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Create Assets and Sites
Create Assets and Sites

Learn how to create an asset for a physical object you maintain for customer. Create sites for customer locations, jobs, quotes and assets.

Updated over a week ago

Create an Asset

Asset in Loc8 is used to define any physical object in real world that requires regular inspections, repairs and maintenance in its lifecycle, for example, assets could be buildings, apartments or office spaces looked after by a real estate management company or a small business plumbing service who needs to keep a regular check on the critical fittings for hot water plumbing or gas plumbing used in its customer locations.

It is important to remember that to create an asset, you need to know the asset type first. The association between an asset and its asset type is very important in reflecting the hierarchical relationships the assets acquire in their real world.

STEP 1 From the main menu, select Assets and navigate to the Assets workspace.

STEP 2 Open the asset creation wizard.

STEP 3 Fill in the name that easily distinguishes the asset.

STEP 4 Specify the name of the customer who owns the asset or uses the asset on behalf of the owner.

The Customer field is another important information you must know before creating an asset, as you cannot change the customer after the asset is created.

Select an appropriate asset type that classifies the new asset. If you do not find the required asset type, you can open the Asset settings in a new browser window and create the required asset type.

To know more about how to create asset types, see Create an Asset Type.

Once you select an asset type, all the custom field groups associated with the asset type will appear here, as shown in the example below.

Enter the mandatory fields, and with that you're ready to create the asset. You can fill in the remaining fields at any time either before or after the asset creation. For more information, see Manage asset and sites.

The new asset will now be available in the Assets workspace.

Next up, see how you can create jobs for the new asset right from within the Assets workspace as discussed in Create and Update Jobs from Asset or Site.

Create a Site

This article takes you through the steps of creating a site in Loc8 accessed via browser, with details on mandatory and optional steps.


A few items you'll need at hand to help with creating a site:

  1. Customer name (or customer details if new)

  2. Physical address where the customer property is situated

  3. Name of your staff responsible as site maintainer. If the required person is not yet added to your workforce, please read Invite Staff to Loc8.

  4. Name of your staff or customer contact to be responsible as site contact. If the required customer contact is not added to the customer, please read Add Company Customers.

  5. Any reference name or code number to be used internally for the site.

  6. If the associated customer is already added to Loc8, ensure that the person responsible for the site is added as one of the company contacts. To check that now, go to the Customers tab > click the selected customer and open in full inspector > Click Contacts. If you would like to add the contact now, follow the instruction in article Add Company Customers.

STEP 1 Go to the Assets page to create a site.

STEP 2 Open the site creation wizard.

STEP 3 Fill in a name that easily distinguishes the site from several other sites of the customer.

STEP 4 Specify the name of the person or company (it could be owner or leaseholder of the site) who needs your team's assistance in setting up or managing their assets at that site.

Else, you can add a new one right from here.

In the Customer creation wizard, fill in the customer details, ensuring their email address is a valid one as they will receive all job notifications to that email address.

Once you have created your new customer, they will be available in the Customers area for your future use and reference.

STEP 5 Type in a valid address of the customer's property. This address will now be associated with the customer and will come up as their site (with the site name as given in STEP 3) when creating jobs, assets, and maintenance plans for them.

NOTE: All the steps from here onwards are optional, though they help you to create a site with complete end-to-end details. If you wish, you may do them later, directly jump to the last step to finish site creation.

STEP 6 Assign a member of your workforce as the site maintainer to act as the single point-of-contact for managing one-off requests, handling issues at the site, or maintaining preventative maintenance schedules for assets on this site.

STEP 7 If the site was previously maintained before creating it in Loc8, enter that date here. This helps your staff in setting up subsequent maintenance schedules for the site. However, you may also choose to leave it blank for now and let Loc8 take care of updating the last maintained date, which is automatically updated as soon as your technician completes preventative job scheduled for this site as part of the maintenance plan.

STEP 8 Select the person available at the location as the Site contact. This person will be the primary point of contact for your technicians driving to the location. Your technicians can view the person's details in their Loc8 Mobile app and directly contact them as required.

If you created the customer previously (i.e. in STEP 2), you will have to create the customer contacts first, so they appear for selection in the suggestion list here. To do so, just right-click on the Customer tab and open it in a new browser tab. Next, add the contact using the simple instruction given in STEP 5 of Add Company Customers.

STEP 9 Add a reference name or number for the benefit of organising or marking sites as per your company's convention.

INFO: When adding locations in maintenance schedule, Reference values are shown next to each site name to assist you in clearly identifying the right sites where the maintenance schedule must run. An example is shown below:

STEP 10 If the site was previously audited, you can provide the date here. You can then organise the next audit accordingly.

STEP 11 You may also add a note with specific details to keep your workforce informed about certain considerations about the site.

STEP 12 Lastly, go ahead and create the site.

That's done! The site is now created and will be displayed in the Assets area.

Next up, you can create assets on this site. If the site itself needs scheduled maintenance, then you may set up a maintenance plan.
If you need to update the site profile, just open the site inspector from within the Asset tab and edit the required details.

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