Asset Pro App Overview

Asset Pro

1. What it is

Asset Pro tracks your organization’s hardware and software assets through their full lifecycle — from purchase through assignment, maintenance, and retirement. It gives admins a single place to see what you own, who has it, what it costs, and when it needs attention.

• Enablement: Asset Pro requires a license. An admin enables it from the Apps Marketplace. A mobile-optimized view is available automatically for phone browsers.
• What it is not: Asset Pro is not a purchasing tool. Purchase requisitions and purchase orders live in the Procurement app; an asset created from a received PO item links back to that order automatically.

2. Standing it up

1. Go to Apps Marketplace → Asset Pro → Enable.
2. Open Asset Pro → Settings and review the defaults. The important ones out of the box: auto-depreciation is on at 20% per year, warranty alerts fire at 60 days, maintenance reminders fire at 180 days, and assignment approvals are off. Adjust these to match your policy before adding assets.
3. Open Asset Pro → Categories. The app creates 12 default categories the first time an admin loads the page (Laptops, Monitors, Mobile Phones, Tablets, Keyboards & Mice, Headsets, Printers, Network Equipment, SaaS Subscriptions, Desktop Applications, Development Tools, Security Software). Edit or add categories to match your inventory. Each category sets whether a serial number is required, the expected useful life in months, and whether periodic inspections are needed.
4. Grant access by role. By default, all roles (Member, Manager, Admin, Super Admin) can view assets; Managers and above can manage them; only Admins and Super Admins can administer settings, categories, vendors, and contracts. You can narrow or widen each tier in Settings.
5. Start adding assets — manually, by CSV import, or by scanning barcodes. Each asset gets an auto-generated asset number with a configurable prefix (default “AST” for hardware, “SWL” for software). Confirm the dashboard shows your inventory counts.

Silent pairing to watch for: If you turn on Require assignment approval in Settings but have not set up managers or approval recipients, assignment requests will sit in the Pending Approvals queue with nobody notified. Similarly, the License compliance alerts and Subscription alert days settings only fire after an admin has saved the Settings form at least once — new tenants are not mass-mailed by default.

3. How it fits together

Hardware vs. Software assets — Every asset is one or the other, chosen at creation. Hardware assets track serial numbers, physical condition, location, and physical assignment (check out / check in). Software assets track license type, seat count, subscription dates, and seat allocation. The distinction matters because only hardware assets can be assigned to a person, and only software assets have license entitlements. Both share categories, vendors, contracts, maintenance records, and depreciation.

Example — a Laptops category with 36 months useful life: You add a laptop purchased for $1,200 on January 1. The nightly depreciation job applies the configured annual rate (default 20%) monthly, so after 12 months the current value drops to $960. At 36 months the value floors at the salvage value you entered (or $0). The EOL date auto-calculates to 3 years from the purchase (or deployment) date. The Device Refresh report flags it as due for replacement once that threshold passes.

Categories — A category groups assets by type and governs per-type rules: whether a serial number is required, the default useful life for depreciation and EOL, and whether periodic inspections are required (with frequency, inspection template, and preferred day). Categories apply to hardware, software, or both.

Assignments and chain of custody — When a hardware asset is assigned to a person, an assignment record tracks who has it, the condition at checkout, and the expected return date. If approvals are on, the assignment starts as Pending Approval and the asset’s status becomes Pending Assignment until a manager approves or denies it. After assignment, the recipient gets an acknowledgement prompt — they can confirm receipt or dispute it (wrong item, damaged, never arrived), which notifies the assigner and managers. Assignment types are Permanent, Temporary, or Loaner.

Software license entitlements — A software asset with a seat count tracks individual allocations. Each entitlement assigns a seat to a user or a device. When all seats are filled the compliance status moves to At capacity; if allocations exceed the licensed count it becomes Over-licensed. Site-wide licenses (no seat count) are always compliant.

Vendors — Vendors are shared across Asset Pro, Procurement, Supplier Hub, and Contracts. Within Asset Pro, a vendor can be invited to a portal where they upload certifications for admin review (approve or reject). Vendor records link to contracts and assets.

Contracts — Service agreements, warranties, leases, and support contracts tied to a vendor and one or more assets. Each contract has a start date, end date, and optional renewal notice window. The nightly contract-expiration job alerts the contract owner when the notice window opens; auto-renewing contracts flag honestly as “renews automatically” so you can cancel before renewal locks in.

Facility layouts — Admins can register a location as a facility and define rack layouts within it (aisle count, bays per aisle, beam levels). These layouts feed into the Inspections app for coverage-sweep inspections of pallet racking. A layout with inspection history cannot be deleted — you must archive or remove those records first.

Integrations — Asset Pro connects to several sibling apps:

• Service Desk — tickets can be linked to an asset; the asset card shows the open ticket count.
• Inspections — categories can require periodic inspections with a linked template and frequency.
• SOP Hub — SOPs link to individual assets or categories, with per-user completion tracking.
• Procurement — a received PO item can create an asset record automatically.
• Device discovery (Lansweeper, Intune, Jamf) — external device inventories sync into Asset Pro with ongoing sync-status tracking.

4. Running it

Assigning hardware

1. Open the asset and click Assign.
2. Select the person, choose the assignment type, and add notes.
3. If approvals are on, the request goes to the employee’s manager (or the configured approval recipients). The manager sees it under Assignments → Pending.
4. Once approved (or immediately if approvals are off), the asset status changes to Assigned and the employee is notified.

Returning or unassigning

1. On the assignment record, click Complete Return and record the condition at return.
2. Admins can also unassign directly from the asset, which records the return as an admin action.

Scheduling maintenance

1. Open the asset and go to its Maintenance tab, or use the top-level Maintenance tab.
2. Click New Maintenance Record, choose the type (Repair, Upgrade, Inspection, Cleaning, Calibration, or Other), set the scheduled date and estimated cost.
3. Move the record through Start → Complete (or Cancel). Completing a record updates the asset’s last-maintenance date, which resets the interval-based reminder clock.

Running a physical audit (stocktake)

1. Go to Audit Sessions → New Audit. Choose the scope: all active assets, or a single location.
2. Scan barcodes, asset numbers, or serial numbers. Each scan is classified as Found, Unexpected, or Duplicate. The progress bar shows how many expected assets have been accounted for.
3. When finished, click Complete. The reconciliation report lists every expected asset not scanned (missing) and every unexpected asset that was scanned but was not in scope.

Allocating software seats

1. Open a software asset and go to its License Entitlements section.
2. Click Allocate Seat and choose a user or device. Bulk allocation and bulk release are also available.
3. The compliance status on the asset card updates automatically.

Reviewing reports

Go to Reports. Six reports are available, each exportable as CSV, PDF, or Excel:

• Inventory — full asset list with filters by status, category, location, and condition.
• Assignments — assignment history with active/returned/overdue filters.
• Depreciation — purchase price, current value, and accumulated depreciation per asset.
• Maintenance — maintenance records by type and status, with cost summaries.
• Device Refresh — hardware older than the configured threshold (default 36 months), scored by replacement priority.
• EOL Timeline — assets grouped into time-to-EOL buckets (past, 30 days, 90 days, 6 months, 12 months, 12+ months, no date).

5. Settings

All settings live in Asset Pro → Settings. Defaults are read from the configuration service; the admin form merges saved values on top.

Setting	Default	What it changes
Auto depreciation	On	Nightly job recalculates current value for all active assets with a purchase price and date. Off means current value stays as entered.
Default depreciation rate	20% per year	Annual straight-line rate applied monthly by the depreciation job.
Warranty alerts	On	Nightly job emails the asset’s assignee when a warranty is within the alert window, and sends a weekly digest to configured recipients (or admins).
Warranty alert days	60 days	How far ahead of expiration the warranty alert fires.
Maintenance reminders	On	Nightly job sends reminders for upcoming scheduled maintenance (14-day lookahead), overdue records, and interval-based maintenance due. Weekly digest goes to configured recipients (or admins).
Maintenance interval	180 days	Days between maintenance events. Assets with no scheduled maintenance whose last completed date is older than this trigger an interval reminder.
Barcode scanning	On	Shows or hides the Scanner tab. Does not prevent barcodes from being stored on assets.
Require assignment approval	Off	When on, every hardware assignment must be approved by the employee’s manager before the asset moves to Assigned status.
Max assignment days	0 (unlimited)	When set above zero, temporary assignments get an auto-calculated expected return date.
Require category	On	Every asset must have a category. Off allows assets without one.
Custom categories	On	Admins can create new categories beyond the defaults.
Software license management	On	Enables the software-asset workflow: seat allocation, compliance status, and subscription alerts.
License compliance alerts	On	Nightly job alerts when seats are over-allocated or at capacity. Only fires after an admin has saved the Settings form (fail-closed for new tenants).
Subscription alert days	30 days	How far ahead of a software subscription’s end date the alert fires.
Notify on assignments	On	Email and in-app notification when an asset is assigned, approval is requested, or approval is granted/denied.
Notify on returns	On	Email and in-app notification when an asset is returned.
Notify on maintenance	On	Email and in-app notification for upcoming and overdue maintenance.
Viewer roles	Member, Manager, Admin, Super Admin	Which roles can see the Dashboard and Assets tabs.
Manager roles	Manager, Admin, Super Admin	Which roles can manage assets and view Reports.
Admin roles	Admin, Super Admin	Which roles can access Settings, Categories, Vendors, and Contracts.
Custom fields	(none)	Up to 10 admin-defined fields (text, number, or date) added to every asset form.

6. More help

• Asset Pro FAQ — specific setup, operating, and troubleshooting questions.
• Ask AI — the assistant answers questions about Asset Pro from these articles.
• My Assets — employees can see their own assigned assets from the Dashboard’s “My Assigned Assets” widget. This is the self-service view; it does not require Manager or Admin access.