Equipment and Asset Tracking

system · March 3, 2026, 3:48am

Tracking equipment and assets helps you stay ahead of maintenance needs, manage warranties, and provide better service. Exoserva lets you catalog every piece of equipment at each property, log maintenance events, and even predict when equipment might need attention using AI analysis. This guide covers the complete asset management workflow.

Estimated time: 8 minutes

Before You Begin

An active Exoserva account with Owner, Manager, or Technician role
At least one property added to your account (see “Managing Properties” guide)

Step 1: Navigate to the Assets Page

Click Assets in the left sidebar under Properties. The Assets page opens with a row of five interactive stat cards across the top: Total Assets (with an “Inventory” badge), Active (showing a percentage of total), Needs Repair (with a pulsing “Attention” badge when count is greater than zero), Warranty Expiring (showing assets with warranties expiring within 30 days), and Retired. Click any stat card to filter the asset list to that status – the selected card highlights with a colored ring.

Below the stats, you will see the AI Insights header providing intelligent analysis of your asset fleet, followed by a toolbar with a search bar, status filter dropdown, type filter dropdown, view toggle (grid or list), and an “Export” dropdown. The main content area shows your assets in a card grid or table list depending on the selected view mode.

Tip: Use the search bar to find assets by name, manufacturer (make), model number, or serial number. The search filters in real time as you type.

Warning: If no assets appear and you have not added any yet, the page will show an empty state. Add your first asset using the “+ Add Asset” button in the top-right corner.

Step 2: Add a New Asset

Click the “+ Add Asset” button in the top-right corner of the Assets page. An inline creation form slides open below the toolbar. Fill in the following fields:

Asset Name (text, required): A descriptive name like “Carrier AC Unit - Building A”
Type (dropdown, required): Choose from HVAC, Plumbing, Electrical, Appliance, Structural, Roofing, Landscaping, or Other
Property (dropdown, required): Select the property this asset belongs to – populated from your properties list
Make (text, optional): The manufacturer name, e.g., “Carrier” or “Rheem”
Model (text, optional): The model number, e.g., “24ACC636A003”
Serial Number (text, optional): The unique serial number from the equipment’s nameplate

Click “Create Asset” to save. A green success toast confirms creation, the form closes, and the new asset appears in the list. Press Escape to cancel and close the form without saving.

Tip: Always include the make, model, and serial number. These details are essential for warranty claims, ordering exact replacement parts, and getting accurate AI predictions for equipment lifespan.

Warning: The Property field is required. If you do not see any properties in the dropdown, you need to add at least one property first (see the “Managing Properties” guide).

Step 3: View Asset Details

Click any asset card in the grid (or row in the list view) to open the asset detail panel on the right side of the screen. The detail panel displays the full asset information organized into sections:

Header: Asset name, type icon (thermometer for HVAC, bolt for Electrical, home for Appliance, etc.), and a status badge (Active in green, Needs Repair in amber, Retired in grey)
Condition Rating: A five-segment visual bar showing the equipment condition from Critical (1 red segment) to New (5 green segments), with a text label showing the condition word (New, Good, Fair, Poor, or Critical) in its corresponding color – green for New, blue for Good, amber for Fair, orange for Poor, red for Critical
Lifecycle Progress: A horizontal bar showing the percentage of expected lifespan consumed, with years remaining displayed. Color shifts from green (new) to blue (good) to amber (aging) to red (critical)
Specifications: Make, model, serial number, installation date, and purchase date
Financial: Purchase cost and current depreciated value

Tip: The condition bar provides a quick visual health check. When reviewing a long asset list, sort by condition to quickly identify equipment that needs attention before it reaches critical status.

Step 4: Review the Maintenance Log

In the asset detail panel, scroll down to find the Maintenance Log section. This tab displays every service event for the asset in chronological order, with the most recent entry at the top. Each log entry shows the date, event type (Scheduled Maintenance, Emergency Repair, Part Replacement, or Condition Assessment), a brief description of the work performed, and the technician who completed it.

To add a new maintenance entry, click the “Add Entry” button at the top of the log section. Fill in the event type, date, description, and optionally assign a technician. Click “Save” to record the entry. The asset’s condition rating and lifecycle progress may update automatically based on the type of maintenance logged.

Tip: Log every service event, no matter how small. Comprehensive maintenance records improve AI prediction accuracy and strengthen your position during warranty claims by proving consistent upkeep.

Warning: Gaps in the maintenance log can lead to missed maintenance intervals and voided warranties. If a manufacturer requires service every 6 months, make sure those events are logged on time.

Step 5: Check Warranty and Condition Status

The asset detail panel prominently displays warranty information in the header area. The Warranty Expiry date is shown with a color-coded countdown: green if more than 90 days remain, amber if between 30 and 90 days, orange-amber if expiring within 30 days, and red if already expired. The “Warranty Expiring” stat card on the main Assets page shows a count of all assets with warranties expiring within the next 30 days – click it to filter to only those assets.

The Condition field tracks the current state of the equipment on a five-point scale: New (green), Good (blue), Fair (amber), Poor (orange), and Critical (red). Each level is visually represented by the condition bar segments in the detail panel. Use the status dropdown in the detail panel to change an asset’s operational status: click the action buttons to Return to Active, Mark for Repair, Move to Storage, or Retire the asset.

Tip: Set up warranty expiration alerts by entering the warranty end date when adding the asset. Exoserva will highlight these assets in the “Warranty Expiring” stat card, giving you time to schedule proactive maintenance or negotiate renewal terms before coverage lapses.

Warning: Retiring an asset is a significant action. Retired assets remain in your records for historical reference but are excluded from active monitoring, AI predictions, and maintenance scheduling.

Step 6: Use AI Predictions for Proactive Maintenance

If AI features are enabled for your account, the asset detail panel includes an AI Predictions section below the maintenance log. This section displays: Failure Probability (a percentage estimate of the likelihood the equipment will need repair in the near term), Recommended Maintenance Window (the optimal date range for the next service), and Remaining Useful Life (an estimate of how many months or years the asset has left). The AI bases these predictions on the asset’s type, age, condition, maintenance history, and similar equipment across the platform.

The AI Insights header at the top of the Assets page also provides a fleet-level summary, analyzing all your assets collectively and highlighting which ones need immediate attention or are approaching end-of-life.

Tip: AI predictions improve over time as more maintenance data is collected. The more consistently you log service events, the more accurate the failure probability and remaining useful life estimates become. After three to six months of data, predictions are typically reliable enough to drive your maintenance scheduling.

Warning: AI predictions are estimates, not guarantees. Always combine AI recommendations with technician expertise, especially for critical equipment like HVAC systems or water heaters where failure can cause property damage.

What’s Next?

Now that you’ve completed this guide, check out:

Need help? Post in the Tech Support category or contact support@exoserva.com.