Add a piece of equipment from one form that works for a quick add and a full record alike. Type a model and TekStacks offers the details from the device library.

Overview

The Add equipment form has every field on one screen. Only Type and Status are always on it; your company decides which other fields are shown, optional or required. Fields that only make sense for some types appear when you pick that type.

Save and add another saves the item and starts the next one with the batch fields kept, so you can scan serial after serial for a delivery of identical laptops.

Requirements

• Role: Add equipment to add, Edit equipment to edit. By default Admin, Manager and Technician can add; Admin and Manager can edit.

Step 1: Open the form

Do one of these:

• In the sidebar, open Assets, then Add new.
• On the Equipment list, click Add equipment.
• On an employee's page, click Add equipment for and their first name. The equipment is assigned to them when you save.
• Search for a tag that is not in TekStacks yet, then click Add equipment tagged and the tag. See Search and scan.

Step 2: Fill in the fields

1. Choose the Type, such as Laptop, Server, Switch or Camera. It starts on Laptop.
2. Choose the Make and type the Model. As you type, TekStacks suggests models from the device library.
3. When the model matches a library entry, a box asks Is this a ...? Click Use these details to fill in the type, make, model and, for rack equipment, its height and depth. Click No to keep typing your own. See Device library.
4. Type or scan the Serial number. For Dell the field is called Service tag, and TekStacks shows the express service code worked out from it. Lenovo adds Machine type (MT) and Model number (MTM); HP adds Product number.
5. Type or scan the Asset tag, or pick a Tag series and leave the tag blank to take the next number. See Tag series.
6. Fill in the rest that applies:
   • Name or hostname
   • Status and Condition (New, Good, Fair or Poor)
   • Location and Room (choose a location first)
   • Rack height and Depth for rack mount types such as servers, switches and UPS units
   • Department, for shared equipment such as a copier. Assigned equipment shows its holder's department instead.
   • Loaner, for equipment kept ready to lend out
   • Purchased, End of life, Price, Vendor, Warranty contract, Order number and Warranty expires
   • Notes
7. Under Details, fill in the type's own fields, such as Operating system, CPU, RAM and MAC address for a computer, IMEI and Carrier for a phone, or Form factor, Power and Resolution (MP) for a camera.
8. Under Custom fields, fill in any fields your company added. See Custom fields.

Step 3: Save

Click Save to open the new equipment's page, or Save and add another to start the next one. After each save, the form keeps the type, make, model, details, custom fields, status, condition, location, department, loaner setting, purchase and warranty fields and tag series, and puts the cursor back in the serial number.

Notes

Note: On a phone, the serial number and asset tag fields have a camera button. Point it at a barcode or QR code and the value is filled in. Nothing is sent until you save.

Note: With a warranty contract chosen, the purchase date, order number and warranty end come from the contract and cannot be typed. See Warranty contracts.

Note: Leave End of life empty to use the type's lifetime set under Settings, Lifecycle. The form shows the date it works out. Set a date to override it for this item.

Note: If you can manage lists, you can add a new type, make, location, room, department or vendor straight from its drop down without leaving the form.

Note: Changing an item's status or location on the edit form is recorded in its history. Equipment that is assigned or disposed has no Status field: use Check in or Dispose instead.

Choosing which fields are shown

An Admin chooses this for the whole company:

1. Open Administration, then Settings.
2. Open the Equipment fields tab.
3. For each field, choose Hidden, Optional or Required. Status and Notes can be Hidden or Shown only.
4. Save.

Hidden fields leave the form, the equipment page and the list. Type is always required; custom fields set their own.

Troubleshooting

"Serial ... is also on 1 other asset." Another piece of equipment has the same serial number. TekStacks saves it anyway, since equipment is sometimes added twice. Open the other one and decide which to keep.

The asset tag is refused as "outside the ... series". The tag looks like one from a tag series but its number is outside the series' range. Check the label, or change the series range under Configure, Tag series.

"... is pre-printed: scan or type the tag on the label." A pre-printed series cannot hand out numbers. Scan or type the tag printed on the label.

"Your plan includes ... pieces of equipment, and you have reached it." Choose a larger plan on the Billing page, or dispose of equipment you no longer have. Disposed equipment does not count. See Plans and billing.

"Pick a client in the switcher first." You are in the all clients view. Pick the client the equipment belongs to, then add it.

FAQ

Do I have to use the device library? No. Type any make and model you like. A match is only offered.

Can I add equipment and assign it in one step? Yes. Start from the employee's page with Add equipment for.