Assets

An asset is a single piece of equipment you track in FieldLabel — an HVAC unit, a pump, a generator, and so on. Every asset belongs to one customer and is identified by a Unit Number, with optional model and serial numbers, a manufacture date, and a description.

Once an asset exists, its detail page becomes the hub for everything about that equipment: the QR label attached to it, issue flags, maintenance, files and photos, the jobs it belongs to, and a complete history of changes.

What you can do with assets

• Create assets one at a time, in bulk by CSV import, or by scanning a data plate to auto-fill the form.
• Browse, search, and sort all of your equipment in one list.
• Link a printed QR label so anyone can scan the equipment in the field.
• Add the asset to jobs, raise issue flags, and attach files or a photo.
• Set up recurring maintenance and review a full audit trail.

Creating an asset

1. Go to Assets in the org navigation.
2. Click New Asset (top right).
3. Pick a Customer using the Search for a customer… combobox. A customer is required.
4. Enter a Unit Number (required) — for example Unit 1 or AC-01.
5. Optionally fill in Model Number, Serial Number, Date of Manufacture, and Description.
6. Fill in any custom fields shown. Required ones are marked with an asterisk.
7. Click Create Asset. You’ll land on the new asset’s detail page.

Caution

The customer is set once, at creation, and cannot be changed afterward. Double-check it before you save.

Want to skip the typing? You can photograph the equipment’s data/name plate and let FieldLabel fill in the model, serial, manufacture date, and description for you. See Data-plate scanning (Pro+). For adding many assets at once, see CSV import (Basic and above).

Browsing, searching, and sorting

The Assets list shows your equipment in a table with columns for Unit, Customer, QR Label, Date of Manufacture, and Created, paginated 20 rows at a time.

• Search by unit number, model number, serial number, or description.
• Sort by Unit, Date of Manufacture, or Created, ascending or descending. On mobile, use the sort menu.

From the list you can also tap Scan QR Label to jump straight into linking a printed label to an asset.

The asset detail page

Open any asset from the list to see everything about it, organized into cards and sections:

• Asset Details — the unit number, model, serial, manufacture date, description, photo, and any custom fields.
• QR Label — the label linked to this asset, including who linked it, when, and where (as a map link). View, download, and print the QR code from here.
• Flags — issue flags raised against the equipment (Basic and above).
• Maintenance — the maintenance plan and tasks for this asset (Pro).
• Files — documents and images attached to the asset (Basic and above, with storage connected).
• Jobs — the jobs this asset is part of.
• Audit Trail — a collapsible history of every change: created, updated, label linked or unlinked, photo added or removed, flags, and jobs added or removed.

Editing an asset

1. Open the asset from the Assets list.
2. Click Edit (top right of the detail header).
3. Update the unit number, model, serial, manufacture date, description, and any custom fields.
4. Click Save Changes.

The customer can’t be changed from this dialog. Required custom fields must have a value, and date custom fields must be entered as YYYY-MM-DD.

Deleting an asset

Admins only

Deleting an asset is restricted to admins. Members see Edit but not Delete.

1. Open the asset from the Assets list.
2. Click Delete in the header (or Delete in the overflow menu).
3. Confirm the prompt Are you sure you want to delete this asset?

Deleting an asset can’t be undone.

QR labels

A QR label turns a physical sticker into a scannable link to this asset. Learn more in QR labels & stickers and see what a visitor gets in The QR scan page.

Linking a QR label

1. Open the asset detail page.
2. In the QR Label card, click Scan QR Label.
3. Scan the printed QR label with your camera.
4. If the label is available, it’s linked right away. FieldLabel records your location (if you allow it), your name, and the time.

Note

A QR label that’s already linked to another asset can’t be reused. Unlink it from the old asset first.

Unlinking a QR label

1. Open the asset detail page.
2. In the QR Label card, click Unlink.
3. Type remove label exactly to confirm.
4. Click Unlink QR Code.

Unlinking frees the QR code so you can attach it to another asset, and clears the recorded link location and linker.

Adding an asset to jobs

1. Open the asset detail page and scroll to the Jobs card.
2. Click Add to Job.
3. Search by job name, customer, or description, then check one or more jobs (or use Select All).
4. Optionally click New Job to create a job for this asset’s customer on the fly.
5. Click Add to N Job(s).

Only jobs belonging to the asset’s own customer are shown. To remove an asset from a job, use Remove in the Jobs table row.

What needs a paid plan

Core asset work — creating, editing, browsing, linking QR labels, adding to jobs, and the audit trail — is available on every plan, including Free. (Free is capped at 50 QR labels total and 1 user.) A few capabilities require an upgrade:

Capability	Plan
Files and asset photo	Basic
Issue flags	Basic
CSV import	Basic
Custom fields	Pro
Maintenance plans	Pro
Data-plate scanning	Pro+

Compare plans →

Related

• Custom asset fields — add org-wide fields like Install Date or Filter Size to every asset (Pro, admins only).
• Data-plate scanning — photograph a name plate to fill in a new asset (Pro+).
• Maintenance plans and completing tasks (Pro).
• File uploads & storage — connect storage so files and photos appear on assets.