Available On: Lite, Starter, Professional and Business Plus
Assets are the equipment, machinery, or vehicles that require maintenance. Discover the straightforward process of creating and editing your assets, and take advantage of our flexible 4-level hierarchy system to organize them with accuracy. Let’s begin building a comprehensive asset database tailored to your maintenance needs!
💡 In UpKeep, work orders are directly associated with a specific location and asset. When you assign a sublocation or child asset to a work order, it is linked exclusively to that sublocation or child asset. Meaning, in reports and searches, the work order will appear under the assigned sublocation or child asset and will not be visible when filtering by the parent location or parent asset.
Key Points:
Direct Association: Work orders are tied to the exact location and asset selected during their creation.
Reporting Implications: If a work order is assigned to a sublocation, it will be listed under that sublocation in reports. It won't appear under the parent location unless specifically filtered to include sublocations.
Filtering Considerations: To view work orders across both parent and sublocations, ensure your filters are set to encompass all relevant levels of your location hierarchy.
For optimal organization and reporting, it's advisable to establish a clear naming convention for your locations and assets. This practice aids team members in understanding the hierarchy and ensures accurate assignment and retrieval of work orders.
How to Create an Asset
Steps:
Navigate to the Assets section.
Click the blue box labeled "Create Asset" in the top right corner of your screen.
Enter the asset name and any other information such as a description, model, serial number, and category.
To link the asset to a location or sublocation in UpKeep click the "Set Location" button on the right side of your screen under Structure and Settings. To see sublocations hit the arrow icon
and a drop-down menu will appear.Once your locations menu appears - select the location you desire and click "Set Location".
Once all the important information has been added, you can now click "Create Asset" in the top right corner of your screen.
How to Add/Create Child, Grandchild and Great Grandchild Assets
Steps
Navigate to the Assets section.
Click the blue box labeled "Create Asset" in the top right of your screen.
Enter the asset component name and any other information such as a description, model, serial number, category, etc.
To set your parent asset, click the "Set Parent Asset" button on the right side of your screen under Structure and Settings.
If creating a grandchild asset you'll follow the same process but in order to locate the child asset you'll want to locate the parent asset and hit the arrow icon
to see the child assets appear. This applies to great-grandchild assets as well.Be sure to link all child, grandchild, and great-grandchild assets to the applicable location. NOTE: if you select a different location from the parent that asset will only be available under that location and not included with the parent asset location.
Finally, once your information is entered, click "Create asset".
How to Edit/Update Existing Assets
⚠️Deleting Assets is a permanent action and will remove the asset data wherever that asset has been applied in UpKeep.
Steps
Navigate to the Assets section.
Select the asset you need to make a change to.
Once the asset page loads, click the "Edit" button located on the top right section of your page.
Make any edit/update where applicable and click "Save Changes".
Note: You can change the location of an asset, but that location history will not retroactively update current/past work orders with the new location. The work order will have the asset and location listed that it was originally created with.
How to Add/Update Assets on UpKeep Mobile App iOS/Android
Steps to Add:
Open the Upkeep App on your mobile device.
From the Home Screen, tap the + icon at the bottom of your screen
A menu will appear various objects to add.
NOTE: A users' role will determine what they can and cannot add/update. Admins can edit/update anything, while a technician can add assets but can only edit objects they create.
Tap Assets from the menu - a form will appear to add that asset.
Enter all the information applicable to the asset and tap "Submit" on iOS and tap the "
" for Android to add the asset.
Steps to Edit:
Locate the Asset in the App
Tap the 3 dots in the top right corner.
Tap "Edit" when the menu appears.
Make changes/updates where needed and tap "Submit" on iOS and tap the "
" for Android to save changes.
FAQs about Assets
If an asset changes locations, can I easily update that in UpKeep?
Yes, you can edit an assets' location at any time.
Does the name of my asset matter?
UpKeep strongly encourages the use of unique names when it comes to your UpKeep data. This makes it easy to locate and search within UpKeep and will also help your team know exactly what they are looking for without having to click for further details. Providing the name of the asset along with its location in the name is one way we see customers utilize a unique naming convention. Example: HVAC - UNIT 1 - MAIN WAREHOUSE.
Is it possible for an asset to remain unlinked from a location, such as in the case of a mobile unit?
Yes, an asset in UpKeep doesn’t need to have a fixed location. For example, assets like vehicles often move around the facility and may not be consistently located in the same place. When such an asset is used in a work order, the location field will be left blank, meaning all relevant data and reports for that asset will be tracked solely under the asset itself.
Some customers choose to create a placeholder location, such as "Garage," to associate mobile assets with a specific location, but this is entirely optional.