The question isn’t whether you have equipment — it’s whether you know what state it’s in. A spreadsheet list of assets tells you what you own. CMMS asset management tells you what’s been done to each piece of equipment, what’s scheduled next, what parts it has consumed, and where it sits in your location hierarchy right now. TeamWork’s asset registry makes that information available to every member of your team, from the manager planning next quarter’s budget to the technician standing in front of the unit.
Without a connected asset record, your team reconstructs history every time something breaks — calling previous technicians, digging through old emails, or starting from zero. With a proper asset registry, the history is already there.
Build and Maintain Your Asset Registry
Each asset in TeamWork gets its own record: name, description, asset class, serial number, manufacturer, model, purchase date, and current status. You organize assets into your location hierarchy — site, building, floor, area — so there’s always a physical context for the equipment.
Asset classes let you define templates for categories of equipment. If you manage twenty rooftop HVAC units, you create one HVAC class with the standard fields for that type of equipment, and each individual unit inherits that structure. This keeps your registry consistent without requiring you to set up every asset from scratch.
Custom fields extend the standard record for equipment that has specific attributes: vehicle license plate, warranty expiration, rated capacity, last calibration date. Fields are defined at the class level and apply to every asset of that type.
Generate and Scan QR Codes
Every asset in TeamWork can generate a printable QR code. Print it, laminate it, and stick it to the physical equipment. When a technician scans the code with a phone, it opens the asset record directly — no searching, no typing.
From the asset record, a technician can see the current status, read the maintenance history, open an existing work order, or create a new one. The QR code is the bridge between the physical asset and its digital record, and it works on any smartphone without installing an app.
QR codes are particularly useful for assets that are accessed infrequently or by multiple technicians. The code on the unit is always current — it links to the live record, not a static document.
Track Complete Maintenance History Per Asset
Every work order linked to an asset appears in that asset’s history: corrective repairs, preventive maintenance cycles, inspections, and any work orders closed against it. The history is chronological, timestamped, and shows the technician who performed the work, the time logged, and any notes.
This record does several things at once. Managers can see whether a particular asset has a rising frequency of corrective repairs — a signal it may be approaching the end of its reliable service life. Technicians can check what was done last time before starting a new job. Finance and compliance teams can pull a documented service history without building a separate report.
The asset history is permanent. Closed work orders stay in the record even after the technician who created them has left the organization.
Manage Asset Status Across the Lifecycle
Assets in TeamWork carry a status: Active, Inactive, or In Repair. Status is visible on the asset record and in any list or filter view. When a technician opens a work order on an asset, they can update the status to reflect what’s happening in the field — marking a unit In Repair while they’re working on it, then returning it to Active when the job is done.
Inactive assets stay in the registry with their full history but are excluded from active reporting. When a decommissioned asset is replaced, you can close out the old record without losing its maintenance history.
Status tracking matters for planning. Knowing which assets are currently out of service helps managers prioritize, allocate technicians, and communicate with building occupants about what’s available.
Frequently Asked Questions
Q: How many assets can I track in TeamWork?
The Starter plan supports up to 250 assets. The Pro plan supports up to 10,000 assets. If your operation has more than 10,000 assets, contact us — we handle larger deployments. Assets are tracked regardless of status: active, inactive, and in-repair assets all count toward the limit.
Q: Can I import my existing asset list?
Yes. TeamWork supports CSV import for assets. You map your columns to TeamWork’s fields during import, so you don’t need to reformat your spreadsheet to match an exact template. For large asset libraries with complex field structures, the onboarding process includes guided import support.
Q: Can different asset classes have different custom fields?
Yes. Custom fields are defined at the class level. An HVAC class might have fields for refrigerant type and tonnage rating. A vehicle class might have fields for license plate, odometer, and fuel type. Each asset inherits only the fields from its class — there’s no global field list that clutters every asset record.
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