Track your first hardware asset

Add one device to OnTrackio by hand and confirm it in the inventory in about 5 minutes. This is the fastest happy path: only the three required fields, everything else later.

Before you begin

• An OnTrackio admin account. Sign in at your workspace URL (for example, https://your-workspace.app.ontrackio.com).
• One device to record. Its name is enough; a serial number, manufacturer, and model are optional.
• If you land on the My portal after signing in, your account has no admin role. Ask a workspace admin to grant one. See Logging in.

Steps

1. In the admin sidebar, select Hardware. The page header reads Hardware inventory and lists assets already tracked. A new workspace shows an empty list.
2. In the top-right corner, select Add hardware. The form opens with the header Add hardware and the subtitle "Capture the device, its owner, and its warranty."
3. In the Identification card, enter a name in Asset name, for example, MacBook Pro 16" M3 Max. Keep the suggested Asset tag the form pre-fills.
4. In the right-hand Status card, leave Lifecycle status at Available and Condition at New. Both default correctly and can't be empty.
5. At the bottom of the right column, select Create asset. OnTrackio saves the asset, opens its detail page, and shows a green confirmation: Hardware 'MacBook Pro 16" M3 Max' created successfully.
6. In the sidebar, select Hardware again. Your asset appears in the list with its name, asset tag, and a status of Available. Type part of the name into the search box to confirm it stays in the filtered results.

tip

Add Serial number, Manufacturer, and Model while you're here if you have them; they make the asset easier to find later. None are required to save.

Fields you fill on the happy path

These are the only fields this quickstart touches. The form has more (Financial, Specifications, Notes), all optional.

Field	Required	Default	Notes
Asset name	Yes	None	Free text, up to 255 characters. The one identification field you must fill in.
Asset tag	No	Auto-generated	Pre-filled with a suggested unique tag like OT-482913. Keep it, type your own (must be unique), or clear it; a blank tag is generated on save.
Lifecycle status	Yes	Available	Pre-selected. See the status table below.
Condition	Yes	New	Pre-selected. One of: new, excellent, good, fair, poor, broken.

Lifecycle status options

You can set any status below from this form. Assigned is missing on purpose: it's set only when you hand the asset to a person.

Status	When to use it
Available	Ready to assign. The default for a new asset.
Reserved	Set aside for a specific person or purpose.
In repair	Out for service.
In storage	Stored, not in active use.
Retired	End of service life, kept on record.
Disposed	Decommissioned and removed.
Lost / Stolen	Unaccounted for.

note

You can't set the status to Assigned from this form. To assign the asset to a person, use the Assign action on the asset's page after you create it. See Assign and recover hardware.

Troubleshooting

Symptom	What to do
You land on the My portal, not the admin console	Your account has no admin role. Ask a workspace admin to grant one.
No Add hardware button on the inventory page	You're viewing the end-user My portal. Switch to the admin view, or confirm your role.
Red error under Asset name on save	The name is empty or too long (255-character max). Enter a shorter name.
The asset tag has already been taken	You typed a tag another asset uses. Clear the field to auto-generate a unique one, or pick a different value.
Asset saved but isn't in the inventory list	A search or filter is active. Clear the search box and any filter chips.

Related

Add hardwareThe full add-hardware form, field by field.Read →Assign and recover hardwareHand a device to a person and take it back.Read →Bulk actions and importAdd many assets at once from a spreadsheet.Read →QR codes and labelsPrint a scannable label for an asset.Read →