Company Asset Tracker

Assets

Company assets consist of many different things: Desks, markers, pens, monitors, keyboards, mice, speakers, cables, chairs, and tons more. With every company having such a broad set of items, this flexible template is built to catch them all.

Fields

Serial number. All consumer products have unique serial numbers, especially when it comes to electronics. This column is where you can jot down each serial number so you can know exactly which item it is. This is particularly useful in cases where you have a lot of the same products.
Item type. Easily categorize your items into types for easy sorting and classification. You can be as broad or specific as you want. For example: You might distinguish the “Mouse” category from the "Ergonomic mouse" category. How you choose to categorize is up to you!
Image. Despite having many of the same types of assets, each item is unique—not just in their serial number, but in their appearance. Some assets may have small (or large) differences that can help in identifying them quickly, and telling them apart. You can also upload various images for a single item in order to get a 360 degree view of the item if you’d like that level of detail.
Cost. This field is a running tab of how much each item cost at the time of purchase. In the event the item needs to be replaced, you can easily tally up how much the company will need to expense.
Condition. One of the most important qualities when lending out items to your staff is noting the condition of the asset. This is helpful in two ways. The first way is in making sure that only fully functional items get sent out to company employees. After all, there’s no use in sending items that need to be repaired or replaced altogether. The second way this field is helpful is in understanding approximately how much usage each item receives before needing to be replaced. Keyboards, for example, are more likely to have a high usage rate, whereas an ethernet adapter may not.
Notes. This is where you can write down anything of importance about specific items. The field is entirely optional, but use it liberally. This field is very useful when used in conjunction with the Condition field, as you can note specific deficiencies or problems with certain items. For example: A keyboard may be categorized as needing repair. Though this does describe the condition, there is nothing that denotes what specifically about the keyboard needs repair. In this case, you could write something down in the Notes field that states, “Missing E letter key.” This short note makes all the difference in calling out something that needs attention.
Employee using item. This field is linked to the Employees table. It contains the name of the employee who is currently in possession of the company’s asset. Note the relationship between the assets and the employees—after all, one employee can have multiple assets, but each asset is tied to only one employee at a time.
Repair order ID . This field is hidden for most views, but it is linked to the Repairs table, identifying whether there is already a repair scheduled for the asset or not.

Views

All assets. Displays all assets sorted by Item type for easy categorization.
Needs repair. Displays only the assets that need repair based on the Condition field.
High value: in use. Displays only the assets that have a cost of $250 or greater and are also in use by employees.
High value: not in use. Displays only the assets that have a cost of $250 or greater but are not in use by employees.
Available. Displays only the assets that are in good condition and available to be leased.
Repair scheduled. Displays only assets that need repair and have a repair order in the works.
By condition. Displays all assets, stacked by asset condition in Kanban view.
By type. Displays all assets, stacked by asset type in Kanban view.
Assets. Displays all assets in a gallery view, sorted by cost in descending order.

Employees

Employees are the ones who lease company assets, so we definitely need to keep track of who’s who!

Fields

Name. Houses all of your company employees’ names.
Email. Usually the most effective way to reach out to your employees.
Phone. Not always necessary, but still a useful field to have in the event you need to sync up with an employee to diagnose an issue or work something out that could be more urgent than an email would allow for.
Item(s) being used. A total count of all the items used by each employee. Similar to the Employee using item field in the Assets table, take note of the link—after all, one employee can have multiple company assets in their possession at any given moment.

Views

All employees. Displays all employees sorted in alphabetical order.
Using assets. Displays only the employees that are using one or more company assets.
Employees. Displays a gallery of all employees, sorted in alphabetical order.

Repairs

Keep your employees equipped with fully functional devices. Use this table to log all repairs and when they are estimated to be back available for use.

Fields

Order number. The unique number associated with the repair order.
Asset repairing. This field links to the Assets table, indicating which specific asset is scheduled to get repaired.
Device type. This lookup field peeks at the Assets table for the specific type of device the asset is.
Issues. This lookup field indicates what the issue with the asset is, as is mentioned in the notes field from the Assets table.
Promised date. The date in year/month/day format for when the asset is estimated to be finished.
Cost to repair. The cost of the repair.
Value of repair. The percentage of the original cost the repair is priced at. The higher the number, the more expensive the repair. At a percentage repair value that you decide, it may be worth purchasing a new item all together.

Views

All repairs. Displays all repairs sorted by earliest promised date to latest promised date.