Getting Started with AssetSync
Set up AssetSync in the right order — categories and storage first, then your inventory, then the checkout rules that keep it accurate.
AssetSync tracks every physical item your venue owns or rents — chairs, linens, uplights, speakers, arches — and keeps a running answer to two questions: what do we have, and where is it right now.
What it covers
AssetSync → Dashboard for the daily picture, Inventory for the catalog, Asset Sets for bundles you always deploy together, Pull Lists for what an event needs, Checkouts for what has left the building, Turnaround for back-to-back events, Rentals for items you hire in, Maintenance for recurring servicing, Reports for utilization and cost, and Settings for the rules underneath all of it.
Set it up in this order
The order matters. Categories and storage locations are fields on an asset, so creating them first means you fill them in once rather than editing every record later.
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Create your categories. Settings → Categories. Start with how your team already talks about the inventory — Seating, Tables, Linens, Decor, Lighting, AV Equipment. Categories drive the filter chips on Inventory and the grouping in Reports.
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Create your storage locations. Settings → Storage Locations. These are the physical places assets live — a Furniture Bay, an AV Cage, a Back Storage Closet. Filing them under a venue space is optional. This is what makes "where is it" answerable, and it is what the inventory's location filter and your shelf labels are built from.
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Add your assets. Inventory → Add Asset for one, Import CSV for a list. See Managing Your Asset Inventory for what each field does.
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Set your minimum quantities. The Minimum Quantity on an asset is what produces low-stock alerts. Without it an asset can run down to nothing without anyone being told.
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Set your checkout policies. Settings → Checkout Policies — how many days a checkout is out by default, whether late returns are flagged overdue, and how far ahead to warn that something is due back.
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Turn on the notifications you want. Settings → Notifications covers overdue returns, low stock and maintenance due. These are venue-level master switches; if one is off, nobody gets that alert.
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Print labels. Settings → Labels & QR Codes. Start with shelf labels — one per storage location, scanned to list everything that belongs in that bay. A labeled shelf is the difference between an inventory count that takes an hour and one that takes a day, and there are far fewer shelves to keep current than there are items.
Tip: Do not try to enter your whole inventory before using the module. Enter the fifty items that actually move — the chairs, tables, linens and AV that go out for every event — and add the rest as you touch them. A partial inventory that is accurate is worth more than a complete one that is six months stale.
What counts as an asset
Anything you want to know the location and condition of. In practice that means items that leave storage for events and come back, items expensive enough to matter if they go missing, and items with a quantity you can run out of.
Consumables you buy and use up are usually a better fit for FacilitySync's inventory, which is built around reorder points rather than checkouts.
Owned versus rented
An asset you own lives in Inventory and has a quantity. An item you hire in from a vendor for a specific event lives in Rentals and has a return deadline and a cost. They are separate lists on purpose — see Managing Rental Assets and Vendor Loans.
Who can see it
AssetSync is a paid add-on module. It appears in the workspace switcher for venues subscribed to it, and what each role can do inside it follows your venue's permission settings.
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