Track an asset for a property

What this is

Assets are the physical items at a property worth keeping track of — for example, an HVAC unit, water heater, refrigerator, or other appliance or piece of equipment. Recording an asset lets you keep its make and model, purchase and warranty dates, and expected lifespan in one place, so you know what’s installed where and can plan for repairs and replacements.

When to use it: Add an asset whenever you install or inherit a significant item at a property — especially anything with a warranty or a limited lifespan. Tracking the warranty date tells you whether a repair might still be covered, and tracking life expectancy helps you budget for the replacement before it fails.

Before you start

• It helps to have the property (and unit, if the asset belongs to a specific unit) already set up. See Add a property and Add units to a property.
• If you want to link the asset to who supplied or services it, add the vendor first. See Add a vendor.

Steps

1. Go to Settings in the top navigation bar, then open Assets.
2. Click Add Asset to open the form (the Save button sits at the top right once you’re on it).
3. Fill in the asset details:
   • Asset Name (required) — what the item is, for example “Furnace” or “Water Heater”.
   • Status (required) — Active for items in service, or Inactive for ones retired or removed.
   • Property — choose the property the asset belongs to.
   • Unit — choose the unit, if the asset serves one specific unit. The unit list fills in based on the property you picked, so choose the property first.
   • Date Purchased — when the item was bought or installed.
   • Warranty Exp. Date — when its warranty runs out, so you can tell at a glance whether a repair might still be covered.
   • Vendor — the company tied to the asset (who supplied or services it), if any.
   • Model — the model name or number.
   • Life Expectancy (Yrs) — how many years you expect the item to last.
   • Threshold (%) — the percentage of expected life at which you want to start watching the asset for replacement. For example, a 75% threshold flags the item once it has used three-quarters of its expected lifespan.
   • Description — any extra notes.
4. Click Save.

What you’ll see

After saving, the asset appears in your Assets list (under Settings > Assets). Opening an asset’s Summary shows its details, the linked property and vendor, and any related work orders.

Tips

• Set the Life Expectancy and Threshold so you can plan ahead for replacements rather than reacting to failures.
• Record the Warranty Exp. Date so you know whether a repair might still be covered before you pay a vendor.
• Link the asset to its Unit when it serves one specific unit (for example, an in-unit appliance) rather than the whole building.

Related articles

• Edit an asset
• Delete an asset
• Add a property
• Add a vendor