// Help / Managing Assets
Understanding Asset Records: Every Field Explained
This is the reference article — the one you bookmark and come back to when you're not sure what a field does. Fields are grouped by the section they appear in when adding or editing an asset.
Alert-driving fields are marked with ⚡. These fields affect what shows up on your dashboard and what gets flagged for attention.
Device Section
These fields describe the physical device — what it is and how to identify it.
| Field | What it is | Notes |
|---|---|---|
| Name | A human-readable label for the asset | Required. Can be anything — "John's MacBook Pro," "Conference Room iMac," "Spare Dell #3." |
| Manufacturer | The company that made it | Apple, Dell, Lenovo, HP, etc. Choosing a manufacturer filters the model dropdown. |
| Model | The specific product line or SKU | MacBook Pro 14", Latitude 5540, ThinkPad X1 Carbon. Tied to manufacturer — select manufacturer first. |
| Serial Number ⚡ | The device's unique hardware identifier | Optional, but the dashboard flags high-value asset types with missing serials. Find it on the device, under Settings → About (Mac), or on the original packaging. |
| Asset Tag | Your organization's internal identifier | Auto-generated based on your tag settings (Settings → Asset Defaults), or you can enter your own. Printed on the QR label. |
| RAM | Memory spec (in GB) | Optional. Useful for fleet reporting — "how many machines are below 16GB?" |
| Storage | Storage capacity (in GB) | Optional. Same use case as RAM — spec-level fleet visibility. |
| Display Size | Screen size in inches | Optional. Mostly relevant for laptops and monitors. |
Details Section
These fields track lifecycle state and financial information.
| Field | What it is | Notes |
|---|---|---|
| Status ⚡ | Where the asset is in its lifecycle | 15 built-in options from Ordered to Destroyed. See the organizing inventory guide for the full list. Defaults to Active. |
| Condition | Physical state of the asset | New, Good, Fair, or Poor. Not the same as status — an Active asset can be in Poor condition. |
| Purchase Cost | What the org paid for it | Number only, no currency symbol. Used in total fleet value reporting and depreciation tracking. |
| Purchase Date | When the asset was acquired | The depreciation clock starts here. Use the invoice date if the device came from a vendor. |
| Warranty Expiry ⚡ | Date the manufacturer warranty expires | The dashboard warns you when warranties are expiring soon. Worth filling in for every device — catching a warranty claim before it expires can save $500–800 per device. |
Assignment Section
These fields describe where the asset lives and who's responsible for it.
| Field | What it is | Notes |
|---|---|---|
| Assigned To | The person currently using or responsible for the asset | Creatable dropdown — type a name and press Enter to create a new person. The person's profile page will show all their assigned assets. |
| Location | Physical location of the asset | Select from your existing locations. Must match an existing location — add new locations from the Locations page first. |
| Department | Organizational group the asset belongs to | Engineering, Finance, Sales, IT, etc. Used for filtering and reports. Created automatically when you type a new name. |
| Notes | Free-form text for anything else | Good for context that doesn't fit elsewhere: "Assigned to Jane while she's in London," "Needs battery replaced," "Do not redeploy without wiping." |
Lifecycle Fields (Auto-Populated)
These fields are set automatically by the system based on events — you don't fill them in manually.
| Field | What it is |
|---|---|
| First Deployed At | The date the asset was first assigned to someone. Set automatically on first assignment. |
| Retired Date | The date the asset was decommissioned (set when status moves to Destroyed, Donated, or similar end states). |
| Received Date | When the asset was physically received. Set when status changes to Received. |
| Import Source | How the asset got into the system — manually added, CSV import, or receipt scan. |
For Ordered/In-Transit Assets
When an asset's status is Ordered, two additional fields become relevant:
| Field | What it is |
|---|---|
| Tracking Number | Carrier tracking number for the shipment. |
| Expected Delivery Date ⚡ | When you expect it to arrive. Shows up on the dashboard for visibility into incoming hardware. |