Tracking assets

An asset in Habitia is a physical thing attached to a property or unit — the refrigerator, the AC condenser, the water heater, the front door. Logging each one lets Habitia track its repair history, warn you before the warranty lapses, and feed the end-of-life signals you tuned in Lifecycle rules.

Open Assets in the left sidebar, or the Assets tab on a property’s detail page.

1. Click Add asset

From the global Assets page, click Add asset in the top-right. From a property’s Assets tab, the button is in the same spot but already locked to that property.

2. Where the asset lives

The first four fields anchor the asset to a location:

• Property (required) — which property it belongs to.
• Unit (optional) — which unit it’s in. Leave blank for property-level assets (whole-building water heater, the elevator, the roof).
• Room (optional) — which room. Only available once you’ve picked a unit.
• Part of system (optional) — link to a parent asset. Used when a major system has separate components (e.g., a central AC counts as one parent asset, with the condenser, air handler, and ducts as child assets).

3. Category and identity

• Category (required) — HVAC, Appliance, Plumbing, Electrical, Safety device, Structural, Exterior, Interior, Window, Door, Lock, Cabinet, Countertop, Fixture, Flooring, Wall covering, Ceiling, Other.
• Subcategory (optional) — free-text. “Refrigerator” or “Water heater” or “Smoke detector” lets you search later.
• Name (required) — what shows in lists. “Kitchen fridge”, “Master bath water heater”, “Front door lock”.

4. Manufacturer info and dates

• Brand — the manufacturer (Samsung, Carrier, etc.).
• Model — the model number from the spec sticker.
• Serial number — useful for warranty claims.
• Install date — when the asset was installed. Drives the age signal in Lifecycle rules.
• Purchase cost ($) — what you paid. Used to compute the repair cap (% of value).
• Expected life (months) — overrides the category default. Leave blank to use the lifecycle rules default.
• Warranty expiration — Habitia raises an alert before this lapses.

5. Condition and status

• Condition — Excellent, Good, Fair, Poor. Subjective; useful for prioritizing replacements.
• Status — Active (default), Needs service, Out of service, Replaced, Removed.

6. Save

Click Save asset. It shows up in the property’s Assets tab and on the unit detail page.

How assets feed the rest of Habitia

• Work orders can link to a specific asset. Every work order against an asset becomes part of its repair history — feeding the “repeat failures” trigger in lifecycle rules.
• Tenant maintenance requests can name an asset (“The fridge isn’t cooling”). Habitia pre-populates the asset list from the tenant’s unit.
• Smart alerts raises an Asset end-of-life alert when the asset hits any of the three lifecycle triggers (age, repair cost, repeat failures).
• Capex forecast on the dashboard projects replacement costs from your active assets.
• Bulk import has an assets CSV template for importing an existing portfolio in one shot — see Bulk import.

Parent / child systems

Use the Part of system field when you have a big-ticket system made of replaceable parts. Example:

• Parent: Central HVAC (the whole system, with the install date and warranty).
• Children: Condenser unit, Air handler, Ductwork — each its own asset with its own brand/model/serial.

Repairs on a child roll up to the parent’s history. End-of-life on a child doesn’t kill the parent — you can replace one component without retiring the whole system.

What’s next

• Scheduled services — recurring maintenance tied to assets (quarterly HVAC service, annual termite, etc.).
• Lifecycle rules — the per-category defaults that drive asset end-of-life alerts.