What You'll Learn
How to add assets for immediate servicing on a task
How to add any type of asset to a property
How to use ad-hoc servicing for unplanned maintenance
The difference between planned and ad-hoc routines
How to update an existing asset's details
How to add photos and attachments to an asset
How to attach a QR code, barcode, or bSecure sticker
Setup
You will need the following permission in your security group:
Can see all tasks.
Can create assets.
Can update and archive assets — required to edit existing asset details.
Click here to learn about permissions and security groups.
When to Add Assets
You can add assets in two main scenarios:
1. Asset Capture on Routine-Generated Tasks
Even if no assets exist on the property when a task is created, the appropriate routines will still appear in the task. This allows you to capture assets against those routines when on-site.
2. Ad-Hoc Servicing
Ad-hoc servicing allows you to perform unplanned routine maintenance outside the scheduled timeframe. This gives you more flexibility by:
Selecting multiple routines and levels
Servicing assets that weren't part of the original task
Ensuring thorough testing with Testing Prompts
Note: You need the "Tasks > Can service adhoc" permission to use this feature.
Important Limitation: Ad-hoc servicing in the app only supports asset capture. To service existing assets without the applicable routine on the task, you'll need to add an unscheduled routine from the web platform.
Video: Asset capture
IOS: How to add an asset to a property
Applicable to the specific Routine: add assets on the Work tab for immediate servicing at applicable routine service levels.
Any type of asset: add assets for the property via View all assets.
Available fields on an asset
Required (Type, Variant)
Required (Type, Variant)
Type: Select asset type from the dropdown.
Variant: Select the variant. This is usually included in the auto-generated label based on the asset type's Label pattern.
Recommended (Location, Base Date)
Recommended (Location, Base Date)
Location: The location of the asset.
Base Date: The base date for major servicing calculations.
Optional (Ref, bSECURE, Barcode, Contractor, Installation date, Serial, Walk order, Make, Model, Size, Label, Tags, Internal note)
Optional (Ref, bSECURE, Barcode, Contractor, Installation date, Serial, Walk order, Make, Model, Size, Label, Tags, Internal note)
Ref: Leave empty to be generated automatically.
bSECURE: Scan the bSecure code attached to the asset.
Barcode: Scan or provide the barcode manually by clicking Manually Edit.
Contractor: Select a Contractor to service the asset or leave as the Default Contractor representing your company.
Installation date: The date when the item was installed, used for lifecycle maintenance reporting.
Serial: External inspection reference (e.g., fire door certification tag).
Walk order: Order in which the asset is serviced.
Make: The make of the asset.
Model: The model of the asset.
Size: The size of the asset.
Label: Leave blank to automatically generate label based on the asset type's Label pattern.
Tags: Used to group assets and to set up partial servicing.
Internal note: Used for internal communication or reference.
Applicable to the specific Routine
1. Open the task and click Work tab.
1. Open the task and click Work tab.
2. Click the slider icon, select Group by Asset, then click Apply.
2. Click the slider icon, select Group by Asset, then click Apply.
When grouping by Routines, assets can only be added under a single applicable level, not multiple — e.g. either Alarms Annual or Alarms Six-Monthly, not both.
3. Tap Add asset.
3. Tap Add asset.
4. Select the routine service levels for this asset, then click Next.
4. Select the routine service levels for this asset, then click Next.
If the asset type list is empty, the selected routine service levels do not support the same asset types; click Cancel on the pop-up window, then Cancel again to try a different selection.
5. Choose the asset type from the list, with only those relevant to the selected routine service levels displayed.
5. Choose the asset type from the list, with only those relevant to the selected routine service levels displayed.
6. Choose a Variant, provide the Location and Base date, then click Save.
6. Choose a Variant, provide the Location and Base date, then click Save.
Identify places by using commas in the Location field (e.g., “Building 2B, Floor 6, Unit 3”), to search assets by places: Building 2B; Building 2B, Floor 6 or Building 2B, Floor 6, Unit 3.
Any type of asset
1. Open the task and click Work tab. Scroll down and tap View all assets on site, or click Jump to and select All assets.
1. Open the task and click Work tab. Scroll down and tap View all assets on site, or click Jump to and select All assets.
2. Tap Add.
2. Tap Add.
3. Search and select the asset type.
3. Search and select the asset type.
4. Choose a Variant, provide the Location and Base date, then click Save.
4. Choose a Variant, provide the Location and Base date, then click Save.
Identify places by using commas in the Location field (e.g., “Building 2B, Floor 6, Unit 3”), to search assets by places: Building 2B; Building 2B, Floor 6 or Building 2B, Floor 6, Unit 3.
ANDROID: How to add an asset to a property
Applicable to the specific Routine: add assets on the Work tab for immediate servicing at applicable routine service levels.
Any type of asset: add assets for the property via View all assets.
Available fields on an asset
Required (Type, Variant)
Required (Type, Variant)
Type: Select asset type from the dropdown.
Variant: Select the variant. This is usually included in the auto-generated label based on the asset type's Label pattern.
Recommended (Location, Base Date)
Recommended (Location, Base Date)
Location: The location of the asset.
Base Date: The base date for major servicing calculations.
Optional (Ref, bSECURE, Barcode, Contractor, Installation date, Serial, Walk order, Make, Model, Size, Label, Tags, Internal note)
Optional (Ref, bSECURE, Barcode, Contractor, Installation date, Serial, Walk order, Make, Model, Size, Label, Tags, Internal note)
Ref: Leave empty to be generated automatically.
bSECURE: Scan the bSecure code attached to the asset.
Barcode: Scan or provide the barcode manually by clicking Manually Edit.
Contractor: Select a Contractor to service the asset or leave as the Default Contractor representing your company.
Installation date: The date when the item was installed, used for lifecycle maintenance reporting.
Serial: External inspection reference (e.g., fire door certification tag).
Walk order: Order in which the asset is serviced.
Make: The make of the asset.
Model: The model of the asset.
Size: The size of the asset.
Label: Leave blank to automatically generate label based on the asset type's Label pattern.
Tags: Used to group assets and to set up partial servicing.
Internal note: Used for internal communication or reference.
Applicable to the specific Routine
1. Open the I&T task, go to the Inspections tab and click the slider icon.
1. Open the I&T task, go to the Inspections tab and click the slider icon.
2. Select Group by Asset, then tap outside the pop-up to return to the Inspection tab.
2. Select Group by Asset, then tap outside the pop-up to return to the Inspection tab.
When grouping by Routines, assets can only be added under a single applicable level, not multiple — e.g. either Alarms Annual or Alarms Six-Monthly, not both.
3. Click + next to the Work heading.
3. Click + next to the Work heading.
4. Select the routine service levels for this asset, then click Done.
4. Select the routine service levels for this asset, then click Done.
If the asset type list is empty, the selected routine service levels do not support the same asset types; click Cancel on the pop-up window, then Cancel again to try a different selection.
5. Choose the asset type from the list, with only those relevant to the selected routine service levels displayed.
5. Choose the asset type from the list, with only those relevant to the selected routine service levels displayed.
6. Choose a Variant, provide the Location and Base date, then click Save.
6. Choose a Variant, provide the Location and Base date, then click Save.
Identify places by using commas in the Location field (e.g., “Building 2B, Floor 6, Unit 3”), to search assets by places: Building 2B; Building 2B, Floor 6 or Building 2B, Floor 6, Unit 3.
Any type of asset
1. Open the task and click Inspections tab. Click the three dots in the top right corner and then select View all assets.
1. Open the task and click Inspections tab. Click the three dots in the top right corner and then select View all assets.
2. Click + Asset, then search and select the asset type.
2. Click + Asset, then search and select the asset type.
3. Choose a Variant, provide the Location and Base date, then click Save.
3. Choose a Variant, provide the Location and Base date, then click Save.
Identify places by using commas in the Location field (e.g., “Building 2B, Floor 6, Unit 3”), to search assets by places: Building 2B; Building 2B, Floor 6 or Building 2B, Floor 6, Unit 3.
Updating an Existing Asset
Once an asset has been created on the property, you can edit any of its details directly from the app — including location, walk order, barcode, serial number, make, model, and any other optional field.
iOS
Find and open the asset on the task
Navigate to the Edit Asset tab
Update the relevant fields
Tap Save in the top right corner
Android
Find and open the asset on the task
Tap the pencil icon to edit
Update the relevant fields
Tap Save in the top right corner
All fields in the Available fields on an asset callout above can be edited after creation — including Location, Base Date, Barcode, Walk Order, Tags, Make, Model, and Internal Note.
Adding Photos to an Asset
Photos added to an asset appear in asset reports and are displayed when a bSecure sticker is scanned — shown alongside the asset type, location, service history, active remarks, and expected lifecycle.
For step-by-step instructions on uploading and managing asset photos, see the App: Add photo to asset guide.
Attaching a QR Code, Barcode, or bSecure Sticker
Linking a physical code to an asset lets technicians scan to locate it instantly on future visits. bSecure stickers go further — anyone on site can scan with a standard QR reader to view the asset's compliance status and service history without logging in. For more details, see Mobile App: Attach Barcodes, QR Codes and bSecure Stickers.
Tips for Success
✅ Use commas in Location fields to create searchable hierarchies (e.g., "Building 2B, Floor 6, Unit 3")
✅ Group by Routine when capturing multiple assets for the same service type
✅ Group by Asset when you need to service assets across multiple routines
✅ Check your permissions if you can't see ad-hoc routines
⚠️ Remember: When grouping by Routine, you can only add assets under a single service level at a time (e.g., either "Annual" or "Six-Monthly", not both)
✅ Attach a QR or bSecure sticker right after capture so the asset can be scanned instantly on future visits without needing to search for it