its status is Available.

From the asset's row or detail view, choose the Lend action.
Complete the Lend Asset form:

Field	Meaning	Required
Employee	The person receiving the asset.	Yes
Date Given	The date the asset is handed over.	Yes
Estimated Date of Return	When you expect it back.	No
Notes	Any notes about the handover.	No

Click Save.

The asset's status changes to Lent, the employee is recorded as the borrower, and an email notification is sent to them.

Returning an asset

You can return an asset only when its status is Lent.

From the asset's row or detail view, choose the Return action.
The Return Asset form shows who it was lent to, the date given and the estimated return date, then asks for:

Field	Meaning	Required
Returned By	Who is handing the asset back (defaults to the borrower).	Yes
Date Of Return	The date it was returned.	Yes
Notes	Any notes about the return.	No

Click Save.

The asset's status returns to Available and the return is added to its history.

Lending history

Open an asset (the Asset Info view) to see its full History section. Each entry lists who it was lent to, the date given, estimated return, actual date of return, who returned it and any notes. If you have the right permissions you can Edit or Delete individual history entries.

Asset Maintenance

Maintenance is a separate area for scheduling and tracking repairs and servicing.

Where to find it›wrench / tools icon, or directly under Asset Maintenance.

The maintenance page shows three summary cards — Overdue Maintenance, Today's Schedule and Active Assets — and a list you can filter by asset, type and status.

To log maintenance, click Add Maintenance and complete the form:

Field	Meaning	Required
Asset Name	The asset being maintained.	Yes
Maintenance Type	Planned Maintenance or Reactive Maintenance.	Yes
Maintenance Title	A short title for the job.	Yes
Description	Details of the work.	No
Scheduled Date	When it is scheduled (defaults to today).	Yes
Due Date	The deadline (must be on or after the scheduled date).	No
Assigned To	The employee responsible.	No
Status	Scheduled (default), In Progress, Completed, Overdue or Cancelled.	Yes
Completion Notes	Notes shown when the job is Completed.	No
Notes	General notes.	No

Note: A record is automatically marked Overdue once its due/scheduled date has passed (unless it is already Completed or Cancelled). Setting the status to In Progress records the start time; Completed records the completion time.

Asset Settings

Where to find it

The settings page is where you manage your Asset Types — add, edit, delete or bulk-import them. There are no other configurable options.

Permissions

Asset permissions are scoped (All / Added / Owned / Both / None):

View Asset — see the register, asset details and maintenance.
Add Asset — add assets and maintenance records (requires All).
Edit Asset — edit assets, and lend/return them.
Delete Asset — delete assets and maintenance records.
View / Add / Edit / Delete Assets Type — manage the type list.
Edit / Delete Assets History — manage individual lending-history entries.