Asset Manager

A Comprehensive Guide to Efficiently Using the Asset Manager for Optimal Property Management

The Asset Manager module is designed to streamline the tracking, maintenance, and optimisation of all assets within your site. Whether you’re managing a single location or multiple sites, this powerful tool enables you to efficiently handle everything from inventory control to maintenance schedules, ensuring your operations run smoothly and cost-effectively. In this article, we’ll walk you through the key features of the Asset Manager, providing step-by-step instructions to help you maximise its capabilities and improve your property management practices.

• From the menu, use the search bar to locate "Asset Manager" 
• Your default view will be a list of all assets in your current site 
• You can use the filter options to quickly locate the package based on the Site; Locations; and Asset Cateogry or use the search bar to enter keywords. 
• You have a number of actions available under the actions column to the right of the list view. Here you can view and edit (eye icon);  and delete (bin icon) 

 

Adding an Asset 

• In the top right, click "Add Asset" 
• In the creation window, you can customise your entry. There are two mandatory fields, "Title" and "Site" that must be entered in order to save the asset. 
• The "Site" will automatically populate based on the site you are in. 
• The location and cateogry can be selected from the dropdown menu. 
• The "Supplied By" is directly linked to the list available in "Alkimii Suppliers". If they are not within this list, you will need to create the contact under the "Suppliers" tab in the Asset Manager default view.  

• You can add the "Purchase Date" and "Installation Date" using the calendar function.
• Add general notes about the asset in the free text field. 
• If applicable you can provide further details on the manufacturing model and serial number for future reference. 
• You can add the warranty information and also include its expiry date along with a customisable reminder for the expiry of the asset warranty. 
• To upload attachments relating to the asset simply drag and drop it from your system 
• Click "Create" to save your asset profile. 
  
  

Navigating the Asset Profile 

• Once the asset has been created you will be brought to the profile page where you can manage your asset and continously update as you go. 
• In the top left you will see the profile picture, this can be selected from any images you have uploaded to the asset profile.
• If the asset is currently "In Service" this will appear in green beside the profile picture. The name of the asset, followed by the category and location will display below. 
• Beneath the profile picture you will see a range of action icons 

• To the left is the navigation menu, you can add further information such as images of the asset from different angles, upload documentation related to the asset, add service contracts, schedule a service, log details about the service and add any maintenance tasks relating to the asset. 
• Always remember to "Save" any updates you make to the asset profile.

 

Adding a Service Contract 

Adding a service contract to an asset in a property operations management system is a strategic move that enhances efficiency and reliability. This proactive approach not only reduces unexpected breakdowns and associated costs but also supports better budgeting and financial planning, ultimately leading to a more seamless and effective property management process.

• Within the asset profile, select "Service Contract" from the navigation menu to the left 
• In the top right select "Add service contract" 
• The title, supplier, start date and end date are all mandatory fields, so you will not be able to save without filling out these fields. 
• You can set a notice period from the dropdown menu. This will prompt a notification to alert you that your service contract is coming to an end. 

For example, your End Date is the 31st Septmeber. If you select the noticed period for one month, you will receive a notication on the 30th of August to alert you that the service contract is due to end. 

• You can add any general notes into the free text field and upload any attachments relevant to the contract or asset. 
• Click "Save" to create this contract. 

 

Schedule a Service

Should your asset require a service during its lifespan, you can add the information to the asset profile. 

• Within the asset profile, select "Service Schedule" from the navigation menu on the left. 
• In the top right, select "Schedule a Service" 
• The title and due date of the service are mandatory fields so you will not be able to save without filling out these fields. 
• You can set a reminder for the service which will prompt a notificiation alert you that your service is coming up soon. This can be selected from the calendar function. 
• Click "Save" to create this contract. 
• Once your service has been completed, you can also add details in the "service logs" area within the asset profile. 

 

Adding a Maintenance Task to an Asset (Desktop) 

If you happen to be reviewing your Asset and action something maintenance related that may not be service related it is now possible to add the "asset" within your maintenance tasks on the desktop. Alternatively, you can also add this task within the asset profile.