Add an asset

Learn how to add an asset for your organization to issue out to employees and/or contractors. You need the Asset Manager user role with either global or manager rights to create an asset.

About assets

Assets are issued to employees, visitors, or contractors on a temporary basis.  When creating an asset there are several asset attributes that must be completed:

  • Asset Type The type of asset this asset belongs to 
  • Asset Name The name of the asset
  • Asset Tag is a unique identifier for the asset and can include alphanumeric, alpha, numeric, barcode, and RFID identifiers.
  • Asset Reference is, like tags, a unique identifier for the asset and can include alphanumeric, alpha, numeric, barcode, and RFID identifiers. Tags and References can be inter-changed but effectively we are giving you two asset identifiable fields to use as you see fit.
  • Notes is a simple notes field to register additional information not able to be recorded using any of the pre-set field attributes.
  • Photo allows you to upload one or more images of the asset.
  • Geolocation is Ideal for fixed assets. Use the Geolocation feature to record where this asset is by entering the coordinates of the asset. Asset locations can then be displayed on a map under the GeoLocation reporting tool found in the upper toolbar under Reporting>GeoLocation.
  • Asset Owner Type is either your own organization or a contractor organization.
  • Owner Asset Contact is either:
    • An employee within your organization who is responsible for the Asset (they must hold either Asset Manager Global, Manager, or Issuer rights) or;
    • A contractor organization
  • Asset Base Location is the location in your WhosOnLocation account that is effectively where the asset is physically held, stored, based on when its status is in.
  • Asset Department is a department set up against the base location profile where you can associate ownership or responsibility of the asset to. 

Before you start

You add assets, you must first set up:

Add an asset manually

  1. Go to Tools > Asset Manager.
  2. Click Add Assets.

    Assets-Create.png
  3. Click Add an Asset Manually.

    Assets-Create-Manually.png
  4. Add the asset details, then click Next.
  5. Add any notes about the asset, then click Next.
  6. Add a photo from your computer, then click Next.
  7. Add the geolocation coordinates, then click Next.

    You can get the coordinates for your location from Google Maps. Look up your address then take the coordinates from the URL. The first number is latitude, the second is longitude.

    GeoLocation.PNG
  8. Add the Asset Owner information, then click Save

The asset will appear in your asset list ready to be issued out. You can edit any of the details at any time by clicking Edit next to the asset.

Asset Details tab

  • Asset Type – Asset types are set up before adding assets, you must add your asset under a type. These are often categories like Vehicle Keys or Hand Tools.
  • Asset Name – The name of the asset. This should be unique to identify the asset.
  • Asset Tag and Asset Reference – These are two interchangeable asset identifiers. You can use either of these to search for the asset in the Manage Asset screen. You may make this a barcode that can be scanned to find the asset in a large list. Both fields are used the same way and are there so you can enter multiple identifiers if you want.

    Assets-Create-Details.png

Asset Owner tab

  • Asset Owner Type – Select organization name or it's owned by a contractor
  • Owner Asset Contact – Choose an Asset Manager to be the contact for the asset
  • Owner Contractor – Choose the contractor organization the asset belongs to
  • Asset Base Location – Which location the asset is stored at by default.
  • Asset Department – A department, set up in the location’s settings, that has control of the asset, e.g. facilities, workshop, etc.

    Assets-Create-Owner.png

Import assets via CSV file

You can add multiple assets at once using a CSV file import. You will need to download the import template to ensure your file is imported correctly.

  1. Go to Tools > Asset Manager.
  2. Click Add Assets.
  3. Click Download the Asset Import Template.
  4. Save the CSV template to your computer.
  5. Open the file and add your assets – Required fields are Asset Type, Name, Owner Type, and Asset Location.

    CSV_Import.PNG

    Do not change or remove any column headers or the template will not import. You do not need to fill out any information which is not required.
  6. Save the updated template - Please make sure to save this in the CSV UTF-8 format for best results.
  7. Click Import your Asset List from a CSV File.
  8. Click Select CSV File.
  9. Choose your CSV file from your computer and click Open.
  10. Click Import Assets.

    Assets-Create-Import.png

Your asset will then show in Asset Manager. 

Asset-Manager.png

Next step: Once you've added an asset, you can issue it out to employees and/or contractors.