Track Items with Serial Numbers

5 minute(s)

Asset Management is designed to help you track items with serial numbers or unique IDs, making it easier to manage equipment, devices, and other serialized assets. The Asset Management template builds on the structure of the Inventory template but adds dedicated views and columns for asset-level management.

This step-by-step guide will walk you through setting up and using Inventory’s Asset Management solution to track individual items, assign them to people or clients, and keep track of your stock at all times.

Install the Asset Management Template

To use SuperMail status change buttons, make sure you have the following:

• Go to the Template Center in monday.com.
  
• In the search bar, search for Asset Management and click Use Template.

To help you get the most out of the Asset Management solution, here’s a quick breakdown of the solution’s core boards and what each one is built for.

Asset Management Dashboard

This is your high-level view. The dashboard gives you real-time visibility into top-line metrics such as how many assets you have, their total value, how much space they take up, and more. Like all monday.com dashboards, it’s built to show the big picture, fast. 

Take a moment to get familiar with this dashboard. It will serve as your central hub for monitoring inventory activity.

• Note: The dashboard comes pre-configured with dummy products to give you an idea of how it should look when you add your own products. You can remove these at any time.

Asset Products

The Asset Products board is where you’ll see the products in your inventory by SKU. Each product is tracked with key details like cost, type, current stock level, and minimum stock thresholds. This board helps you prevent overstocking, understocking, and last-minute scrambles.

• Pro tip: Use this board to track an asset’s full history.

Assets

The Assets board is your item-level tracker, showing what is available/unavailable at any given moment. It shows every individual asset, each with its own unique ID or serial number, so you can track one specific unit from acquisition to disposal. It’s especially useful when you need to trace warranty claims, repairs, or high-value items that require strict tracking beyond just stock quantity.

• Pro tip: You can see an asset’s full history in the item card view of that specific asset.

• Note: You can search for any asset, owner, or assignee using monday.com’s standard search.

Asset Updates

This board logs every asset-related transaction such as additions, removals, exchanges, and transfers. It creates a complete audit trail, creating an accurate record of who did what and when. This board is ideal for compliance, investigations, and tracking down inventory mysteries.

Assets – Warehouse

As its name suggests, this board shows where assets are physically located in your warehouse. In this board, you’ll see how much space each item occupies and where it’s stored, making it easier to plan space, optimize layout, and avoid duplicate stockrooms or ghost inventory.

How to Assign Assets

Need to assign a laptop to a new employee? Or track a piece of equipment assigned to a customer? Here’s how:

• Navigate to the Asset Management Dashboard
• Click on the desired item in the Inventory Asset Catalog.
• Select the exact item by serial or ID number that you wish to assign.
• In the right sidebar, click Next.

• Assign the item to the person that will be taking ownership.
• Click Update Assets to confirm your asset assignment.

• Pro tip: status change buttons are tied to a specific item in monday.com. That means even if the email is forwarded, anyone who clicks the button will update the original item. This helps ensure consistent tracking, but it’s important to share SuperMail only with people who should have access to make those updates.
• Pro tip: Add a client or company column if you’re assigning assets to a specific client or company. Use this to track external assignments, especially if you manage rentals or service equipment.

How to Return Assets

• To return an item, navigate to the Asset Management Dashboard, and find the Inventory Asset Catalog.
• Click on the item you want to return.
• Click on the item that is In Use, then click Next.
  

• Click update assets to log the return.

• Pro tip: Leave comments if desired, such as if the item is damaged or needs to be replaced.

Inventory vs. Asset Management

Each template is independent – no data is shared unless you link them.

Selling products? Use the Inventory template.

Renting products? Use the Asset Management templates.

Want to see both rentals and sales in one view? Make a single dashboard and add widgets pulling from both boards.

If you have questions about setting up Asset Management or need assistance customizing it for your workflow, feel free to contact our team at rnd@spot-nik.com. We’re always here to help!