Asset Management

Keep track of the equipment, devices, and items your team manages. Record who has what, where it is, and what condition it's in, all with a complete change history.

What is asset management?

Asset management in FyneDesk lets you maintain a central inventory of physical items your organization owns or manages. This could be laptops and phones issued to employees, office furniture, networking equipment, vehicles, tools, or anything else you need to track.

Each asset record captures details like the manufacturer, model, serial number, purchase date, warranty, current status, and who it is assigned to. Every change you make is automatically logged in the asset's history, giving you a complete audit trail.

Not just for IT Asset management works for any team that tracks physical items. Coworking spaces can track desks and meeting room equipment. Agencies can track cameras and production gear. Warehouses can track tools and machinery.

How to set up asset types

Before adding assets, your organization needs at least one asset type. Asset types are the categories that describe what kind of item an asset is, such as Laptop, Monitor, Phone, or Printer.

Asset types are managed by admins in Settings > Assets. Each type has a name and an icon that appears next to assets of that type throughout the app. FyneDesk includes a library of icons to choose from, covering computers, networking equipment, mobile devices, peripherals, and more.

You can create, rename, or remove asset types at any time. Removing a type does not delete the assets that belong to it.

How to add an asset

Navigate to Assets in the sidebar and click Add Asset. Fill in the following:

1 Asset name (required). A descriptive name for the item, such as "Marketing MacBook Pro" or "Reception Desk Phone".
2 Asset type (required). Select the type that best describes this item, such as Laptop, Monitor, or Router.
3 Manufacturer and model (optional). The brand and model number, such as "Apple" and "MacBook Pro 14-inch M3".
4 Serial number (optional). The manufacturer's serial number for identification and warranty purposes.
5 Status. The current state of the asset. Defaults to "In Stock" for new items.
6 Assigned to (optional). Search for and select a team member or contact to assign the asset to.
7 Location (optional). Select a location from your organization's location list.
8 Purchase date, cost, and warranty end date (optional). Financial and warranty details for tracking procurement and coverage.
9 Notes (optional). Any additional information about the asset.

When you save the asset, FyneDesk automatically generates a unique asset tag (a short identifier) and logs the creation in the asset's history.

Auto-status on assignment When you assign an asset to someone while its status is "In Stock", the status automatically changes to "Assigned". Similarly, if you remove the assignee from an asset that is currently "Assigned", the status reverts to "In Stock".

Asset statuses

Every asset has a status that reflects its current state. You can change the status at any time from the asset detail page or the edit form. The available statuses are:

In Stock – The asset is available and not currently assigned to anyone.
Assigned – The asset is currently assigned to a team member or contact.
In Repair – The asset is being serviced or repaired.
Retired – The asset has been taken out of active use but is still on record.
Disposed – The asset has been permanently removed or disposed of.
Lost/Stolen – The asset has been reported as lost or stolen.

Assigning assets to people

Assets can be assigned to either a team member (someone with a FyneDesk account in your organization) or a contact (an external person in your contacts list). This is useful when your team issues equipment to employees or lends items to clients.

To assign an asset, edit the asset and use the Assigned to search field. Start typing a name or email and select from the results. The dropdown shows both team members and contacts, clearly labeled so you can tell them apart.

To unassign an asset, open the edit form and clear the assignee field.

Viewing a contact's assets When you open a contact's detail page, you can see all assets currently assigned to that contact. This gives you a quick overview of what equipment a particular person has.

Asset history

Every change to an asset is automatically recorded in its history. This includes the initial creation, status changes, reassignments, and edits to any field. Each history entry shows what changed, the old value, the new value, who made the change, and when.

You can view the full history on the asset's detail page. The history is displayed in reverse chronological order, with the most recent changes at the top.

Searching and filtering assets

The main Assets page shows all assets in your organization with summary cards for total count, assigned, in stock, and in repair. You can narrow the list using:

Search – Filter by asset name, model, serial number, asset tag, manufacturer, or assigned person's name.
Type filter – Show only assets of a specific type (e.g., only Laptops).
Status filter – Show only assets with a specific status (e.g., only In Repair).

Click any row in the asset list to open the full detail page for that asset.

Locations

If your organization operates from multiple sites, offices, or storage areas, you can create locations in Settings and assign them to assets. This helps you track where each item physically resides. Locations are shared across your organization and can be selected when creating or editing any asset.

Editing and deleting assets

Open an asset's detail page and click Edit to modify any of its fields. All changes are tracked in the asset history, so you always have a record of what was updated, by whom, and when.

To delete an asset, open its detail page and use the delete option. Deleting an asset also removes its history records. This action cannot be undone.

Deleting is permanent When you delete an asset, all of its data and history are permanently removed. If you want to keep the record but mark the asset as no longer in use, change its status to "Retired" or "Disposed" instead.

Frequently asked questions

Can I import assets in bulk?

Bulk import is not currently available. Assets need to be added one at a time through the Add Asset form. If you have a large inventory to set up, we recommend adding them in batches over a few sessions.

What happens to assets when a contact is deleted?

If a contact is deleted, any assets that were assigned to that contact will have their assignee cleared. The assets themselves are not deleted.

Can agents create asset types?

Asset type management is available in Settings > Assets, which is accessible to admins. Agents can create, edit, and view individual assets but cannot manage the list of asset types.

Is there a limit on the number of assets?

There is no hard limit on the number of assets you can track per organization.

Can I track warranty expirations?

Yes. Each asset has a warranty end date field. You can use this to keep track of when warranties expire. Currently, FyneDesk does not send automatic reminders when a warranty is about to expire, but you can filter and sort by this date to stay on top of upcoming expirations.

What is the asset tag?

The asset tag is a unique short identifier that FyneDesk generates automatically when you create an asset. You cannot set it manually. It is displayed on the asset list and detail page for quick reference.

Can I export my asset list?

The export feature is available on the Assets page. You can download your asset inventory for use in spreadsheets or for record-keeping purposes.