Asset Types

Asset Types are templates that define categories of equipment or items you track. They determine what information you collect and how assets are organized.

Understanding Asset Types

What is an Asset Type?

Think of asset types as blueprints:

• HVAC Unit type → Individual AC units
• Vehicle type → Specific trucks/cars
• Building type → Individual properties
• IT Equipment type → Specific devices

Why Use Asset Types?

• Consistency: Same fields for similar assets
• Efficiency: Quick asset creation
• Organization: Logical grouping
• Reporting: Compare like items
• Templates: Reusable configurations

Creating Asset Types

Step 1: Access Asset Types

1. Navigate to Assets in sidebar
2. Click Asset Types tab
3. Click "+ New Asset Type"

Step 2: Basic Configuration

Type Information

• Name: Clear, descriptive name (e.g., "HVAC Unit", "Company Vehicle")
• Code: Short identifier (e.g., "HVAC", "VEH")
• Description: Explain what this type covers
• Icon: Visual identifier for lists/maps
• Color: For map markers and visual organization

Categories

Organize types hierarchically:

Equipment
  └── HVAC
      ├── Air Conditioner
      ├── Furnace
      └── Heat Pump
  └── Plumbing
      ├── Water Heater
      └── Pump

Step 3: Define Fields

Asset types can have standard and custom fields:

Standard Fields (Always Included)

• Asset Name
• Asset Tag/ID
• Serial Number
• Manufacturer
• Model
• Location
• Account Assignment
• Status (Active/Inactive)

Custom Fields by Type

HVAC Unit Example:

• Capacity (BTU/Tons)
• Refrigerant Type
• Installation Date
• Filter Size
• Energy Rating (SEER)
• Last Service Date

Vehicle Example:

• VIN
• License Plate
• Year/Make/Model
• Mileage
• Fuel Type
• Insurance Expiration

Building Example:

• Square Footage
• Year Built
• Occupancy Type
• Number of Floors
• Property Manager
• Access Instructions

Step 4: Configure Settings

QR Code Settings

• Auto-generate: Create QR codes automatically
• Format: Define code structure (e.g., "HVAC-001")
• Size: Standard label dimensions

Maintenance Settings

• Service Interval: Default maintenance schedule
• Reminder Days: Advance notice period
• Required Forms: Inspection checklists

Display Settings

• List View Fields: What shows in asset lists
• Map Popup: Information in map markers
• Mobile View: Priority fields for technicians

Field Types and Options

Available Field Types

• Text: Names, descriptions
• Number: Quantities, measurements
• Date: Installation, warranty dates
• Dropdown: Predefined options
• Multi-select: Multiple characteristics
• Currency: Values, costs
• File Upload: Manuals, photos
• Location: GPS coordinates
• Relationship: Link to other assets

Field Properties

For each custom field, configure:

• Required: Must be filled
• Unique: No duplicates (e.g., serial numbers)
• Searchable: Include in search
• Default Value: Pre-populated
• Validation: Rules and formats
• Help Text: Guide users

Common Asset Type Examples

HVAC Equipment

Name: Air Conditioning Unit
Fields:
  - Capacity (tons): Number, Required
  - Refrigerant Type: Dropdown [R-410A, R-22, R-32]
  - SEER Rating: Number
  - Installation Date: Date, Required
  - Warranty Expiration: Date
  - Filter Size: Text
  - Electrical Requirements: Text
  - Service Contract: Dropdown [None, Basic, Premium]

IT Equipment

Name: Server
Fields:
  - Hostname: Text, Required, Unique
  - IP Address: Text, Pattern: IP format
  - Operating System: Dropdown
  - RAM (GB): Number
  - Storage (TB): Number
  - Rack Location: Text
  - Service Tag: Text, Unique
  - Warranty Status: Dropdown

Fleet Vehicle

Name: Service Vehicle
Fields:
  - VIN: Text, Required, Unique
  - License Plate: Text, Required
  - Make/Model/Year: Text fields
  - Current Mileage: Number, Required
  - Fuel Type: Dropdown
  - Driver Assignment: Relationship to User
  - Insurance Expiration: Date
  - Next Service Due: Date/Mileage

Asset Type Templates

Using Templates

Clearwell provides templates for common types:

1. Browse template library
2. Select relevant template
3. Customize fields as needed
4. Save as your asset type

Available Templates

• HVAC Systems
• Vehicles & Fleet
• IT Infrastructure
• Medical Equipment
• Manufacturing
• Buildings & Facilities
• Safety Equipment

Best Practices

Planning Asset Types

1. Inventory existing assets: What do you track?
2. Identify common fields: What's shared?
3. Define unique fields: What's specific?
4. Consider reporting: What will you analyze?
5. Plan hierarchy: How to organize?

Naming Conventions

• Use clear, industry-standard names
• Avoid abbreviations users won't understand
• Include version/generation if relevant
• Consider sorting (alphabetical)

Field Strategy

• Start simple, add fields as needed
• Make truly required fields mandatory
• Use dropdowns for consistency
• Consider mobile users (limit required)
• Group related fields in sections

Maintenance Planning

• Set realistic service intervals
• Configure automatic reminders
• Link to service checklists
• Track warranty periods
• Plan for lifecycle

Advanced Features

Parent-Child Relationships

Create asset hierarchies:

• Building → Floor → Room → Equipment
• Vehicle → Major Components
• System → Subsystems

Calculated Fields

Auto-calculate values:

• Age = Today - Installation Date
• Days to Warranty Expiration
• Total Service Cost
• Efficiency Metrics

Conditional Logic

Show/hide fields based on values:

• Show "Refrigerant Amount" only for AC units
• Display "Mileage" fields only for vehicles
• Require "Permit Number" for certain types

Managing Asset Types

Editing Types

1. Changes apply to future assets
2. Existing assets retain their data
3. Add new fields anytime
4. Cannot delete types with assets

Archiving Types

• Hide obsolete types
• Preserve existing assets
• Maintain historical data
• Clean up active lists

Exporting/Importing

• Export type definitions
• Share between workspaces
• Backup configurations
• Bulk create from CSV

Next Steps

With asset types configured:

1. Create individual assets
2. Set up custom fields
3. Generate QR codes