Add a hardware asset

Register one device by hand when you onboard assets one at a time — a new laptop, a replacement phone, a monitor. To load many assets from a spreadsheet or an invoice, use bulk actions and import or invoice AI extraction instead.

:::note Before you begin

• You need an administrator role. The form lives in the admin console at /admin/hardware.
• Have the device details ready. Only the asset name is mandatory, so you can save a minimal record now and fill in the rest later. :::

Add the asset

1. In the admin console, open Hardware, then select Add hardware.
2. Enter the Asset name — the only required text field. Give it a name a person can recognize in a list, for example MacBook Pro 16" M3 Max.
3. Set the Category (recommended). Picking Laptop, Phone, Monitor, and so on tailors the Specifications section to that device type. You can set it later.
4. Review Lifecycle status and Condition in the right column. Both are required and pre-filled (Available and New), so you can leave the defaults.
5. Fill in any other details you have. Every remaining field is optional — see the field reference below.
6. Select Create asset. To leave without saving, select Cancel; no asset is created.

note

You can't assign the asset to a person from this form, so Assigned isn't offered in the Lifecycle status list. Save the asset first, then use the Assign action on its detail page — that records who holds the device and switches its status to assigned. See assign and recover hardware.

Field reference

The form has one required text field (Asset name) plus two required dropdowns (Lifecycle status and Condition) that come pre-filled. Everything else is optional.

Identification

Field	Required	Default	Notes
Asset name	Yes	—	Max 255 characters.
Asset tag	No	Auto-generated	Leave blank to auto-generate. Must be unique; max 64 characters. See Asset tags.
Serial number	No	—	Must be unique across the workspace; max 255 characters.
Category	No	—	Drives the Specifications fields shown.
Vendor	No	—	Pick from your vendors list.
Manufacturer	No	—	Free text, e.g. Apple. Max 255 characters.
Model	No	—	Free text, e.g. MacBook Pro 14". Max 255 characters.
Location	No	—	Pick from your locations list.
Cost center	No	Unassigned	Shown only when cost centers exist. Unassigned assets land in the "Unassigned" bucket on the Finance dashboard.
Colour	No	—	Pick a common colour or choose Custom… to type your own.

Status

Field	Required	Default	Notes
Lifecycle status	Yes	Available	Options: Available, Reserved, In repair, In storage, Retired, Disposed, Lost, Stolen. Assigned is set by the assign flow, not here.
Condition	Yes	New	Options: New, Excellent, Good, Fair, Poor, Broken.

Financial

Field	Required	Default	Notes
Purchase price	No	—	Number, 0 or greater.
Currency	No	EUR	One of EUR, USD, GBP, PLN.
Purchase date	No	—	Date (YYYY-MM-DD).
Warranty expires	No	—	Date (YYYY-MM-DD).
End of life	No	—	Date (YYYY-MM-DD).
Purchase order	No	—	Free text, e.g. PO-2024-0042. Max 128 characters.
Invoice number	No	—	Free text, e.g. INV-2024-1234. Max 128 characters.
Bring-your-own device (BYOD)	No	Off	Personal asset used for work. Tracked for software/security, excluded from depreciation.
Monthly stipend	No	—	Shown only when BYOD is on; cleared on save when BYOD is off. Uses the purchase-price currency.

Specifications and notes

Field	Required	Default	Notes
Specifications	No	—	Fields change with the chosen Category (e.g. resolution and refresh rate for a monitor). Pick a category to see them.
Notes	No	—	Free text — previous owner, known quirks, and so on.

Asset tags

The Asset tag field is optional. Leave it blank and the platform generates a unique tag when you save — the OT- prefix followed by six digits, such as OT-481502. The number is random rather than sequential, so tags don't reveal how many assets you have.

Enter your own tag only if you already label assets with an existing scheme. Each tag must be unique across the workspace; a value already in use is rejected on save.

tip

Asset tags pair well with printed labels — a generated tag gives every device a stable identifier you can attach to the hardware itself. See QR codes and labels.

What happens when you save

When you select Create asset, the platform:

• Validates the form. On an error — a missing asset name, or an asset tag or serial number already used by another asset — the page reloads and shows the error next to the affected field. Your other entries are preserved.
• Saves the asset and assigns an asset tag if you left that field blank.
• Redirects you to the new asset's detail page with a confirmation such as Hardware 'MacBook Pro 16" M3 Max' created successfully.

To confirm: the detail page opens immediately showing the values you entered and the asset tag, and the asset appears in Hardware when you search its name, serial number, or asset tag.

Troubleshooting

Symptom	What to do
Form reloads with the asset name highlighted	Enter a name — it's the only required text field — then select Create asset again.
Error says the asset tag or serial number is already taken	Another asset uses that value. Enter a different one, or clear the asset tag to auto-generate a unique one.
No way to assign the asset to a person	Assignment isn't part of this form. Save the asset, open its detail page, and use the Assign action there.
Specifications section looks empty or generic	Pick a Category to load the fields for that device type.

Related

Assign and recover hardwareHand a device to a person and take it back.Read →Bulk actions and importCreate or update many assets at once from a spreadsheet.Read →Invoice AI extractionCreate assets from an uploaded invoice.Read →QR codes and labelsPrint labels that carry each asset's tag.Read →