Settings
Settings and Configuration
TABLE OF CONTENTS
- Company Profile
- Managing Categories
- Managing Departments
- Managing Locations
- Managing Vendors
- Asset Tag Configuration
- Asset Group Tag Configuration
1. COMPANY PROFILE
Your company profile contains branding and basic information.
ACCESSING:
- Settings > Company Profile
FIELDS:
Company Name: - Your organization's official name - Appears in header, reports, communications
Company Logo: - Appears on dashboard and reports - Recommended: PNG or JPG format - Optimal size: Clear at 200px height
Contact Information: - Primary email - Phone number - Website (optional)
Address: - Street, City, State, ZIP, Country
UPDATING YOUR LOGO:
- Go to Company Profile settings
- Click on current logo or "Upload Logo"
- Select image file
- Crop or adjust if prompted
- Save changes
Tips: - Use transparent PNG for best results - Ensure logo is readable at small sizes - Horizontal logos work best.
2. MANAGING CATEGORIES
Categories organize assets by type.
ACCESSING:
Settings > Categories
EXAMPLES: - Electronics - Furniture - Vehicles - Tools - Office Equipment - IT Hardware - Audio/Visual - Safety Equipment
ADDING A CATEGORY:
- Click "Add Category"
- Enter category name (use Title Case)
- Add description (optional)
- Click "Save"
EDITING A CATEGORY:
- Find category in list
- Click edit icon
- Update name or description
- Click "Save"
Note: Editing a category name updates it on all assets using that category.
DELETING/DEACTIVATING:
- Find category
- Click delete or deactivate
- Confirm
Note: Categories with assigned assets may need reassignment first.
TIPS: - Keep categories broad enough to be useful - Use consistent naming conventions - Don't create too many categories - Review and consolidate periodically.
3. MANAGING DEPARTMENTS
Departments help track which team owns or uses assets.
ACCESSING:
- Settings > Departments
EXAMPLES: - Information Technology - Human Resources - Marketing - Operations - Finance - Sales - Engineering
ADDING A DEPARTMENT:
- Click "Add Department"
- Enter department name (use Title Case)
- Click "Save"
EDITING/DELETING: Same process as categories.
TIPS: - Match your organizational structure - Keep the list manageable - Update when org changes occur.
4. MANAGING LOCATIONS
Locations track where assets are physically stored or used.
ACCESSING:
- Settings > Locations
EXAMPLES: - Main Office - Warehouse A - Remote Office - Chicago - Server Room - Conference Room B
ADDING A LOCATION:
- Click "Add Location"
- Enter location name
- Add address or notes (optional)
- Click "Save"
TIPS: - Be specific enough for asset retrieval - Include building/floor if applicable - Update when locations change.
5. MANAGING VENDORS
Vendors are suppliers who sold or provided assets.
ACCESSING:
- Settings > Vendors
EXAMPLES: - Dell Technologies - Amazon Business - Office Depot - Apple Inc. - Local Hardware Store
ADDING A VENDOR:
- Click "Add Vendor"
- Enter vendor name (use Title Case)
- Add contact information (optional)
- Click "Save"
VENDOR INFORMATION: - Vendor name - Contact email - Contact phone - Website - Notes
TIPS: - Use official company names - Add contact info for warranty/support - Review and consolidate duplicates.
6. ASSET TAG CONFIGURATION
Asset tags are unique identifiers for each asset. Configure the format before adding assets.
ACCESSING:
-
Settings > Asset Tags
TAG COMPONENTS:
PREFIX (Optional)
- Letters at the beginning
- Examples: "ABC", "ASSET", "INV"
SEPARATOR (Optional)
- Character between parts
- Examples: "-", "_", "."
NUMBER
- Sequential digits
- Auto-increments for each new asset
NUMBER OF DIGITS
- How many digits (with leading zeros)
- 3 digits: 001, 002, 003
- 4 digits: 0001, 0002, 0003
STARTING NUMBER
- What number to begin with
- Default: 1
EXAMPLE FORMATS: - ABC-001, ABC-002, ABC-003 - ASSET-0001, ASSET-0002 - INV.00001, INV.00002 - 001, 002, 003 (no prefix)
CONFIGURING TAGS:
- Go to Settings > Asset Tags
- Enter your preferred prefix
- Choose separator
- Set number of digits
- Set starting number
- Preview the format
- Save configuration
IMPORTANT CONSIDERATIONS:
- Plan before creating assets - tags are permanent
- Use 4+ digits for growing organizations
- Include a meaningful prefix
- Test with preview before finalizing
- Tags cannot be changed after asset creation
TIPS: - 3 digits = max 999 assets - 4 digits = max 9,999 assets - Shorter is easier to read - Include separators for clarity.
7. GROUP TAG CONFIGURATION
Group tags are unique identifiers for asset groups, similar to asset tags. Configure the format to match your organizational needs.
ACCESSING:
Settings > Asset Tags (Group Tags section)
TAG COMPONENTS:
- PREFIX (Optional)
- Letters at the beginning
-
Examples: "GRP", "KIT", "BUNDLE"
NUMBER
- Sequential digits with 5-digit padding
-
Auto-increments for each new group
SUFFIX (Optional)
- Letters at the end
- Examples: "A", "MAIN"
TAG FORMAT:
- Components are separated by dashes
- Format: PREFIX-NNNNN-SUFFIX
- Examples: GRP-00001, KIT-00001-A, AIIR-GRP-00001
EXAMPLE FORMATS:
- GRP-00001, GRP-00002, GRP-00003
- KIT-00001, KIT-00002
- BUNDLE-00001-A, BUNDLE-00002-A
- EQUIP-00001 (no suffix)
CONFIGURING GROUP TAGS:
- Go to Settings > Asset Tags
- Scroll to Group Tags section
- Enter your preferred prefix
- Enter suffix (optional)
- Set starting number if needed
- Preview the format
- Save configuration
IMPORTANT CONSIDERATIONS:
- Plan before creating groups - tags follow this format
- Use 5 digits for ample capacity (99,999 groups)
- Tags are auto-generated but can be edited before creation
- Existing group tags are not affected by format changes
TROUBLESHOOTING
Q: Logo isn't displaying correctly
A: Check file format and size. Try re-uploading.
Q: Can't edit company information
A: You may need Admin privileges.
Q: Can I change existing asset tags?
A: No, tags are permanent for audit integrity.
Q: I made a mistake in tag configuration
A: Future assets use new format. Existing assets keep old tags.
Q: Can I have different tag formats for different categories?
A: Currently one format company-wide.