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Assets Overview

Assets in Clearwell represent the equipment, locations, and items you service or track. From HVAC units to vehicles, buildings to inventory parts - if you maintain it, you can track it as an asset.

What are Assets?​

Assets help you:

  • 🏷️ Track equipment with unique identifiers
  • 📍 Map locations geographically
  • 🔧 Record service history and maintenance
  • 📊 Monitor lifecycle and warranty status
  • 📱 Access information in the field via QR codes

Asset Framework​

Asset Types​

Define categories of assets you track:

  • HVAC Systems
  • Vehicles
  • Buildings/Properties
  • IT Equipment
  • Medical Devices
  • Manufacturing Equipment

Asset Instances​

Individual items of each type:

  • Specific AC unit with serial number
  • Company truck with VIN
  • Building at 123 Main St
  • Server in rack position A1

Custom Fields​

Track type-specific information:

  • Technical specifications
  • Warranty details
  • Compliance data
  • Operating parameters

Key Features​

Asset Information​

  • Unique identifier/tag number
  • Serial numbers and model info
  • Purchase date and cost
  • Warranty expiration
  • Location and GPS coordinates
  • Photos and documents

Service Tracking​

  • Complete maintenance history
  • Upcoming service schedules
  • Parts used on asset
  • Work order associations
  • Service costs over time

QR Code Integration​

  • Generate unique QR codes
  • Scan to access asset info
  • Start work orders instantly
  • View history on mobile
  • Update information in field

Geographic Mapping​

  • View all assets on map
  • Filter by type or status
  • Plan service routes
  • Identify nearby assets
  • Cluster view for dense areas

Asset Lifecycle​

Creation​

  1. Define asset types
  2. Add individual assets
  3. Assign to accounts
  4. Generate QR codes

Active Management​

  • Schedule maintenance
  • Track service history
  • Monitor performance
  • Update information

End of Life​

  • Mark as decommissioned
  • Archive history
  • Transfer to new asset
  • Maintain audit trail

Benefits​

For Service Teams​

  • Quick access to asset info
  • Service history at fingertips
  • Reduce duplicate work
  • Better first-time fix rates

For Managers​

  • Asset utilization reports
  • Maintenance cost tracking
  • Warranty management
  • Replacement planning

For Customers​

  • Transparency on equipment
  • Service history access
  • Maintenance reminders
  • Asset performance data

Getting Started​

  1. Set up Asset Types - Define categories
  2. Create Assets - Add equipment
  3. Print QR Codes - Label assets
  4. View on Map - Geographic overview

Common Use Cases​

HVAC Service​

Track every unit with:

  • Installation dates
  • Filter change schedules
  • Refrigerant types
  • Energy efficiency ratings
  • Service contract details

Fleet Management​

Monitor vehicles with:

  • Maintenance schedules
  • Fuel records
  • Driver assignments
  • Inspection dates
  • Incident history

Facility Management​

Manage buildings with:

  • Equipment inventories
  • Space utilization
  • Compliance schedules
  • Vendor contacts
  • Budget tracking

IT Services​

Track equipment with:

  • Hardware specifications
  • Software licenses
  • Network locations
  • User assignments
  • Refresh cycles

Best Practices​

Asset Identification​

  • Use consistent naming
  • Include location in name
  • Add clear descriptions
  • Tag with QR codes
  • Take reference photos

Data Quality​

  • Keep information current
  • Verify serial numbers
  • Update after service
  • Document changes
  • Regular audits

Organization​

  • Logical type structure
  • Clear parent-child relationships
  • Consistent custom fields
  • Meaningful groupings
  • Archive old assets

Integration Points​

Assets connect with:

  • Accounts: Who owns the asset
  • Work Orders: Service performed
  • Smart Forms: Inspection data
  • Inventory: Parts used
  • Analytics: Performance metrics

Next Steps​

Ready to start tracking assets? Begin with: