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 Admin → Apps → All Apps. 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 Admin → Apps → All Apps → 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 Approvals but turn off Assignment and approval notifications, approvers get no bell and no email — requests wait in the Pending Approval queue until someone looks. (An employee with no manager on record is not a problem: their requests go to the Asset Pro admins, then the business admins.) Software and contract emails are off until you arm them: Send software lifecycle emails and Send contract renewal emails are both off by default, so new tenants are not mass-mailed.

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 shows Pending Approval too 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. Once Send contract renewal emails is switched on in Settings (it is off by default), 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, open its ⋮ menu and choose Assign to User.
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, when they have none, the Asset Pro admins). The manager sees it under Assignments → Pending Approval.
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 Schedule Maintenance, 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 Admin → Physical Audits and click Start 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 Seat Allocation card.
2. Click Allocate Seat and choose a user or device.
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
Enable Asset Agent	On	The master switch for the Asset Pro agent in Ask AI. Off means Ask AI stops answering Asset Pro questions altogether — it does not leave a read-only agent behind.
Automatic Depreciation Tracking	On	Nightly job recalculates current value for all active assets with a purchase price and date. Off means current value stays as entered.
Warranty Expiration 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).
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).
Barcode/QR Code Scanning	On	Shows or hides the Scanner tab. Does not prevent barcodes from being stored on assets.
Require Assignment Approvals	Off	When on, an assignment waits in Pending Approval until the employee’s manager or an Asset Pro admin approves it; nobody can approve their own request. A request made through Ask AI waits for approval whatever this setting says, unless the person asking can already assign assets themselves.
Software Asset Tracking	On	Enables the software-asset workflow: seat allocation, compliance status, and subscription alerts.
License Compliance Alerts	On	Includes over-allocated and at-capacity licences in the software emails. Nothing is sent until Send software lifecycle emails is also on.
Send software lifecycle emails	Off	Starts the nightly sweep that emails the chosen recipients when a subscription is lapsing, or a license is full or over its seat count.
Subscription Alert Days	30 days	How far ahead of a software subscription’s end date the alert fires.
Currency	USD	The currency of every Asset Pro amount — purchase price, current value, salvage value, cost per seat, maintenance cost and the depreciation report — on screen and in alert emails.
Default Depreciation Rate (%)	20% per year	Annual straight-line rate applied monthly by the depreciation job.
Warranty Alert Lead Time (Days)	60 days	How far ahead of expiration the warranty alert fires.
Default Maintenance Interval (Days)	180 days	Days between maintenance events. Assets with no scheduled maintenance whose last completed date is older than this trigger an interval reminder.
Maximum Assignment Duration (Days)	0 (unlimited)	When set above zero, temporary and loaner assignments get an auto-calculated expected return date.
Asset Number Prefix	(blank: AST and SWL)	Starts every asset number the app generates — hardware as PREFIX-00001, software licenses as PREFIX-SW-00001. Letters and digits only, up to 8. Numbers already issued keep the prefix they were created with.
Require a category on imported devices	On	When on, a device-discovery provider that creates assets cannot be saved without a Default Category. Every asset needs a category either way: a synced device whose category cannot be worked out is skipped, not created.
Allow Custom Categories	On	Admins can create new categories beyond the defaults.
Custom Asset Fields	(none)	Up to 10 admin-defined fields (text, number, or date) added to every asset form.
Assignment and approval notifications	On	Email and in-app notification when an asset is assigned, approval is requested, or approval is granted/denied.
Custody confirmations and disputes	Same as Assignment and approval notifications until saved	Tells whoever issued an asset that the employee confirmed receipt — or reported that it never arrived, arrived damaged, or is the wrong item.
Return and custody-end notifications	On	Tells the receiving admin when an employee returns an asset, and tells an employee when an asset is taken off their custody by someone else.
Maintenance notifications	On	Email and in-app notification for upcoming and overdue maintenance.
Send contract renewal emails	Off	Starts the nightly sweep that emails the chosen recipients when a contract enters its renewal-notice window.
View Access	Member, Manager, Admin, Super Admin	Which roles can see the Dashboard and Assets tabs.
Management Permissions	Manager, Admin, Super Admin	Which roles can manage assets (assign, return, edit, schedule maintenance). Reports have their own picker, Who can open Reports?
Administrative Permissions	Admin, Super Admin	Which roles can maintain Categories, Vendors, Contracts, facilities and stocktakes. Settings is open to business admins and Asset Pro admins.

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.