How do I manage assets in the mobile app?

Use Assets to look up and manage equipment tied to your locations—for example, vacuums, floor scrubbers, or other tagged items.

Applies to: Expert-tier companies with Assets enabled. Assets (View) lets users open asset details; Assets (Edit) is required to create, change, or transfer assets.

Before You Start

• An account administrator must create at least one asset type in the web Asset Register before you can add an asset on mobile.
• You need access to the location where the asset is stored.
• Creating, editing, transferring, or attaching a file requires an internet connection.
• The mobile app can add assets to existing types, but it does not create asset types or delete assets. Use the web Asset Register for those tasks.

Find and View an Asset

From More

1. Tap More, then Assets.
2. On Select asset type:, find the asset type you need. The number beside each type is the number of matching assets available to you.
3. Tap an asset type to open its assets.
4. Search by asset description, or use the sort button to sort alphabetically or by last inspected date.
5. Tap an asset to view its location, Asset description, Barcode, and any custom fields configured for that asset type.

You can also tap Open scanner and scan either the asset's Clean Smarts barcode or the barcode saved in its Barcode field. A matching asset opens automatically.

From a Location

1. Open the location in the mobile app.
2. Tap the Assets tab.
3. Find the asset under its asset type, then tap it to view the details.

The Assets tab only shows equipment assigned to that location. Use More → Assets when you need to search across locations.

Add an Asset

From More

1. Tap More → Assets.
2. Select the asset type.
3. Tap the + button.
4. Tap Select location, then choose the location. If the location has sublocations, choose the specific area where the asset belongs or select the main location.
5. Enter an Asset description. The description and location are required.
6. Optional: enter a unique Barcode, or tap the scanner icon beside the field to scan a label already attached to the item.
7. Complete any custom fields your administrator configured. Depending on the asset type, these can include dates, selections, or files such as a manual.
8. Tap Create asset.

After creation, the app returns to the asset list. The asset also appears in the location's Assets tab and in the web Asset Register.

From a Location

1. Open the location and tap Assets.
2. Tap + Asset.
3. Choose an option from Select Asset Type.
4. Enter the Asset description, optional Barcode, and any custom fields.
5. Tap Create asset.

If the location has no assets yet and + Asset is not shown, add the first one from More → Assets instead.

Edit or Transfer an Asset

1. Open the asset from More → Assets or from a location's Assets tab.
2. Change the Asset description, Barcode, or custom-field values.
3. Tap Submit changes.

To move the same piece of equipment, tap Transfer, select the new location and optional sublocation, and wait for Asset transferred successfully. Do not create a second asset record just because the equipment moved.

If the asset type has inspection types configured, Perform inspection also appears on the asset. Tap it and select the inspection you need.

Use Barcodes Carefully

• The scanner reads a label; it does not create or print one. Print and manage labels from the web Asset Register.
• Each barcode must identify only one location or asset. Clean Smarts rejects a barcode that is already in use.
• Do not scan the same printed label into several asset records. Duplicate labels can open the wrong record and make equipment difficult to track.
• An asset can still be created without entering a barcode. Clean Smarts assigns its own system barcode, which can be printed from the web later.

Troubleshooting

• Assets is missing from More or from a location. Confirm that your company has Assets enabled and that your user has Assets (View) or Assets (Edit). You must also have access to the location.
• I can open assets, but creating, editing, or transferring fails. Ask an administrator to add Assets (Edit). Mobile may still show editing controls to a user with Assets (View), but the save is not authorized.
• No asset types appear. An account administrator must create the types in the web Asset Register first.
• An asset is missing or old information is still shown. Connect to the internet, go to More → Sync, and tap Sync, then reopen Assets.
• Scanning does not open an asset. Search for the asset by description, confirm that the scanned value matches its Barcode, and sync the app. If the same label was used on more than one item, assign a different barcode to each asset.
• I cannot remove an asset or change its asset type. Complete that administration in the web Asset Register.