Asset management – Knowledge Base

The Asset Management view offers comprehensive access to all assets, enabling users to manage asset settings, add new assets, and view asset location data. This view is tailored for individuals responsible for overseeing tracked asset inventories, as well as advanced rental and preventive maintenance management.

Topics include:

Things to know
Navigating
Asset settings
Add an asset
Update an asset
View asset location history

Things to know

You must be assigned to the Asset Tracker User or Administrator role to access the Asset Management view.
Each asset is assigned to an Asset Type.

An asset inherits several settings from its assigned asset type. These include asset attributes, statuses, and the icon and color. Asset Types are managed by an Asset Tracker Administrator.
Assets (Entities) can only be deleted from Company Settings.
If you have a handful to hundreds of assets to add or update, it's recommended to complete this from the CSV import process. This is accessed from the Settings > Assets menu. This menu is available to those assigned to the Asset Tracker Administrator role.

Navigating

The Asset Management view provides quite a few features that provide quick access to view the asset details most important to you.

Add a filter to narrow down the assets displayed - add multiple filters when needed.
The Location column offers dynamic filtering. Select a location value to automatically filter the assets displayed.
Use the search option to quickly locate an asset by its ID, name, attribute values, or its assigned Kontakt.io Tag 12-character MAC address. Searching by MAC address can be helpful if you find a tag not attached to an asset.
Set the columns displayed to view the information most important to you.

Asset settings

The following information details the basic and advanced asset settings.

Basics settings

These settings form the foundation for tracking assets, categorizing them into required, optional, and informational data - resulting in a comprehensive, flexible configuration for asset management.

Setting	Definition
Asset ID (required)	A unique identifier (1 to 35 characters); duplicates are not allowed. The ID is displayed in many of the views and maps used to search and locate assets. It is recommended to mirror your organization's equipment system of record naming convention (e.g., CMMS or Asset Management System).
Asset Name (required)	Identifies the asset by a descriptive, end-user friendly value (1 to 35 characters); duplicates are allowed. The Name is displayed in many of the views and maps to search and locate assets. It is recommended to mirror your organization's equipment system of record naming convention (e.g., CMMS or Asset Management System).
Asset Type (required)	Identifies the type of asset; each asset is required to be assigned to an Asset Type. The type is displayed in many of the views and maps used to search and locate assets. The name of each Asset Type commonly represents your organization's asset categorization naming convention. Recommended to align with your organization's equipment system of record (e.g., CMMS or Asset Management System) naming convention. Asset Types are used in room-level status rules to automate the status of asset by their room type location. Room-level status rules are configured from Company Settings within Room Management. Asset Types are used by analytics and metrics. Asset Types can be assigned to Alert Rules for location type alerts. Asset Types are the Entity Types within Company Settings.
Assigned Application (required)	Identifies the Kio app the asset is shared with or optionally excluded from. For example, you may have the Asset Type of IV Pump shared with the Kio IV Pump app for PAR level monitoring and management. An asset inherits the assigned application values from its assigned Asset Type. Assigned Applications are managed from the Asset Type (Entity Type) within Company Settings.
Assigned Tag (required)	Identifies the Kontakt.io Asset Tag affixed to and assigned to the asset - required to track and locate an asset. Each Kontakt.io Asset Tag has a unique ID and 12-character MAC address, which are both printed on the tag. A tag continuously broadcasts its location data, which is received by and sent to Kio Cloud from Kontakt.io Portal Light or other compatible BLE to WiFi infrastructure device.
Attributes (optional configuration)	Attributes are a form of metadata that provide specific details about an asset. Each asset inherits Attributes from its assigned Asset Type. Administrators, who manage Asset Types, define and create the custom Attributes. Attributes may be required or optional. You can search for assets by their attributes in many of the app's views.
Change Log (informational)	Created: Who and when the asset was added. Updated: Who and when the last update (edit) was made to the asset.
Current Location (informational)	The asset's (tag) last reported real-time location. The last seen date/time stamp is when Kio Cloud last received a signal from the Kontakt.io tag assigned to the asset.
Current Status (Either manually set or automated by Company Settings Room Management configuration)	Identifies the current status of the asset. The available statuses are inherited from the asset's assigned Asset Type. There are system-defined categories - Available, Utilized, Down, Unavailable - and each status has one or multiple sub-statuses that are created and managed by an app Administrator. If room-level status rules are configured, the system automatically sets the status of an asset by its current room-type location. What each status indicates or when you would change its current status is dependent on your organization's asset tracking workflow or business rules.
Groups (optional configuration)	Groups are like categories that help organize or segment assets by some type of unique data or information. An asset can be assigned to one or multiple groups. The available Groups are managed by an Asset Tracker Administrator. Groups can be assigned to Alert Rules. For example, a group of high-value assets to immediately activate an alert when they exit a location.
Image & color (informational)	The icon commonly represents the type of asset. An asset inherits this setting from its assigned Asset Type. The Asset Type (Entity Type) image and color is managed from Company Settings.
Notes (informational)	Notes are commonly used to share information with other app users. When a note is added and saved, it cannot be deleted or edited. To add a note, select + ADD NOTE. If you need to delete the note before saving, select the x icon.

Advanced settings (optional)

What can be achieved with the advanced settings include:

Assigned Home Location: provides advanced analytics and searching by location

Assign assets to specific Facilities, including at the campus or building level, and to a department for location specific analytics and tracking.
Asset Details: provides advanced searching capabilities

Record essential asset details, including Manufacturer, Model, and Serial Number, to ensure precise identification. Utilize this detailed information for quicker searches, saving time to locate specific equipment. These details can also aid in locating recalled assets.
Acquisition settings: provides rental management capabilities

Differentiate between rented and purchased (owned) assets.

Track rental-specific details such as Rental Due Date and Rental Return Date.
Preventative Maintenance settings: track schedules and locate assets requiring maintenance

Set schedules and monitor maintenance with settings like Maintenance Required and Next Maintenance Date.

Setting Category	Settings
Assigned Home Location	Facility: Assign the asset with a specific Campus or Building location. Department: Assign the asset to a specific department.
Asset Details	Manufacturer: Record the manufacturer for easy reference and to streamline maintenance or warranty support. Model: Specify the equipment model to ensure compatibility and standardization across assets. Serial #: Specify the unique serial number for precise asset identification and searching, and can aid in quickly locating recalled equipment.
Acquisition	Acquisition Type: Specify whether equipment is rented or purchased to differentiate inventory and streamline tracking and rental management. Acquisition Date: Keep a clear record of when equipment was acquired to monitor usage and lifecycle tracking. Rental Due Date: Set due dates to ensure timely returns. Rental Return Date: Log return dates to maintain accurate records.
Preventative Maintenance	Maintenance Required: Identify assets that require a maintenance schedule. Next Maintenance Date: Plan and schedule upcoming maintenance.

Add an asset

From the Asset Management view, select Create Asset.
You are guided to provide the primary settings, including:

Asset Type: Identifies the type of asset.

Asset ID: A unique identifier (1 to 35 characters); duplicates are not allowed. Commonly is your organization's equipment system of record (e.g., CMMS system) that identifies the asset.

Name: Identifies the asset (1 to 35 characters) and is commonly a descriptive, end-user friendly value; duplicates are allowed. The Name is displayed in many of the views and maps used to locate assets.

Tag: Identifies the Kontakt.io tag affixed to and assigned to the asset - required to track and locate an asset. If not available, its tag can be assigned from its profile at the time the asset is being tagged (attached to the asset)

Attributes: These are inherited from the selected Asset Type. When attributes are listed, provide the values unique to the asset.

Not all Asset Types will have Attributes - an optional configuration managed by Asset Tracker Administrators.
Once complete, select Save.

To update or view the additional settings, such as its Advanced Settings for rental or preventative maintenance management, return to the asset's profile. From the list view, select its Asset Name to view its detailed profile > select Edit.

Update an asset

From the list, select the Asset Name to view its settings, real-time location, and location history.

Note

The only settings that cannot be edited include its Asset Type and Assigned Applications, that are managed from Company Settings.

View asset location history

Each time an asset changes its room location, the location change is received and stored within Asset Tracker. All location changes are viewable from the profile of an asset.

From Asset Management > select the Asset ID > from its profile, select the Location History tab.

By default, the history shows the current day and last 6 days of history. You can also choose a specific date range.
The data available for each location change includes when the asset entered and exited the room, location details, and the amount of time the asset was present in the room.
The Export option results in a CSV file of the current located data displayed.