HRStop

How-to

Manage asset categories

Last updated May 24, 2025 · Tushar Agarwal

The system lets admins with access to the Asset Module to define and manage categories to which assets can be mapped.

Adding a category

To add a category, follow the steps below:

  1. Navigate to Control Panel → Assets → View/Add
  2. Click "Categories" (top-right corner).
  3. Define the category title in the "Name" field.
  4. Add a description for the category if needed.
  5. Select a Parent Category (if applicable).
    1. All previously added asset categories will appear under this parent category.
    2. Going forward, this category will also be listed under the Parent Category.
  6. Define a Code Pattern:
    1. A Code Pattern is a predefined format used to create unique identifiers for assets, combining a short code and a sequential number.
    2. The format for the Code Pattern should be: Code{number}
    3. Example: For "Headphones," the Code Pattern would be HP{000}, generating codes like HP001, HP002, HP003, and so on.
    4. How it works: If 4 headphones have already been added to the system, the next one will automatically receive the code HP005, continuing the sequence for each new item of the same asset type.
  7. Unassigned Threshold: Here, you can set a minimum stock threshold for new or existing assets. If the inventory falls below this threshold, the system automatically sends reminders to notify you to replenish the stock.
  8. Send Reminder: Enable this option to send email reminders to the super admin or relevant recipients if the assets fall below the minimum value defined under the Unassigned Threshold option.
  9. Click "Save" to save the asset category.

Note: If you have entered any incorrect details, you can reset them by clicking 'Reset' to clear all entries.

Editing a category

Follow these steps to edit a category:

  • Navigate to Control Panel → Assets → View/Add
  • Click Categories (top-right corner)
  • Scroll down to the Existing Asset category
  • Click Edit (under Actions)
  • Make the changes
  • Click Update

Note: Some companies may wish to include additional custom fields to store extra information when adding an asset. These custom fields can be added within the asset category.

For example, if you are adding a CPU as an asset but also want to capture information typically associated with a CPU—such as model, RAM, warranty, color, and processor type—you can do so.

For instructions on adding custom fields, refer to the article below:

Frequently asked questions

Can I create subcategories under a main category?

Yes. While creating a category, you can map it to a parent category, making it a subcategory.

Steps:

  • Go to Control Panel → Assets → View/Add.
  • Click Asset Categories.
  • Add a name and description.
  • Select a Parent Category from the dropdown.
How do I set unique code patterns for each asset type?

1. Go to Control Panel → Assets → Asset Categories.
2. Edit or add a category.
3. In the Code Pattern field, enter a format like HP{000} for Headphones. The system auto-generates sequential codes such as HP001 and HP002 for each new asset of that type.

Note: If 4 headphones already exist, the next one is HP005, continuing the sequence automatically.

What happens if the unassigned asset threshold is breached?

If the number of unassigned assets exceeds the set threshold, the super admin and CC recipients receive reminders.

Steps:

  • While creating or editing an asset category, enter the threshold limit.
  • Tick the reminder checkbox to enable notifications accordingly.
Can I edit a category once assets are assigned to it?

Yes, you can edit or delete categories, but deletion may be restricted if assets are already assigned.

Steps:

  • Go to Control Panel → Assets → View/Add. Click Asset Categories.
  • Click Edit or Delete next to the category name.
Who receives the threshold reminder notifications?

The Super Admin and any CC (carbon copy) recipients configured during the assets notifications setup receive these notifications.

=> Make sure the checkbox is selected for reminder notifications.

Are ‘Additional Info’ fields mandatory for all assets?

No. You can make fields mandatory or optional while creating them.

Steps:

  • Go to Control Panel → Assets → View/Add and click Asset Categories.
  • Scroll to Additional Info during category creation.
  • Add custom fields such as model number and serial number.
  • Use the toggle to mark them as mandatory or optional.
How can I track asset categories by entity or location?

On the Assets Dashboard, you can filter and view assets based on location or entity.

Steps:

  • Go to Dashboard under Control Panel → Assets.
  • Select from location/entity tabs to view specific information.
  • Click Filter to get the relevant data.