You can add assets one at a time from the web app, or load many at once with a bulk CSV import. This page walks through creating a single asset and explains each field.

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Create an asset

1

Open the new asset form

Go to Assets in the main navigation and click New Asset.
Asset list page with the New Asset button highlighted

The New Asset button on the asset list page

2

Enter identifying details

Fill in the fields that identify the asset:
  • Asset number — a unique identifier for the asset. Many teams reuse existing tag numbers.
  • Name — a clear, recognizable name such as “AHU-02 Rooftop Air Handler”.
  • Serial number — the manufacturer’s serial number, useful for warranty claims.
  • Category / Subcategory — classify the asset (for example, HVAC → Air Handler) so it appears in filtered lists and reports.
  • Manufacturer and Model — helpful when ordering parts or requesting vendor service.
Asset creation form showing asset number, name, serial number, category, manufacturer, and model fields

The asset creation form with identifying fields filled in

3

Set location and hierarchy

  • Site — the site the asset belongs to.
  • Location — the specific location within the site.
  • Parent asset — optionally place the asset under a parent, such as a floor or system. See Asset Hierarchy.
4

Add lifecycle and vendor details

  • Status — the current operating state. New assets are typically Operational. See Asset Statuses.
  • Purchase date — when the asset was acquired.
  • Warranty expiry — the date warranty coverage ends. Recording this helps you decide whether a repair should go through the vendor.
  • Vendor — the vendor responsible for service or supply.
5

Attach files and images

Upload photos of the asset, manuals, wiring diagrams, or warranty documents in the Attachments section. Photos help technicians confirm they are at the right equipment.
Attachments section of the asset form with uploaded images and a PDF manual

Uploading images and documents to a new asset

6

Save the asset

Click Save. The asset appears in the asset list, and FacilityLane generates a QR code for it automatically. See QR Codes and Barcodes for printing and scanning.
Only Asset number and Name need to be decided up front — you can return to the asset later to complete the remaining fields. Richer records produce more useful maintenance history and reports.

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AI-assisted asset creation

FacilityLane’s AI assistant LAYLA can help you create assets faster. Describe the asset in plain language — for example, “Add a Carrier 30XA chiller on the roof of Building A, serial 7845-CC, purchased March 2024” — and LAYLA drafts the asset with the fields filled in. Review the draft, adjust anything that needs correcting, and save.
LAYLA AI chat panel generating a pre-filled asset form from a text description

LAYLA drafting a new asset from a natural language description

AI-assisted creation is fastest for one-off additions in the field. For migrating a full asset register, use the bulk CSV import instead.

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After creating an asset

  • Link the asset to PM schedules so preventive work orders are generated automatically.
  • Add meters to track runtime hours or other readings.
  • Print the asset’s QR code and attach it to the equipment so technicians can scan it with the mobile QR scanner.