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Overview

With our Asset Management feature, you’ll be able to track all of your information on customers’ assets for maintenance agreements. Record and store details like model name, installation date, warranty information, and more, as well as add photos, comments, and files for internal use. But it doesn’t stop at the customer. You can also use this feature to track the equipment used by your business with the same level of detail as customer assets, and manage it directly through the FieldPulse app.

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Enabling Asset Management

To begin using Asset Management, you’ll first need to enable it. Start by clicking on Company Settings and selecting Features & Plugins. Navigate to Assets and select Enable. Now you’re ready to begin creating and tracking your assets! Click on Enable

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Creating an Asset

To create an asset, click Assets on the left-side of your screen. Once in Assets, you can view your assets sorted into various categories at the top of the screen. Click Create Asset to build a new asset. Click on All… First, add a title to the asset. You can select whether the asset is a Customer Asset (will become a customer’s property) or a Company Asset (will be owned, used, and maintained by you). If it’s a Customer Asset, you will be prompted to link a customer, which will also auto-populate their location as the location of the asset. You can also enter location coordinates in this field in either Decimal Degrees (e.g., 34.0522, -118.2437) or Degrees, Minutes, Seconds (e.g., 34°03'08"N, 118°14'37"W) formats. The status of the asset can also be changed between Uninstalled, Installed/In Use, or Retired. Additionally, add asset tags to categorize/sort your assets easily. Search for and attach an existing maintenance agreement. Select your install date (if applicable) and type a location description (if necessary). If you expect to use a similar asset many times, toggle on Save As Asset Template to make creating future assets more efficient! (Note: To use a template in the future, select Import Template). Click on General Next, enter your equipment details. You can enter as many or as few details as you need! Click on Equipment Details Additionally, you can enter a warranty expiration date and the details of the warranty (if applicable). Briefly name and describe the condition of the asset as well. Click on Warranty Related Information:
  • Number of Times Serviced – Automatically counts the total number of Jobs and Site Visits records linked to the Asset.
  • Lifetime Spend – Sums the invoice value from completed Jobs tied to the asset (excludes Draft and Void invoices).
Lastly, add notes and files to your assets as needed. Be sure to save your asset when finished. Click on Notes After creating an asset, you will see the Asset Record. To provide updates on the asset, select Add Update from the Asset Record. Click on Add Update In your asset update, you can link a related job, type an update, and attach additional files. Click on Create New Asset Update

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Asset Templates

When creating a new asset, users can effortlessly insert pre-built templates. These templates act as a solid foundation, which users can easily modify details to ensure accuracy and relevance. To create an asset template, begin by navigating to Assets in the left-side menu then clicking Create Asset. Click on Create Asset Before adding any information, toggle on Save As Asset Template. Click on highlight You can now title your template. Enter all pertinent details, including condition details, warranty details, and notes. When you’ve customized your template, press Save. Click on Asset Title *… To insert an asset template, begin by navigating to Assets in the left-side menu then clicking Create Asset. Click on Create Asset Before entering any details, click Import Template then select the applicable template. Click on Test Asset All of the details you entered in the template will now auto-populate, but you can easily modify as needed. Be sure to press Save after fine-tuning your asset.

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Attaching / Linking an Asset

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Job Record

To attach an asset to a job, create a new job or edit job record. Just above the Save Job button, you can attach an existing asset (Select Asset) or create a new asset to attach (Add Asset). Click on Assets…

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Customer Record

To attach an asset to a customer, open their customer record. Select the Asset tab at the top of the screen. Click on Assets Click Create Asset and complete the fields as described above under Creating an Asset. Click on Create Asset

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Maintenance Agreement Record

To attach an asset to a maintenance agreement, open the record then select the Asset tab at the top of the screen. By clicking the green Actions button, you have the option to create a new asset or connect an existing asset.

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Creating or Connecting Jobs from the Asset Record

To help streamline workflows, two additional actions are available on your asset records: Create Job and Connect Job.
  • Create Job: Opens the job creation page with the asset automatically linked to the job. If there’s a maintenance agreement linked to the asset, it will also be linked to the job.
  • Connect Job: Allows you to search and select an existing job. If a customer is selected, it will only search that customer’s jobs. Once selected, the asset and any linked maintenance agreement will automatically be connected to the job.

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Dynamic Asset Reports

Utilize the data from your asset records to generate a dynamic report and/or PDF! Combine multiple assets into a single, professional summary report for customers offering a comprehensive overview of services rendered and ensure you showcase relevant information while hiding unnecessary details with customizable display options. This report can be shared with customers and linked to dynamic estimates/invoices.
🚀 FieldPulse Pro Tips:
  • Generate an Asset Report after finishing a new equipment installation. This provides your customers a useful reference, helping them easily identify who to reach out to if any issues arise in the future.
  • Enhance communication by adding company-branded contact stickers to the installed equipment. This way, your customers will have quick access to your information whenever they need assistance!

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Single Asset Reports

Begin by navigating to the asset record for which you’d like to create a dynamic asset report, then select Generate Report. Click on Generate Report You can now view the preview of your report as a Dynamic URL or PDF by selecting your preference the top of the screen. Additionally, use the display settings on the right-side menu to ensure you showcase relevant information while hiding unnecessary details. Select/deselect details such as asset summary, notes, details, and photos to customize your report. Click on Dynamic URL… When your report is ready, select Send to Customer. Click on Send To Customer You can now customize who the email is sent to, as well as the subject and body. Attach any pertinent files, and select to include the Dynamic Report, PDF Report, and/or Signature Request. Click on Include Dynamic Report… Dynamic Report with Signature Request Example:

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Multi-Asset Reports

To create a report for multiple assets, begin by navigating to the customer record associated with those assets. Select Assets from the top menu, then click the checkbox icon. Click on Assets You can now click to select the various asset records you’d like to be included in this report. When you are ready to generate the report, select the clipboard icon. Click on highlight You will now follow the same process of customizing your display options before sending the report to your customer. Here is an example of what your multi-asset report may look like:

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Asset Scanning

You can scan the barcodes associated with your Assets! Similar to our existing barcode scanning feature, you can scan and add new assets or update existing ones. Whether you’re in the field picking up or dropping off assets, this tool makes it easy to quickly identify items and update important details, like their condition, on the go.

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Removing an Asset From a Job

If you need to remove an Asset linked to a Job record, you can do so by clicking Edit on the Asset record. Click into the Related Jobs field and from here you can remove the Job related to this Asset by clicking the red trash icon or by clicking the Remove Job button.

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Transferring Asset Ownership

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Setting Up Transfer Permissions

Before your team can transfer assets, choose which roles have access. Here’s how: Step 1: Go to Company Settings → Assets → General. Step 2: Under Ability to Transfer Assets, select the roles you want to give access to. By default, Admin and Team Manager are on, and Service Agent is off. You can select more than one role at a time. You’ll also need to configure Transfer Reasons. Navigate to Company Settings > Asset > Transfer Reason to set up or edit transfer reasons for the team to use during the transfer process. Common Transfer Reasons include:
  • Change of Ownership (Home Sale)
  • Builder to Homeowner Transfer
  • Landlord to Tenant Transition
  • Tenant Turnover
  • Property Management Change

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Transferring an Asset

Asset Ownership Transfer is available for Customer Assets only. The action shows up on the asset record once a customer is linked. Here’s how to transfer one: Step 1: Open the Asset Record you want to transfer. Click Actions → Transfer Ownership. Step 2: Fill in the transfer details and click Confirm Transfer.

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Reviewing an Asset’s Ownership History

Every completed transfer is logged on the asset record itself. Open the asset and look for the Ownership History section. This section only appears once the asset has at least one logged transfer. Each entry shows:
  • From Customer
  • To Customer
  • Transfer Date
  • Transferred By
  • Reason
  • Notes
You’ll have the full audit trail in one place, no matter how many times the asset has changed hands.

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FAQs

Can I archive assets? Yes, you can! To archive an asset, click on the Asset Record you want to remove. Then, click the green Actions button in the top right corner of your screen. From there, select Archive Asset.

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Video Tutorial

Have additional questions? Contact us at support@fieldpulse.com or use the chat feature in the bottom right corner of your screen.