Create an asset

Learn how to create 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.

Before you start

You must first set up the asset group and asset type which the asset belongs to.

You can then create assets manually one-by-one, or add many assets by importing a CSV file.

Add an asset manually

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

  3. Click Add an Asset Manually.

  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.

  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.


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.


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.


    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.


Your asset will then show in Asset Manager. 


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

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