How Do I Add an Asset?

Assets are pieces of equipment or other tracked items at your locations—for example floor scrubbers, vacuums, or other machines your team maintains. This guide shows how to set up asset types, then add an asset from the web Asset Register or from the mobile app.

Applies to: Accounts on the Expert tier with the Assets (Edit) module. Asset Types are managed by users with account-manager access. Assets appear for field users who have Assets (View) or Assets (Edit).

Before You Start

Create asset types first. An asset type is the category you pick when you add an asset (for example, "Floor Scrubber" or "Vacuum"). You cannot create an asset until at least one asset type exists.
Know where the asset lives. Every asset needs a Location (or sublocation) so it shows up for that site in the register and on mobile.
Optional details can wait. You can save with just the type and location, then come back to add a barcode, custom fields, manuals, checklists, or inspections.

Set Up Asset Types

Do this once per category of equipment you want to track.

In the web portal, open Asset Register from the left navigation.
Click Asset Types.
Click Add Asset Type.
Enter an Asset Type Name, then save the type.
After the type is saved, optionally add Custom Fields (for example serial number, purchase date, or a file field for a manual) and Inspection Types for that category.

Custom fields and inspection types on an asset type apply to every asset of that type. If the Asset Types button is disabled, ask an account administrator—asset types are managed by administrators.

Add an Asset from the Web (Asset Register)

Use this when you are setting up many assets or working from a computer.

Open Asset Register from the left navigation.
Click Add Asset.
Select an Asset Type. This unlocks the rest of the form.
Choose a Location (pick the service location or a sublocation under it).
Enter an Asset Description so your team can recognize the item (for example, "Scrubber – Building A").
(Optional) Enter a Barcode if you tag equipment with barcodes or QR codes.
(Optional) Fill in any custom fields that appear for that asset type—text, dates, files, and so on.
Click Create Asset.

The asset appears in the Asset Register list with its description, type, location, barcode, and any custom field values. It also shows under that location's Scope of Work tree so you can see equipment alongside rooms and areas.

To edit an asset later, open it from the register (or from Scope of Work) and update the details, then click Save Changes. Checklists and assigned inspections are available after the asset exists—not while you are creating it.

Add an Asset from the Mobile App

Use this when you are on site and need to register equipment quickly.

From a location

Open the location.
Tap the Assets tab.
Tap + Asset.
Select an asset type from Select Asset Type (you can search the list).
Confirm or choose the location if prompted.
Enter the Asset description.
(Optional) Enter or scan a Barcode.
(Optional) Fill in custom fields and attach files.
Tap Create asset.

From More → Assets

Tap More, then Assets.
Select an asset type.
Tap the + button.
Choose the location, enter the description and optional barcode or custom fields, then tap Create asset.

After you create the asset, it is available under that location's Assets tab and in the web Asset Register.

Tips and Troubleshooting

I don't see Asset Register or the Assets tab. Your account needs the Expert tier with assets enabled, and your role needs Assets (View) or Assets (Edit). See What does each of the user modules do?.

Add Asset is disabled or I can't create assets. You need Assets (Edit) (or account-manager access). Assets (View) only lets you look at assets.

There are no asset types to choose from. An administrator must create at least one type under Asset Register → Asset Types before anyone can add assets.

The description and barcode fields stay greyed out on the web. Select both an Asset Type and a Location first. Those two fields unlock the rest of the form.

I added the asset but don't see it at the location. Confirm the asset's Location matches the site you opened. On the web register, use search or sort by location. On mobile, open that location's Assets tab—assets are grouped by type.

I need to move equipment to another site. Edit the asset and change its Location, or use transfer on mobile when you open an existing asset. Create a new asset only when it is a different piece of equipment.

I want manuals or photos on the asset. Add a File custom field on the asset type, then attach the file when you create or edit the asset.