Key Concepts

Below are key concepts that serve as the fundamental elements of AssetLoom. This section provides an overview of AssetLoom, so you can get up to speed with the app more quickly.

Sites

A Site is a unique, independent workspace within AssetLoom where your data, users, and settings are organized. Each site is represented by a specific URL, typically formatted as your-company.assetloom.app, where your data is stored.

You can use a site to manage a project, company, team, or any other context. Multiple sites can be created to handle different projects or organizational units. Each site has its own user management, permissions, and billing configurations, allowing you to customize access and control over the data and workflows specific to that site.

Resources

These are the core items tracked within AssetLoom, including Assets, Accessories, Licenses, Components, and Consumables.

Assets

An asset is any item tracked and identified by a unique serial number or asset tag. Examples include laptops, servers, or vehicles.

Assets are the central items of the system, with all other resources linked to them. For example, an accessory like an Apple Magic Keyboard, and a license unit such as an Adobe License, can be associated with a laptop, and the laptop itself can also be checked out to a user.

Accessories

Accessories are items that support or accompany primary assets, such as keyboards, mice, or docking stations. In AssetLoom, accessories are tracked by their stock quantity and monitored to avoid stock shortages.

Licenses

Licenses in AssetLoom refer to software licenses, which can include perpetual licenses, subscription licenses, or concurrent licenses. They are tracked by key details such as expiration dates, renewals, usage, and the number of license seats, allowing you to efficiently manage license allocation and monitor software compliance.

Components

Components are individual parts or pieces that make up a larger asset. They are integral to the functionality of an asset and can include things like hard drives, memory (RAM), processors, and other hardware.

Consumables

Consumables are items that are used up over time and need to be replaced regularly. These include office supplies, printer ink, batteries, and similar materials that have a limited lifespan.

Check Out / Check In

Check Out and Check In are actions used to assign and return resources within AssetLoom, including assets, licenses, accessories, or any other tracked resources.

• Check Out: This action assigns a resource to another user, location, or resource. When a resource is checked out, it is temporarily moved from the available pool and linked to its new user or location. This process helps keep track of who is using the resource or where it is currently assigned.
• Check In: When a resource is returned or no longer in use, it is checked back into the system. This action updates the status of the resource, making it available again for others to be assigned or used. It essentially returns the resource to the inventory or stock.

Reference Data

Reference Data includes key organizational and management information that helps categorize and organize your resources in AssetLoom. It encompasses Asset Tags, Categories, Custom Fields, Inventories, Asset Status, as well as Departments, Locations, Suppliers, and Manufacturers.

Asset Tag

An Asset Tag is a unique identifier assigned to each asset in AssetLoom. It is used as a primary search parameter when locating an asset within the system. Since Asset Tags are unique, they can also be used to generate QR codes for quick scanning and identification of assets.

Asset Tags can be customized according to your preferences, including options for prefixes, the number of characters, and the next incrementing number. Additionally, Asset Tags can be auto-generated to follow a sequential, incrementing pattern.

Asset Model

Asset Models represent the specific brand or version of a resource, such as “Dell XPS 13” for laptops or “HP ProDesk 400” for desktops.

Asset models define key attributes inherited by the assets assigned to them, including depreciation rules, end of life, categories, and manufacturers.

Categories

Categories describe the general type of resources in AssetLoom, such as classifying “laptops” vs. “desktops” for Assets, or “wireless keyboard” vs. “wired keyboards” for Accessories.

Custom Fields

Custom Fields in AssetLoom are user-defined data points that allow you to capture additional information beyond the standard fields provided by the system.

AssetLoom offers various field types for customization, including:

• Text: For short or long text entries.
• Dropdown List: For selecting a value from a predefined list of options.
• Date: For selecting and storing dates.
• Checkbox: For binary options (e.g., yes/no, true/false).
• Radio Buttons: For selecting a single option from a set of choices.
• User Selection: For selecting one or more users from a list.

Depreciations

Depreciation is the process of accounting for the gradual decrease in the value of an asset over time due to factors such as wear and tear, obsolescence, or aging. It helps businesses track the current value of an asset and make informed decisions about whether to repair, replace, or dispose of it. The calculation of depreciation in AssetLoom is based on the straight-line depreciation method.

Departments

Departments in AssetLoom allow you to organize and manage your resources by different teams or functional areas within your organization. You can allocate resources, set permissions, and track usage within specific departments, helping you manage your IT assets in a more organized and efficient manner.

Inventories

Inventories are used to track assets that are available or awating for deployment. They represent storage areas where assets are kept until needed. Inventories are often used for spare or unused assets. By default, “In Stock” resources are placed in the “base stock” inventory.

Locations

Locations refer to the physical or geographical placement of an asset, indicating where it’s actively deployed or being used. Locations are used for tracking assets that are assigned to specific areas, buildings, or even a room.

Manufacturers

Manufacturers in AssetLoom are used to track the brands of your assets. This information helps you keep track of warranties, service agreements, and any other manufacturer-specific details related to your assets.

Status Workflow

The Status Workflow in AssetLoom is used to track and manage the lifecycle of your assets. Each asset can be in a different status (e.g., “In Stock”, “In Use”, “In Maintenance”) and can transition between statuses according to the corresponding transition rules.

For example, to move an asset from In Stock to In Use, the required transition rule is Checkout. This means that the asset must be assigned (checked out) to a user or location in order for the transition to occur.

These transitions help you maintain control over the status and movement of assets, ensuring they are properly tracked at every stage of their lifecycle.

Suppliers

Suppliers in AssetLoom track the vendors or companies that provide your resources. By maintaining a record of suppliers, you can easily manage procurement processes, warranty claims, and any supplier-related issues.