Anlagen — Asset Management Guide

What it does

Asset Management tracks company-owned equipment — laptops, vehicles, tools, uniforms, office furniture — through its full lifecycle: purchase, assignment, status changes, scheduled maintenance, and retirement. Every change is recorded in an audit history so you always have a clear record of who had what and when.

The module is built around two concepts:

• Asset types — categories like "Laptop", "Company vehicle", or "Power drill". Each type can have its own custom fields (for example, a Laptop type might have "CPU" and "RAM" fields; a vehicle type might have "License plate" and "Mileage").
• Assets — individual items belonging to a type, each with a serial number, purchase value, warranty date, and current status.

How to set up

1. Define your asset types — go to Assets > Types > New. For each type, choose a name, category (IT equipment, tools, vehicles, uniforms, office equipment, or other), and any custom fields you want to track for items of that type. Define custom fields carefully upfront — they apply to all assets of that type going forward. Every tenant gets its own seeded set of default types (Laptop, Desktop, Monitor, etc.); editing yours does not affect other tenants.
2. Create your first assets — go to Assets > New. Select the asset type, give it a name, and fill in the serial number, purchase date and value, warranty expiration, and any type-specific custom fields. Each asset gets an automatic reference number.
3. Decide who manages assets — operations or IT managers typically need full edit access. Most other employees only need read access to see what is assigned to them.
4. Link assets to locations (optional) — useful for equipment that stays at a fixed site rather than being assigned to an individual.

Daily use

1. When new equipment arrives, go to Assets > New and register it. The status starts as Available.
2. To assign the equipment to an employee, open the asset and click Assign. Select the employee and confirm. The status changes to In use and the assignment is recorded in the history.
3. To schedule maintenance, open the asset, go to Maintenance > Schedule, and fill in the type (service, inspection, repair, or calibration), scheduled date, and optionally cost and vendor.
4. When maintenance is completed, open the maintenance entry and click Mark complete.
5. When the employee returns the equipment, click Unassign. The status returns to Available. Or use Change status to set it to Repair, Retired, or Lost.
6. Employees can see their assigned assets under Assets > My Assets (read-only).
7. Managers can review the asset summary statistics — total count, status breakdown, total purchase value, and maintenance due.

Works together with

• Employees — assets are assigned to employees. An employee cannot be deleted while they have assets assigned.
• Locations — assets can be linked to a fixed location for storage tracking.

Asset Management does not connect to Time Tracking, Invoicing, or Payroll. Purchase values are stored for reference but do not flow into project costing or financial reports.

Tips

• Warranty expiry is informational only. There are no automatic reminders when a warranty is about to expire — plan for manual review.
• Overdue maintenance does not flag itself automatically. Scheduled maintenance with a past date stays as "scheduled" until someone manually marks it or updates the status.
• Custom fields are set per type and apply to all assets of that type. Changing a type's custom fields after assets already exist does not update the data on existing assets. Define your schema carefully before creating assets.
• Asset numbers are generated automatically and cannot be customised.
• Deleting an employee who has assets assigned silently nulls the assignment (the assigned-user link is nullOnDelete, not blocking). The asset stays, the history still shows the assignment, but the link is gone. Unassign first if you want a clean handover trail.
• Private use is permitted by default on all assets. For dual-use items like vehicles where you want to restrict private use, turn this off explicitly on each asset.