How assets are added and tracked
From registering a new asset to tracking its status, transfers, and value over time.
Assets are the equipment, fixtures, and systems your team maintains — and everything CAFM Cloud does with maintenance, warranties, and depreciation starts with an asset being properly registered.
Adding a new asset
- Register it — name, category, and type (for example, "HVAC" → "Split Unit"), so it's easy to find and report on later.
- Place it — assign it to a building, floor, zone, and unit, so it's tied to your facility hierarchy from day one.
- Record ownership & cost — purchase date, cost, vendor, and owner, plus a depreciation method if its value should be tracked over time.
- Add warranty details — the warranty period, so CAFM Cloud can track its status automatically (see Automation & alerts).
Once registered, an asset is immediately available for maintenance scheduling, work orders, and reporting.
Keeping track of an asset over time
- Status changes — an asset can move between statuses (for example, in service, under repair, or retired) as its condition changes. Every change is recorded, so there's always a history of what happened and when.
- Transfers — moving an asset to a different building, branch, or department is logged as a transfer, not just an edit — so you can always answer "where has this been?"
- Maintenance history — every work order carried out on an asset is added to its history automatically as jobs close (see How a job moves through CAFM Cloud). You never have to log this separately.
- Value over time — for assets with a depreciation method set, book value is recalculated on a regular basis, so reporting always reflects current value.
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Because location, ownership, warranty, and maintenance history all live on the same asset record, a technician standing in front of a piece of equipment can pull up everything relevant to it in one place.