Predefined Settings

The Assets Settings section lets you configure the foundational elements of your asset management system. Setting these up before creating assets ensures consistent categorization, accurate reporting, and a smooth workflow from day one.

Accessing Settings

Navigate to Assets → Settings from the CRM sidebar menu.

The settings page is organized into the following sections:

• Asset Groups -- Categories and subcategories for organizing assets.
• Asset Units -- Units of measurement for tracking quantity.
• Asset Locations -- Physical storage and usage locations.
• Notifications -- Alert preferences for maintenance, warranty, and assignment events.

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Asset Groups

Asset groups serve as the primary categorization system. Use them to organize assets by type, department, or function.

Adding a Group

1. Navigate to the Asset Groups tab within Settings.
2. Click New Asset Group.
3. Enter the Group Name (e.g., "IT Equipment", "Office Furniture", "Vehicles").
4. Optionally assign a Parent Group to create subcategories.
5. Click Save.

Subcategories

Create hierarchical organization by nesting groups. For example:

• IT Equipment (parent group)
  • Laptops
  • Monitors
  • Peripherals
• Office Furniture (parent group)
  • Desks
  • Chairs
  • Storage Units

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Well-structured groups make it easier to filter assets, generate targeted reports, and apply bulk operations to specific categories.

Recommended Groups

Group	Use Case
IT Equipment	Computers, servers, network devices, peripherals
Office Furniture	Desks, chairs, shelving, cabinets
Vehicles	Company cars, trucks, delivery vans
Tools & Machinery	Power tools, manufacturing equipment
Mobile Devices	Smartphones, tablets, portable scanners

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Asset Units

Units define how asset quantities are measured and tracked throughout the system.

Adding a Unit

1. Navigate to the Asset Units tab.
2. Click New Asset Unit.
3. Enter the Unit Name (e.g., "Pieces", "Sets", "Meters", "Boxes").
4. Click Save.

Common Units

Unit	Typical Use Case
Pieces	Individual items (laptops, chairs, phones)
Sets	Grouped items (desk + chair combo)
Meters	Linear materials (cables, fabric)
Boxes	Consumables and spare parts
Liters	Liquids (fuel, cleaning supplies)

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Choose units that match how you physically count and manage your assets. Consistent units prevent confusion in reports and allocation records.

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Asset Locations

Locations represent the physical places where assets are stored, deployed, or used. Defining locations enables transfer tracking and location-based reporting.

Adding a Location

1. Navigate to the Asset Locations tab.
2. Click New Asset Location.
3. Enter the Location Name (e.g., "Warehouse A", "Head Office - Floor 2", "Remote Employees").
4. Click Save.

Use Cases for Locations

• Track where each asset is currently stored or deployed.
• Record transfers between locations with full audit trails.
• Filter asset lists by location for site-specific inventory reviews.
• Support multi-site or multi-branch organizations with distinct location records.

Recommended Locations

Location Type	Examples
Warehouses	Main Warehouse, Distribution Center
Office Floors	HQ Floor 1, HQ Floor 2, Branch Office A
Remote	Remote Employees, Home Office
External	Client Site, Vendor Facility

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Notification Preferences

Configure automated alerts to ensure critical asset events are never missed.

Available Notification Types

Notification Type	Description
Warranty Expiry	Alerts before an asset's warranty period ends
Maintenance Due	Reminders for upcoming scheduled maintenance
Allocation Changes	Notifications when assets are assigned or revoked
Low Availability	Alerts when available quantity drops below threshold
Depreciation Milestones	Notifications at key points in the depreciation schedule

Configuring Notifications

1. Navigate to the Notifications section within Settings.
2. For each notification type, configure:
   • Enable / Disable -- Toggle the notification on or off.
   • Advance Notice -- Set how many days before the event the alert should trigger.
   • Recipients -- Choose which users or roles receive the notification.
3. Click Save to apply changes.

Cron Job Required

Automated notifications rely on Concord CRM's scheduled task runner (cron job). Ensure your server's cron is properly configured so that alerts are delivered on time.

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Best Practices

• Set up groups, units, and locations first before creating any assets. This ensures every asset is properly categorized from the start.
• Use consistent naming conventions across all settings to avoid duplicate or ambiguous entries.
• Review and update periodically as your organization grows. Add new groups for newly acquired asset types and new locations for new facilities.
• Enable notifications early so that warranty expirations, maintenance windows, and allocation changes are surfaced before they become problems.
• Keep subcategories manageable -- avoid creating overly deep hierarchies that complicate navigation and reporting.