Asset Pro FAQ
Answers to common setup and operating questions about Asset Pro.
For what the app is and how to set it up from scratch, see the
Asset Pro Overview.
Setup
Do I need to create categories before I can add assets?
Yes. Every asset requires a category, and the setting is on by default. If your organization has no categories yet, Asset Pro auto-creates twelve defaults the first time you open the Categories tab — eight hardware categories (Laptops, Monitors, Mobile Phones, Tablets, Keyboards & Mice, Headsets, Printers, Network Equipment) and four software categories (SaaS Subscriptions, Desktop Applications, Development Tools, Security Software). You can rename, add, or deactivate them at any time.
Who can see what after I enable the app?
By default, all four organizational roles — Member, Manager, Admin, and Super Admin — can view assets. Managers and above can access Reports. Only Admins and Super Admins see Vendors, Contracts, Categories, Facility Layouts, and Settings. You can customize which roles appear in each tier from Settings. App Admins (users granted the Asset Pro app-admin role) always have full access regardless of the role-tier settings.
Permissions and access
Why can’t one of my managers see the Reports tab?
The Reports tab is visible to users whose organizational role is in the Manager tier. By default that includes Manager, Admin, and Super Admin. If you removed Manager from that list in Settings, anyone with only the Manager role loses access. Check Settings → User Permissions → Manager Roles and make sure the role is listed.
Why is the Scanner tab missing?
The Scanner tab only appears when the Barcode Scanning toggle is turned on in Settings. It is on by default, but if someone disabled it, the tab disappears for everyone. Turn it back on and the tab returns immediately.
Day-to-day
How does depreciation work, and can I change the rate?
Asset Pro uses straight-line depreciation. When auto-depreciation is enabled (it is by default), each asset’s current value is recalculated from its purchase price, the annual depreciation rate, and the category’s useful life. The default annual rate is 20%, and the salvage-value floor defaults to $0.00. You can change the rate in Settings → Default Depreciation Rate. Accelerated or double-declining methods are not supported.
What happens when an employee checks out an asset?
If assignment approvals are off (the default), the asset moves to Assigned status immediately, the employee appears as the current assignee, and — if assignment notifications are enabled — they receive an email and an in-app notification. If approvals are on, the asset enters Pending Assignment and the employee’s direct manager is notified to approve or deny. Once approved, the assignment date is set and the asset status changes to Assigned.
What are the assignment types, and does the app enforce return dates?
Three types exist: Permanent, Temporary, and Loaner. By default the maximum assignment duration is unlimited. You can set a cap in Settings → Max Assignment Days; when a value greater than zero is saved, temporary assignments automatically receive an expected-return date calculated from that cap. Assignments past their expected-return date appear in the Overdue Returns count on the dashboard.
How do software license seats get tracked?
Each software asset can record a license type — Per-Seat, Per-Device, Site-Wide, Concurrent, Subscription, or Perpetual — along with a total seat count. Seats are allocated to individual users or hardware devices. When all seats are allocated, the asset’s compliance status changes to At Capacity. If an allocation would exceed the total, Asset Pro blocks it. Site-wide and perpetual licenses with no seat count are always considered compliant.
I assigned an asset — why does the employee say they never received it?
Every new assignment starts with an acknowledgement status of Pending. The employee must confirm receipt in their My Assets view. If they report a problem — wrong item, damaged, or never arrived — they can dispute it, which notifies the person who assigned the asset and the managers configured for your organization. Check the assignment’s acknowledgement status on the Assignments tab.
Notifications and alerts
Who gets warranty expiration alerts?
Per-asset warranty alerts go only to the asset’s current assignee, starting 60 days before the warranty end date (configurable in Settings). A separate weekly warranty digest covering all expiring and expired warranties goes to the admin-configured warranty recipients, or to app admins if none are configured. Unassigned assets produce no individual alert — they surface only in the weekly digest.
Who receives maintenance reminders?
Per-asset maintenance reminders go to the asset’s current assignee and the person who requested the maintenance, plus any admin-configured notification group. If a maintenance record has no stakeholders, it skips the individual email and appears only in the weekly maintenance digest, which goes to the configured notification group or to app admins.
When do software subscription alerts fire?
When software license management is enabled (on by default), subscription expiry alerts go to the asset’s current assignee and its creator. The default alert window is 30 days before the subscription end date. You can change this in Settings → Subscription Alert Days.
When something looks wrong
My employee says they can’t see Asset Pro at all
Two things to check. First, the app must be enabled for your organization — if it is not, everyone is redirected away. Second, the app may be restricted to specific user groups. If the employee is outside the allowed audience, they see a “You do not have access” message. Verify both in the app’s marketplace settings.
I created an asset but there is no asset number on it
Asset numbers are auto-generated on creation. Hardware assets get the prefix AST (producing numbers like AST-00001), and software assets get SWL (SWL-00001). If you configured a custom prefix in your app settings, the prefix changes accordingly — software assets then get your prefix with a -SW suffix. If the number is missing, the asset was likely imported without one; editing and saving it will generate one.
An asset is stuck in “Pending Assignment” but nobody has a pending approval
This happens when assignment approvals are enabled and the approval request was never acted on. Look on the Assignments tab and filter by Pending Approval status. An admin can approve or deny the assignment from there, which releases the asset back to Available (if denied) or moves it to Assigned (if approved).
Why didn’t the end-of-life date auto-calculate for my software asset?
End-of-life dates auto-calculate only for hardware assets, using the deployment date (or purchase date) plus the category’s useful-life months. Software assets are skipped because their EOL dates are set by the vendor, not derived from a purchase date. Enter the EOL date manually on the software asset’s detail page.
Reports and exports
What reports are available, and who can run them?
Six reports: Inventory, Assignments, Depreciation, Maintenance, Device Refresh, and EOL Timeline. Each can be exported to CSV, PDF, or Excel. Reports are available to users in the Manager or Admin permission tier — by default that is Manager, Admin, and Super Admin.
What does the Device Refresh report measure?
It lists active assets whose purchase date is older than a configurable threshold (default 36 months). Each asset receives a replacement priority — Low, Medium, or High — scored from its age, warranty status, and condition grade. Use it to plan your next hardware-refresh budget cycle.
Licensing and limits
Does Asset Pro require a licence?
Yes. Asset Pro requires a MangoApps Workforce licence. An admin enables it from the Apps Marketplace, and no employees see it until that is done.
Are there limits I should know about?
- Custom fields per asset: 10 maximum, with types Text, Number, and Date.
- Depreciation method: straight-line only; no accelerated or double-declining.
- Barcode symbology: auto-detected from the value you enter — EAN-13 (13 digits), UPC-A (12 digits), QR (8+ alphanumeric characters), or Code 128 (everything else).
- Facility layouts: pallet racking is the only shipped layout type.
- Contract renewal notice: defaults to 30 days before the contract end date.
- Inspection frequencies: Daily, Weekly, Monthly, Quarterly, or Annually per category.
More help
- Asset Pro Overview
- Ask AI — the assistant answers Asset Pro questions from these articles.