Asset Registry
Create and manage asset records with categories, depreciation, and employee assignment.
The asset registry is the complete list of every tracked asset in your organization. From here you create, view, search, and manage individual asset records across their full lifecycle.
Creating an Asset
Go to Assets > Inventory > New Asset.
Required fields: name, category, purchase date, purchase cost.
Optional fields: vendor (linked to Procurement vendor), serial number, model, warranty expiry, lease end date, assigned employee, location, notes.
Asset Properties
| Field | Description |
|---|---|
| Asset Name | Descriptive name (e.g., "MacBook Pro 16 — John Smith") |
| Asset ID | Auto-generated or custom identifier |
| Category | Defines depreciation rules inherited by this asset |
| Status | Ordered / Received / Deployed / In Repair / Retired |
| Purchase Date | Date acquired — used as the depreciation start date |
| Purchase Cost | Original cost — used as the depreciation base |
| Vendor | Linked to a Procurement vendor record |
| Serial Number | Manufacturer serial number |
| Model | Product model name |
| Warranty Expiry | Date warranty ends (alert threshold configured in Settings) |
| Lease End Date | For leased assets — triggers renewal alerts |
| Assigned To | Employee from the People module |
| Location | Office, warehouse, home, cloud, etc. |
| QR Code | Auto-generated for physical tagging and scanning |
Asset Lifecycle Stages
Assets move through the following stages:
| Stage | Meaning |
|---|---|
| Ordered | Purchased but not yet received |
| Received | Delivered (auto-set when a Procurement PO is received) |
| Deployed | Assigned to an employee or location |
| In Repair | Currently at service or being repaired |
| Retired | End of life — no longer active |
Each stage change is logged with the acting user and a timestamp.
Depreciation
Depreciation is configured per category and inherited by assets in that category. On each asset record you can view:
- The full year-by-year depreciation schedule
- Current book value (purchase cost minus accumulated depreciation)
- Net book value at any given date
Depreciation posts to Finance on the schedule configured in Assets Settings (monthly, quarterly, or annually).
Depreciation Methods
Straight-line — Spreads the cost evenly over the asset's useful life:
(Purchase cost − Residual value) / Useful life in yearsDeclining balance — Applies a fixed rate to the current book value each period, front-loading depreciation:
Book value × depreciation rate each periodCustom — Enter a manual depreciation amount per year. Useful for assets with irregular write-down schedules.
Employee Assignment
Assign any asset to an employee from the People module. The relationship is bidirectional:
- The asset record shows who it's assigned to, with assignment history
- The employee's People record shows all their currently assigned assets
When an employee's status changes to Terminated in People, a pop-up surfaces every asset assigned to them so the return process can begin immediately.
Software License Compliance
For assets categorized as Software License, set the seat count — the number of licenses your organization has purchased. The compliance view shows:
- How many users are currently assigned to this license
- Whether you're within your purchased seat count
- Over-allocated licenses flagged in red (more assigned users than purchased seats)
QR Code Tagging
Every asset automatically receives a unique QR code. You can:
- Print labels directly from the asset record for physical tagging
- Scan the QR code from any mobile device to open the asset record instantly
- Use scanning during office audits to confirm asset location and condition without searching the registry manually
Bulk Import
Go to Assets > Import. Upload a CSV using the template available on that page.
Template columns: name, category, purchase_date, purchase_cost, serial_number, assigned_to_email
If you connect Procurement: when a PO for hardware is received, the asset record is auto-created with the vendor, cost, and purchase date pre-filled. All you need to add is the serial number and assigned employee.