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Creating Assets

Once you've set up asset types, you can create individual assets. Each asset represents a specific piece of equipment, vehicle, or location you track.

Creating Your First Asset​

Method 1: Standard Creation​

  1. Navigate to Assets in the sidebar
  2. Click "+ New Asset" button
  3. Select the Asset Type (e.g., "HVAC Unit")
  4. Fill in required information
  5. Click "Create Asset"

Method 2: Quick Create from Account​

  1. Go to an Account page
  2. Click Assets tab
  3. Click "+ Add Asset"
  4. Asset automatically links to this account

Method 3: Mobile App Creation​

  1. Open Clearwell mobile app
  2. Tap Assets → Add
  3. Select type and scan barcode
  4. Use camera for serial numbers
  5. GPS automatically captures location

Required Information​

Basic Details​

Every asset needs:

  • Asset Name: Descriptive identifier
  • Asset Type: Category selection
  • Account: Who owns/manages it
  • Location: Where it's located
  • Status: Active, Inactive, Decommissioned

Naming Best Practices​

Good asset names include:

  • Location reference
  • Type identifier
  • Unique element

Examples:

  • "Building A - AC Unit 1"
  • "Truck 42 - 2023 Ford F150"
  • "Server Room - Dell R740 #3"
  • "Main Office - Copier 3rd Floor"

Asset Details​

Identification​

  • Asset Tag: Unique ID (auto-generated or custom)
  • Serial Number: Manufacturer's identifier
  • Model Number: Specific model
  • Manufacturer: Who made it

Dates and Warranty​

  • Installation Date: When put in service
  • Purchase Date: When acquired
  • Warranty Start: Coverage begins
  • Warranty End: Coverage expires
  • Expected Life: Planned replacement

Location Information​

  • Physical Address: Where asset is located
  • GPS Coordinates: Automatic on mobile
  • Building/Floor/Room: Specific location
  • Location Notes: Access instructions

Custom Fields​

Based on asset type:

  • Technical specifications
  • Capacity/performance data
  • Compliance information
  • Operating parameters

Bulk Asset Creation​

Import from CSV​

For multiple assets:

  1. Download import template
  2. Fill in asset information: 
    Name,Type,Serial,Account,Location
    "AC Unit 1","HVAC","ABC123","Acme Corp","Building A"
    "AC Unit 2","HVAC","ABC124","Acme Corp","Building B"
  3. Go to Assets → Import
  4. Upload CSV file
  5. Map columns to fields
  6. Review and confirm

Import Best Practices​

  • Test with 5-10 assets first
  • Verify asset types exist
  • Check account names match
  • Include all required fields
  • Save mapping for reuse

Copy Existing Asset​

  1. Find similar asset
  2. Click "Actions" → "Duplicate"
  3. Update unique fields
  4. Save as new asset

Asset Relationships​

Parent-Child Assets​

Create hierarchical relationships:

Example: Building → Equipment

  • Parent: "123 Main St Building"
  • Children:
    • "Rooftop AC Unit 1"
    • "Boiler Room - Furnace"
    • "Electrical Panel A"

Connect associated equipment:

  • HVAC unit → Thermostat
  • Vehicle → Major components
  • Building → All equipment inside

Benefits of Relationships​

  • View all related assets together
  • Cascade work orders
  • Track dependencies
  • Better reporting

Adding Documentation​

Photos​

  • Overview photo: Full asset view
  • Nameplate: Serial/model info
  • Location: Where it's installed
  • Condition: Current state

Documents​

Upload important files:

  • Operation manuals
  • Warranty documents
  • Service bulletins
  • Compliance certificates
  • Installation guides

Best Practices​

  • Use clear filenames
  • Include date in filename
  • Compress large files
  • Organize in folders
  • Keep current versions

QR Codes and Tags​

Generating QR Codes​

  1. After creating asset
  2. Click "Generate QR Code"
  3. Download PDF for printing
  4. Includes asset name and code

Tagging Assets​

  1. Print QR codes on durable labels
  2. Affix to asset in visible location
  3. Test scanning with mobile app
  4. Document tag location in notes

Tag Placement Tips​

  • Clean, flat surface
  • Protected from elements
  • Easily accessible
  • Not blocking service panels
  • Multiple tags for large assets

Location and Mapping​

Setting Location​

Options for location data:

  1. Address Entry

    • Type address
    • System geocodes automatically
    • Verify pin placement

  2. GPS Coordinates

    • Enter latitude/longitude
    • Mobile captures automatically
    • Most accurate method

  3. Map Selection

    • Click location on map
    • Drag pin to adjust
    • Good for multiple assets

Indoor Assets​

For equipment inside buildings:

  • Use building address
  • Add floor/room in notes
  • Consider floor plans
  • Group by location

After Creation​

Immediate Actions​

  1. Generate QR code for field access
  2. Schedule maintenance if needed
  3. Add photos for reference
  4. Link work orders for history

Verification Steps​

  • Review all information
  • Check custom fields
  • Verify location accuracy
  • Test QR code scanning
  • Confirm account assignment

Common Scenarios​

New Installation​

  1. Create asset during install
  2. Capture photos immediately
  3. Document initial readings
  4. Set warranty dates
  5. Schedule first maintenance

Existing Equipment​

  1. Audit current information
  2. Create asset record
  3. Add historical data if available
  4. Generate and apply QR code
  5. Train team on access

Replacement Asset​

  1. Duplicate old asset
  2. Update serial/model
  3. Mark old as decommissioned
  4. Transfer service history
  5. Update work order templates

Tips for Success​

Data Quality​

  • Be consistent with naming
  • Fill all relevant fields
  • Verify serial numbers
  • Take clear photos
  • Update after changes

Organization​

  • Use asset types properly
  • Group related assets
  • Set clear statuses
  • Archive old assets
  • Regular audits

Field Efficiency​

  • Pre-create assets when possible
  • Use mobile for GPS
  • Scan barcodes vs typing
  • Take photos immediately
  • Update in real-time

Next Steps​