Assets & assignments

The Asset Inventory is the registry of everything your team owns and tracks — hardware, software, and equipment. Assignments is the custody layer on top of it: who has what right now, and the full history of who held it before.

Asset Inventory

An asset is one tracked item in your inventory. Each asset carries:

• an asset tag (its ID number) and a name,
• an asset type and category (both configurable),
• a quantity,
• a status with a custom display color,
• a location (campus / building / room), and
• a holder — the current custody field showing who has it.

Working with assets

• Create, edit, and delete assets one at a time from the inventory.
• Bulk import from CSV to load many assets at once.
• Search and filter to find what you need — a search box at the top of the Assets card filters live across tag, name, type, category, holder, and serial, alongside the existing status and category filters.
• Open an asset detail page to see the item's full lifecycle.

Assignments (asset custody)

Assignments track custody — who is holding each asset. From here you can:

• Check out an asset to a user,
• Check in an asset back to stock,
• Reassign an asset directly from one user to another, and
• add a custody note on any of these actions.

The current-holder list shows every held asset alongside its details, and the custody history records who held what, when, and with what notes — so you always have a complete chain of custody.

Quantity-aware checkout (multiple holders)

An asset carries a Quantity — its on-hand count. An asset with a quantity greater than 1 can be checked out to several holders at once, so a box of identical laptops or a stock of adapters is tracked as one asset without a separate record per unit.

The asset detail page's Possession card manages this with two tabs:

• Current possessions — lists each open checkout as person × quantity, with its due date and note, and a per-holder Check in button that releases just that holder's units.
• Check out — a form to hand units to a holder: person, quantity, due date, remind-on date, and a note.

Availability is shown as "X of N available" plus a colored status pill:

• green "N available" when units are free,
• amber "Fully checked out" when none remain, and
• red "Overdue" when a held unit is past its due date.

Checking out is validated against availability — you cannot check out more units than are available. Each check-in releases only that holder's units, and every checkout and check-in is recorded in the custody history.

Auto check-out from tickets

Linking an asset to a ticket automatically checks out 1 unit to the ticket's requester. The requester is resolved by email to a user when possible; otherwise the check-out is recorded with a note identifying them. Unlinking the asset checks that unit back in. Re-linking is idempotent — it never double-counts a unit. See Linking assets to tickets.

Due dates, reminders, and overdue items

When you check out an asset you can set:

• a due-back date — when the item is expected to return, and
• a reminder date — when to be nudged about it.

Each open checkout carries a status (checked out or returned). If a held item passes its due date it is flagged Overdue — an Overdue pill appears on the asset header and on its custody row so loaned-out items don't slip.

You can adjust the due and reminder dates on an open checkout at any time from the Dates & Reminder tab on the asset's detail page, without checking the item in.

Asset categories

Assets can be grouped into categories (for example Laptops, Furniture, AV equipment). Admins manage the category list in Settings → Asset Categories. The inventory shows a Category column and a category filter so you can narrow the list to one group at a time.

Linking assets to tickets

An asset can be linked to a ticket so the work and the equipment stay connected:

• On a ticket, the Linked assets panel lists the assets involved and lets agents with asset-write permission add or remove links.
• On an asset, you can see the tickets that reference it.

This is handy when a piece of equipment is the subject of a support case — link it so anyone working the ticket can jump straight to the asset, and vice versa.

Linking also checks out 1 unit of the asset to the ticket's requester, and unlinking checks it back in — see Auto check-out from tickets.

Finding held assets

Search held assets by holder, name, tag, type, or location. Long lists are paginated, and the view distinguishes available (in-stock) assets from those currently held.

Assets vs. facility Equipment

Asset Inventory and Assignments are about ownership and custody — who has an item. This is distinct from facility Equipment, which links assets to work orders for maintenance and downtime tracking. If you need to schedule maintenance against an asset or attach it to a work order, see Facilities & work orders.

Tips

• Give every asset a unique asset tag so it is easy to find and check out.
• Use custody notes to record condition or purpose when handing an item over.
• Lean on the custody history for audits — it is the authoritative record of who held each asset.
• Use bulk CSV import to stand up your inventory quickly, then keep it current with check-outs and check-ins.