Assets are the things in your facility worth tracking — folding chairs, microphones, projectors, HVAC units, scissor lifts, vehicles, furniture. Each asset is an item type (Folding Chair, Wireless Mic) with quantities distributed across your campuses.
How quantities work
Every asset has a quantity for each location where it lives. The total shown on the asset list is the sum across all locations.
Single-campus organizations just see one Quantity field when adding an asset — fast and simple.
Multi-campus organizations see a list of every campus when adding an asset, each with its own quantity input. The total auto-calculates as you fill it in:
Asset: Folding Chairs Main Campus 50 North Campus 100 East Campus 25 Shared / pool 0 ─────────────────── Total 175
Shared / portable pool
For assets that move around between campuses (a scissor lift, a trailer of outdoor lights, portable heaters), use the Shared / portable pool row at the bottom of the per-campus list. Quantity = 1 there means "we own one and it travels between locations."
When you filter the assets list by a specific campus, Studio also surfaces anything in the Shared pool — because a portable asset could realistically be at any campus right now.
What else to record
- Category — for grouping ("AV equipment", "HVAC", "Furniture").
- Manufacturer, Model, Serial number — needed for warranty claims and tech support calls. Serial number is most useful when quantity = 1 (a specific projector); leave it blank for bulk inventory like chairs.
- Purchase date and cost — for depreciation tracking.
- Warranty expiry — the date coverage runs out, so you can see at a glance what's about to lose protection.
- Condition — Excellent / Good / Fair / Poor / Out of service.
Linking work orders to assets
When you create a work order for a broken projector, set the Asset on the order. Now the asset's detail page shows the full repair history — every work order ever opened against it, with photos and outcomes.
Finding assets by warranty status
On the assets list, filter by warranty: Expiring soon (within the next 30 days), Expired, Valid, or No warranty on file. Check the "Expiring soon" filter every so often to catch the cheap projector that's about to die just after its coverage runs out.