Asset Management, a brief overview
The Assets Management feature in ServiceBridge helps you plan and schedule maintenance. At the most basic level, it is a tool to help you create work orders. Asset Management is a great tool for service companies that do things like checking fire extinguishers every year, cleaning oven hoods every month, replacing duct air filters every quarter, cleaning pools every two weeks, or even changing oil on a truck semi-annually.
Create Your First Asset
To get started, create an Asset by pressing the universal add button (+):
In the create window you will notice two sections: i) a section with information about the customer and location of the asset and ii) a section where you can turn on/off a maintenance schedule, also known as the Asset Service Frequency.
The field "Category" is only available for the franchises and has to be added by the Franchisor in the Assets Settings.
The field "Parent" is used for the Assets that are parts of a bigger item. For instance, if we have a blower in a kitchen hood as an Asset, the the kitchen hood would be a parent item. The field is not required, therefore if it does not have the parent item, you may leave it blank.
Turn ON Asset Service Frequency
For any Asset you can add a maintenance schedule to help plan future work orders. To do so, turn on "Asset Service Frequency":
"Frequency" is the recommended number of days between service.
"Threshold" is a number of days after the target date at which point the service is considered late. For instance, if you set the frequency for every 30 days and the threshold is 2 days, it means that the service is late after 32 days.
"Target date" is the date when the next work order should be scheduled. This date gets updated automatically after a work order with that asset gets created or updated. If the work order is canceled or rescheduled, the target date will get update automatically as well. The target date is calculated based on the date of the work order that's furthest into the future plus the frequency. For example, if you already have 2 work orders in the future for that asset, it'll look at the 2nd work order and add the frequency to tell you when to schedule your 3rd work order.
Lets Create a Work Order
THIS IS IMPORTANT: Turning on Asset Service Frequency doesn't automatically create Work Orders. You will need to do this. You can create work orders for assets either from the asset's detail page or from the assets list. To create work orders the asset service frequency needs to be turned on and the asset needs to have products & services.
Create from Asset Details Page
On the Asset Details page you can press the "Create WO" button and the pop-up window appears:
In the "Create Work Order" window, you will see many line items prefilled for you like all the Customer Information, Summary, and the date, time and estimated duration. You should be able to modify everything based on your needs. You'll also notice a field called "Default Asset".
"Default Asset" is the asset that will be added to each product & service line item that gets added to that work order. You can change the default asset to any other asset from that customer.
Create from Asset List
You can access the full list of assets from the main menu. In this list you can create work orders in bulk. Just mark the checkboxes next to the items and press the "Create WOs" button.
Adjust which assets you see using filters
The assets list has many ways to filter what you see.
You can select the list of all items or pick a time range (Day/Week/Month/Range) which is shown according to the target date for that Asset.
If you mark the checkbox "Past Due" at the top of the page, you will only see the items that are past due. If you mark the checkbox "Service Frequency", you will only see the items that have an activated schedule.
If you want to see not only parent items, but also the sub-items, mark the checkbox "Show Subitems" because in the default grid sub-items are not shown:
Assets on the Mobile apps
If you want to add the Asset from your mobile device, make sure that you have the permissions to see the Assets. If you don't, ask your account admin to turn on this setting for you.
To add an Asset, you need to open any existing job or create a new one, then go to the Assets tab:
Then press the universal add button (+) at the top right corner:
After you do that, the pop-up window appears where you can search for an existing Asset or create a new one:
The existing Asset can be found by typing the name, model or serial number of it, or you can scan a barcode (if you are using barcodes for the Assets management in your business):
If you select to 'Create' a new Asset, you need to enter the necessary information into the Asset fields and press the Add button in the top right corner:
After you do so, the new Asset appears in the list under the job that you're editing:
When it's added to the list, press the General tab and in the field 'Default Asset.' select the created item:
After you do these steps, you will have this Asset in your system. It will also appear on the list in the web version of ServiceBridge.
Keep in mind that the Asset is created for the customer. If you change the customer on the Asset, it means that this Asset is no longer assigned to the previous customer.
Add Custom Fields to Assets
If you'd like to have Custom Fields on the Asset, go to the Settings section and navigate to Assets.
Read more about Asset Management and Maintenance, functionality and use cases on our blog post.