Asset Manager

Why teams use it

Equipment records often live in a spreadsheet, a sign-out sheet, and a few inboxes. Asset Manager keeps them in one register your team can search from a laptop or a phone: every asset, who holds it, where it sits, its condition, its service history, and what it's worth today.

What's included

Asset Register

Search by name, tag, serial number, or the person who holds an asset, and filter by status, category, location, or condition. Each card shows the photo, tag, status, condition, book value, location, and holder, with flags for overdue returns and warranties that are expiring or expired.

Add Asset opens a form for the tag, name, category, location, make, model, serial number, purchase date and price, vendor, useful life, warranty, photo link, and notes. Import CSV takes a spreadsheet saved as CSV: match its columns to asset fields, check the preview, and import up to 1,000 rows at a time. Categories and locations are matched by name, and new ones are added. Rows whose tag is already in the register are skipped, and the dialog lists skipped rows with the reason. A sample CSV is available in the dialog.

Asset Detail

One page per asset with tabs for details, purchase and depreciation, check-out history, maintenance, audit results, and handoff notes. Edit Asset opens the same form with every field filled in, including status and lifecycle stage. Marking an assigned asset as lost, retired, or in maintenance ends its current assignment.

Each asset has a QR label. Print label opens a small label with the QR code, tag, and name. The code holds the asset's page link, so a phone camera opens the record, and the scanners on Check In/Out and Audits read it too.

Check In/Out

Find an asset by scanning its label with the camera, typing its tag, or searching the list. Handheld barcode scanners that type the tag also work. The page switches to check-in or check-out to match the asset. Record the person or location, expected return date, condition, and notes. A Due back list shows loans that are overdue or due within the next week, with who has each one.

Maintenance

Work orders are grouped into overdue, in progress, scheduled, and completed or cancelled. Each tracks type, priority, due date, assignee, estimated and actual cost, and notes. Mark Complete asks for the actual cost, the completion date, and an optional note, which is added below the existing notes.

Audits

Start a campaign for every asset or for one location or category. Completion counts the in-scope assets that have a result, so 4 of 45 assets checked shows as 9%. Log each result with a scanned or typed tag: verified, missing, discrepancy, or pending, plus the condition found, where it was found, and who checked it. Mark a campaign completed when it's done.

Warranty and Lifecycle

Three lists: warranties that expire within 60 days or have expired, assets in the aging or end-of-life stage, and assets marked lost or retired.

Dashboard

Cards for total and assigned assets, overdue returns, maintenance (overdue and due in the next 30 days, each opening its list), warranties expiring within 60 days, audit completion for the newest active campaign, total book value, and end-of-life assets. Charts show assets and book value by category and assets by location, and a feed lists the latest check-outs and returns with the date and person for each.

Admin

Add categories, locations, employees, and vendors.

Draft Asset Handoff (AI)

On an asset's Handoff tab, or as step 3 of a check-out, Generate writes a short acknowledgment note from the asset, the assignee, the location, the condition, and the return date. You can copy it or generate it again. AI notes use your workspace's AI credits. If the credits run out, the panel says so.

Who it's for

Teams that hand out equipment to people or keep it at sites, and need to know where it is, what condition it's in, and when it's due back or due for service. Operations, IT, facilities, and finance teams can all work from the same register.

Getting started

1. Open Admin and add your own categories, locations, employees, and vendors.
2. Add your assets with Add Asset, or bring in your spreadsheet with Import CSV on the Asset Register.
3. Print QR labels from each asset's page and stick them on the equipment.
4. Use Check In/Out to record who holds each asset now.
5. Add upcoming service as work orders on Maintenance.
6. Start an audit campaign on Audits and log results as you check each asset.

The template includes sample data for a fictional company, Marlow Ridge Group: 45 assets across 12 categories, 12 people, 8 locations, 8 vendors, 42 check-out records (4 with handoff notes), 15 work orders, and 2 audit campaigns. The first time you open your copy, the sample dates move forward to that day, so the overdue returns, upcoming work orders, and active audit campaign line up with today.

Good to know

• Only signed-in members of your Glide organization can open the app.
• Book value uses straight-line depreciation: purchase price minus (purchase price minus salvage value) divided by useful life, times the asset's age in years, never below the salvage value.
• An overdue return is an assigned asset whose expected return date has passed.
• Camera scanning reads QR labels in current mobile and desktop browsers. Where the browser has a built-in barcode reader, it also reads common barcodes such as Code 128.