AssetCloud User Guide

Apps for iOS and Android

AssetCloud has native apps for both iOS and Android that allow you to use the software from your hand-held devices. The apps come with the AssetCloud software and user subscriptions, so there are no extra fees. Plus, the apps can work online or offline, so you don’t need a constant Internet connection to get your work done.

These apps make it easy for offsite and after-hours users to access the asset information they need.

Auditing

Asset audits are essential for verifying what assets your organization owns and where they’re located. They also help you enhance transparency and ensure your organization has accurate information for financial records.

AssetCloud’s auditing function provides a central register that records detailed information on all your organization’s assets.

With AssetCloud, you can link hand-held devices and scanners to your database to track each asset’s location and status with minimal cost and resources. It works with mobile computers, iOS and Android devices, and it allows you to do audits in both online and offline modes.

Audit Windows
With AssetCloud’s Audit Windows, the program administrator can set scheduled audit times for locations or funds, receive status updates on the process, and set up notifications that let users know when the window will close. You’re no longer limited to one specific day, nor do you have to be in audit mode to audit an asset.

When a site or fund is in the scheduled audit window, any asset action (move, check out, check in, or convert) will automatically be audited with no additional steps.

The audit window gives you the flexibility you need for performing audits, works with your time parameters, and reduces the workload with its automated actions.

To add an extra level of security, AssetCloud allows you to select what asset information users can see when performing an audit. The blind audit feature, which works on mobile devices, provides users with hints about what type and number of assets they’re auditing, but no further details. This limited information reduces the risk of not having all assets scanned.

The blind audit feature can be especially helpful if you have a third-party performing your audits.

Audit Reconciliation
With AssetCloud, an audit isn’t final until you say it is. The audit reconciliation process enables you to do a final review of a site or fund after an audit and make changes on assets that were marked as out of compliance. It’s a great tool for removing assets that no longer exist but are still on the books and adding discovered assets that have not been recorded. If discrepancies are found, it’s easy to do another audit of the site or fund to check the data from the original audit. To help with transparency and accuracy, each transaction is recorded with a user, date and time stamp.

Barcode label/ Asset tag design:

AssetCloud has the built-in ability to create barcode labels (aka asset tags) via the software’s templates or customized design option.

You can manage your every phase of asset management– from barcoding assets when you first receive them to disposing assets when they’re no longer usable – all within the same program.

Check-In/Check-Out

We’ve added a “quick find” feature that searches by asset, vendor, customer or employee and then populates the appropriate field for check-in/check-out. It can also populate these fields via a quick scan of the asset tag. This makes it easy to quickly check in and check-out multiple assets to multiple assignees in a single transaction.

This feature is especially helpful for:

• Tool cribs that regularly assign and collect a wide variety of tools from employees
• Healthcare and emergency response units that must ensure their supplies of vital life-saving equipment are always maintained and available
• Schools that pass out and receive student items such as band instruments, learning materials and athletic equipment

Dispose/Recover Assets

Older asset management systems allowed for asset disposal of worn-out or missing assets, but the systems wreaked havoc if a lost item was later found. Users would often have to set the recovered asset up as a brand new item and manually include information about the asset’s past. AssetCloud provides you with an easy way to recover these assets; it simply reactivates the old asset number and history.

Customizing Fields and User-Defined Placement

We know not everyone is going to call items an “asset” or have “employees” used as the term to describe who’s checking out equipment. You can easily set up the entire system with the terminology used in YOUR business, without having to call technical support and without incurring extra charges. AssetCloud’s custom field wizard allows you to:

• Add new custom fields to your reports
• Rename existing fields
• Place your fields where you want them

Fund Tracking and Restrictions (For Nonprofits and Educational Organizations)

AssetCloud makes it easy to track grants and donations so you can effortlessly comply with the funds’ necessary reporting, maintenance and compliance requirements. The fund management and fund restriction options enable you to:

• Know what assets were purchased, when they were bought, where they are located, and when they expire – tied to each individual grant or donation
• Audit one or several funds at a time
• Designate an individual site or group within your organization as the fund’s recipient. For example, some school districts may receive grants that are designated for certain schools or programs.
• Get a system alert and automatically send notifications when assets are not being used, maintained or stored based on funding requirements

Import function (Updated)

AssetCloud’s Import Wizard is a guided step-by-step process that gets all your asset data into the AssetCloud software. The wizard lays out exactly how your spreadsheet should be ordered by category, imports the data, and sets it up in the appropriate AssetCloud fields.

You can still use AssetCloud during the import process, and once the upload is completed, the software will send you a notification that lets you know the process is complete and identifies any import errors.

If you’re switching from Wasp’s MobileAsset, AssetCloud will auto-map your existing fields into the new software framework.

Multi-Quantity Assets

The multi-quantity feature sets AssetCloud apart from competitors; it gives you the flexibility to manage both fixed assets and quantity assets in one platform.

We've added a new asset type, the multi-quantity asset, the enables you manage them under one asset number or ID. This option is helpful when an organization needs a fast and efficient way to track how many identical assets they have, but they’re not interested in tracking each chair, desk, or keyboard as an individual item.

• This feature is especially helpful for school districts. It makes tracking items like textbooks, instructional materials, and sports gear much easier. The multi-quantity feature makes it possible to quickly assign and recover these student items, and the system tracks who’s received it and when it must be returned.

Notifications

AssetCloud keeps your team in the loop with its Notification Wizard. The wizard allows you to set up automated emails or in-app notifications for specific events and designate who should receive them. Use it to send out notifications about past due actions, asset use violations, funding limitations, audit checklists and more.

The feature enables you to:

• Create your own messages or use one of our message templates
• Have real-time event management that ensures follow-up and reduces the risk of delays and mistakes
• Get rid of time consuming manual email and spreadsheet communication systems.
• Store all communications

Reporting

One of the best things about AssetCloud’s reporting is its ability to create the custom reports you need. Just use one of standard reports as a design template and then drag and drop the fields you want. No more having to buy additional software or know about SQL to get the reports you want. You can also

• Add or move fields in the report
• Create and place custom fields in the report

• AssetCloud has a large offering of standard reports such as Asset by Location, Audit History and Contracts

Regardless of what report option you choose, the feature includes a robust scheduling engine that allows users to set up when specific reports are run and who should receive them. It also allows you to:

• Make charting simple and quick by using custom reporting tools. Select from a wide variety of table, charts and graphing styles.
• Emphasize report elements by using creative color, font size, alignment and width options.

Role-Based Security

You don’t want every user to access every element of your asset management system. That’s why AssetCloud has security settings that allow you to control the rights of the various users who will be working with the application. Role-based security provides a user access to specific data and applications based on their position. By creating "roles", you can set up access categories that define who has access rights to specific asset types, restrict what asset site locations they can view and edit, and set up data administration tools, reports, and modules.

Thanks to role-based security, you still have all your organization’s assets in one database, but users will not have access to assets that are not assigned to them.