Assets Management feature in ServiceBridge allows you to assign an Asset for a specific location and schedule the maintenance visits for that item.
First of all, you need to create an Asset by pressing the universal add button (+):
The pop-up window appears and you need to enter the information about the Asset. Keep in mind that Customer and Location are mandatory fields.
You can also enter the manufacturer, model, serial number, part number and warranty details if you want:
The field "Category" is only available for the franchises and has to be added by the Franchisor in the Assets Settings.
The field "Parent" is used for the Assets that are parts of a bigger item. For instance, if we have a blower in a kitchen hood as an Asset, the the kitchen hood would be a parent item. The field is not required, therefore if it does not have the parent item, you may leave it blank.
For any Asset you can add the maintenance schedule. To do so, turn on the service by pressing the button on "Asset Service Frequency":
The field "Frequency" defines the number of days between service appointments for the Asset.
"Threshold" field is a number of days before and after the target date in which the Asset should be served. For instance, if you set the frequency for every 30 days and the Threshold is 2 days, it means that next time it can be served 2 or 1 day before or after the target date.
"Target date" field marks the date of the next service and it changes according to the frequency and threshold. If the frequency is set to 30 days, the threshold is set for 2 days and according to that, the service was done 28 days after the last target date, the new target date changes for 30 days after the actual service date.
Keep in mind that creating a schedule for the Asset does not automatically create the Work Order for it. The reason for it is that if you have a threshold of two days and the target date is 8/31/2017, you can create a Work Order for 9/1/2017 if this day is more suitable for it.
On the Asset Details page you can press the "Create WO" button and the pop-up window appears:
In the "Create Job" window, you can see the Customer Information already pre-filled for you. You should fill in the Work Order information as usual, except that there is a "Short Description" field already pre-filled with the details about the Asset. However, the field is editable and you are able to enter some other information if you need.
You can also change the default Asset to others that are assigned for that specific customer if you need.
Also, for your comfort the section Schedule is already prefilled with the Date, Time and Estimated Duration that you've entered when created the Asset Service Frequency, but it is editable.
If you want to see the list of the Assets that you have, you need to go to the Asset Management section in the main menu.
You can select the list of all items or pick a time range (Day/Week/Month/Range) which is shown according to the target date for that Asset.
if you mark the checkbox "Critical" at the top of the page, you will only see the items that are past due. If you mark the checkbox "Service Frequency", you will only see the items that have an activated schedule.
If you want to see not only parent items, but also the sub-items, mark the checkbox "Show Subitems" because in the default grid sub-items are not shown:
In this grid you are also able create the work orders for a few the Assets in bulk. Just mark the checkboxes next to the items and press the "Create WOs" button which appears after you select the items:
Keep in mind that the Asset has to have an active schedule and products or services attached.
If you want to add the Asset from your mobile device, make sure that you have the permissions to see the Assets. If you don't, ask your account admin to turn on this setting for you.
To add the Asset, you need to open any existing job or create a new one, then go to the Equipment tab:
Then press the universal add button (+) at the top right corner:
After you do that, the pop-up window appears where you can search for an existing Asset or create a new one:
The existing Asset can be found by typing the name, model or serial number of it, or you can scan a barcode (if you are using barcodes for the Assets management in your business):
If you select to 'Create' a new Asset, you need to enter the necessary information into the Asset fields and press the Add button in the top right corner:
After you do so, the new Asset appears in the list under the job that you're editing:
When it's added to the list, press the General tab and in the field 'Default Equip.' select the created item:
After you do these steps, you will have this Asset in your system. It will also appear on the list in the web version of ServiceBridge.
Keep in mind that the Asset is created for the customer. If you change the customer on the Asset, it means that this Asset is no longer assigned to the previous customer.
If you need to have some Custom Fields on the Asset, go to the Settings section and navigate to Assets.
You can create the Custom Field groups to have some order for your Custom Fields. To add a Custom Field Group, press the universal add button (+) and you will get a pop-up window:
Enter the name for the group in the Name field. In the Order field, enter the order number in which this group should appear in the list.
Also you can create the Custom Fields for the Assets. Just press the universal add button (+) at the Custom Fields section and the pop-up window will appear:
Enter the Display Name of the Custom Field and choose a settings group that you've created previously. Also, select the input type from the drop down menu and enter the number in the Order field, describing the order in which this Custom Field should appear in the list of Custom Fields under the Product or service.