Tutorial 5: Assets, Categories, and Types

Asset management is the central function of Custodian™ CMMS.

Repairing assets. Maintaining assets. Deploying assets. Re-locating, Repairing, and Retiring assets. But what is an asset?

What is an “Asset”?

An asset is anything your company needs to do business:

  • Hard Assets:
    • Machinery, Equipment, Tools
    • Computers, Network Components or Devices
    • Office Furniture, Fixtures
  • Soft Assets:
    • Software and Subscriptions
    • Licenses, Certifications
    • Permits

Asset Details

your asset database includes many details about each individual asset:

  • Manufacturer
  • Model
  • Serial number
  • Purhase date
  • Warranty expiration
  • Price
  • Maintenance records
  • Location, Site, and Area
  • Images

To avoid confusion between similar assets, the Custodian™ database generates a unique identification number for each asset. This unique number is called the Asset-Tag.

Asset Organization

Assets are organized into very general classifications called Asset-Categories. Categories are broad terms.

Each Asset-Category is sub-divided into more specific Asset-Types.

For example: The Asset-Category “Computers” might include three Asset-Types: “Desktop PCs”, “Laptops”, and “Tablets”

Asset-TAGS (Numbers)

When configuring Custodian™ Asset-Types (outlined in the steps below) you will have the option of customizing Asset-Tags.

For example – it might be useful if all “Desktop PCs” have an Asset-Tag that starts with the abbreviation DPC. We call this a TAG-PREFIX. All assets that belong to the “Desktop PC” asset-type will be numbered sequentially, always starting with the tag-prefix “DPC”: DPC0001, DPC0002, DPC0003, etc.

You can make up your own tag-prefixes. We recommend a three letter abbreviation. Some examples:

  • DPC = Desktop PC
  • PRN = Printer
  • CAM = Camera
  • KPD = Keypad
  • BLR = Boiler

… You get the idea.


First, we’ll need to create a few asset categories to help keep things organized. Categories are very general – no details – just a name.

In the left menu-panel, choose Assets > Categories.

To create a new Asset-Category, click the + NEW ASSET CATEGORY button.

Give your new category a broad, descriptive NAME.

Click SAVE.

Repeat and create as many asset-Categories you need. There is no limit.


Since Asset-Categories are very general, we need to narrow down the field into slightly more specific sub-categories – called Asset-TYPEs.

To see a list of asset-TYPEs within an asset-category, click the TYPES button. This will expand or collapse the list.

To create a new Asset-Type within a Category, click the + NEW ASSET TYPE button. This will open the Asset-Type modal.

Give your new Asset-Type a descriptive NAME … and a TAG-PREFIX (as described above).

And we’ll add some CONFIGURATIONS …


Configurations are characteristics that are common among all assets within an Asset-Type.

For example: if your Asset-TYPE is Desktop PCs, some relevant configurations might include:

  • Operating System
  • Processor
  • RAM
  • Static IP
  • Monitor connection type.

When you finish adding your CONFIGURATIONS, click SAVE.

Adding New Assets

Finally – you’re now ready to start adding ASSETS to your Custodian™ CMMS database.

In the left menu-panel, choose Assets > Add New Asset. This will open the Add-Asset modal.

From the drop-down lists, choose your new Asset’s CATEGORY, TYPE, and the AREA where your asset will be deployed.

From the drop-down list, set the STATUS of the new Asset;

  • Deployed = currently in use somewhere in your company
  • Inventory = not currently used, available to be deployed
  • Requires Repair = not usable, needs to be fixed
  • Retired = no longer usable; obsolete

And select the CONDITION of the Asset.

Click NEXT.


The Custodian™ database will automatically generate an Asset-TAG. If your company already uses a tag-numbers, you can manually key it in here.

Click NEXT.

The following fields are optional: Purchase Date, Cost, and Warranty expiration.

Click NEXT.

Also optional, you can upload a picture of the Asset. This can be very useful for technicians.

Enter any NOTES about the Asset that haven’t already been entered, and fill-in the custom CONFIGURATIONS.


To view or edit any of an Asset’s details, return to your list of Assets. You can search for an Asset by keyword or tag number.