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Asset Management: Tracking Customer Installations

Introduction

Asset Management (Objectbeheer) lets you track customer installations and equipment with full service history. Instead of work orders floating without context, assets tie everything together.

What Is an Asset?

An asset (or object in Dutch) is:

  • A customer installation
  • A piece of equipment
  • A system or component you service
  • Anything with a history and service records

Examples: HVAC rooftop unit at a hotel, Refrigeration compressor at a restaurant, Solar panel array, Security camera system, Industrial pump or motor

Asset Hierarchies: Parent & Child Objects

Assets can be organized hierarchically to show relationships:

Hotel Building (Parent)
├─ Rooftop Unit #1 (Child)
│  ├─ Compressor Unit (Grandchild)
│  └─ Condenser Coil (Grandchild)
├─ Rooftop Unit #2 (Child)
└─ Wall-Mount Unit - Lobby (Child)

Why hierarchies matter: Service one unit and see history across the whole system. Track component replacements within an asset. Organize complex installations logically.

Creating an Asset

Step 1: Access Asset Management

  1. Go to Backoffice → Assets (or Objectbeheer)
  2. Click New Asset or Add Object

Step 2: Fill in Basic Information

  • Customer: Which customer owns this asset?
  • Name: Rooftop HVAC Unit or Compressor #3
  • Type/Category: HVAC, Refrigeration, Solar, Security, etc.
  • Serial Number: Manufacturer's serial (helps identify)
  • Model/Brand: Carrier AquaEdge Chiller
  • Installation Date: When was it installed?
  • Location: Rooftop or Building 2, Room 401
  • Description: Any relevant notes (power specs, warranty info, etc.)

Step 3: Add Custom Fields (Optional)

OutSmart allows up to 20 custom fields per asset. Useful examples include:

  • Warranty Expiration Date | Maintenance Contract | Next Service Due | Operating Hours Counter
  • Pressure Settings | Refrigerant Type | Last Major Repair Date | Cost of Asset
  • Condition Rating (Good/Fair/Poor) | Asset Owner

Step 4: Link to Parent Asset (If Applicable)

If this is a component of a larger system:

  1. Go to Parent Asset section
  2. Search for and select the parent (e.g., Hotel Building or Rooftop Unit #1)
  3. Save
  4. This asset now appears as a child in the hierarchy

Step 5: Save and Generate QR Code

  1. Click Save
  2. OutSmart generates a QR code for this asset
  3. You can now print or display this code on-site

Component Tracking

Track replaced parts and components within an asset.

Recording a Component Replacement

  1. Open the asset
  2. Go to Components or Replaced Parts section
  3. Click Add Component
  4. Fill in: Component Name, Replaced Date, Serial/Part Number, Notes
  5. Save

Attaching Documents

Store relevant documents directly on the asset record: Equipment manuals, Warranty certificates, Compliance certificates (F-Gas, electrical safety, etc.), Service reports, Contract documents, Photos of the installation

How to Attach Documents

  1. Open the asset
  2. Go to Documents or Attachments section
  3. Click Add Document
  4. Upload the file (PDF, image, Word doc, etc.)
  5. Optionally add a description
  6. Save

QR Codes: Quick Asset Identification

Generating a QR Code

Every asset gets a unique QR code. You can print multiple copies for different locations (door, equipment, control panel).

Using QR Codes in the Field

Technician workflow:

  1. Arrive at a customer site
  2. See a QR code on the HVAC unit
  3. Open the OutSmart app and tap Scan QR Code
  4. Point camera at the code
  5. The app instantly pulls up the asset record with full history, documents, linked work orders

Service History

Every work order linked to an asset becomes part of its service history.

Viewing Service History

  1. Open the asset
  2. Go to Service History or Work Order History
  3. See all work orders ever done on this asset
  4. Filter by date, work type, technician
  5. Click any work order to see full details

Best Practices

  • Create assets for everything you service regularly: Even one-time jobs benefit from having a central record
  • Use meaningful names: Rooftop Unit #1 is better than HVAC or Unit A
  • Link service contracts: Preventive maintenance should auto-generate work orders linked to assets
  • Attach key documents: Manuals and warranties help technicians and reduce support calls
  • Track components: When parts are replaced, log them so you know the asset's upgrade history
  • Print QR codes: Put them on-site so technicians can instantly access history