Understanding the AssetSync Dashboard

AssetSync → Dashboard is the daily read on your inventory: what you own, what is out, and what needs attention before the next event.

The four figures

Total Assets is the number of asset records, not the number of physical units. Three hundred folding chairs recorded as one asset with a quantity of 300 count as one.

Portfolio Value is the sum of purchase cost across your inventory, so it is only as complete as the costs you have entered. Assets added without a purchase cost contribute nothing.

Checked Out is the number of assets with units currently out, counted from the checkout ledger.

Alerts is the total of everything in the alerts panel below.

Asset Status Distribution

A breakdown by the asset's status — Available, Damaged, Retired and Lost. A status with nothing in it is left off the chart entirely, so the bars you see vary.

Status is a disposition: what condition the record is in, set by a person. It is deliberately not a location. "Checked out" is not one of the values, because an asset is a quantity — with ten of your hundred and fifty chairs out there is no single status that would be true.

What is out of the building is the Checked Out figure above, counted from the checkout ledger, and the Has Units Out filter on the Inventory page.

Recent Activity chart

Counts of Checkouts, Returns, Damage and Maintenance — but across the same short sample as the Recent Activity feed below, at most fifteen entries drawn from your ten newest checkouts and ten newest condition records. It is the recent shape of your operation, not a count over any fixed period, and bars with nothing in them are dropped.

Maintenance here means a condition record that was not damage — an asset added, or a condition edited on the record — rather than servicing work. Actual maintenance spend lives in Reports → Cost Analysis.

Upcoming Events

The next five weddings on the calendar, each tagged with its pull-list state: NO PULL LIST, IN PROGRESS, or READY once its pull list is completed. Only weddings appear here — EventSync events do not, even though they can have checkouts and asset requests of their own.

IN PROGRESS covers any list that is not finished, including one still in draft. A list nobody has started reads the same here as one half-pulled, so the badge tells you a list exists rather than how far along it is.

This is still the panel worth reading first. An event a week out with no pull list is the problem you can fix cheaply.

Alerts

The panel shows the first eight, with a show-all link underneath to expand the rest. They are sorted in a fixed order of urgency:

Overbooked, then overdue returns and overdue rentals together, then rental requests, low stock, damaged, due back soon, maintenance due, and finally insurance expiring.

Note that DUE BACK SOON sits below LOW STOCK and DAMAGED rather than near the top — it is a heads-up, not a problem yet. The alerts themselves:

OVERBOOKED means more units are checked out or reserved than you own — "Chiavari chairs: 12 more checked out or reserved than the 150 you own". Available is what you own minus what is out minus what is reserved, and here it has gone below zero. It usually points to checkouts that came back but were never checked in, so reconcile the checkout list for that asset before ordering more. It appears whether or not you set a minimum.

OVERDUE RETURN is a checkout past its expected return date and not yet checked in. Overdue starts the day after the return date, and not at all if Auto-Mark Overdue is off under Settings → Checkout Policies.

DUE BACK SOON is a checkout whose return date is coming up within the Return Reminder window set there.

OVERDUE RENTAL RETURN is a vendor rental past its return deadline. Most vendors charge by the day, so these tend to be the most expensive alert on the page.

RENTAL REQUEST means a client asked for items from your asset menu and nobody has approved or declined it yet. One alert per wedding or event, reading "N Rental Requests" when a booking has more than one; click it to go to that record's Assets tab, where the request is handled.

A request that arrived through the generic menu link — one not tied to a wedding or event — groups under an unlinked alert that does not click through to anything, because there is no record to open. See AssetSync Integrations for which link to share to avoid that.

LOW STOCK means available quantity is below the minimum you set for the asset. Because available subtracts what is out, an item can be low simply because a lot of it is at this weekend's wedding and comes back Monday.

DAMAGED flags an asset whose status is damaged. It stays until someone changes the status or writes the units off.

MAINTENANCE DUE is a maintenance schedule whose next due date has arrived.

INSURANCE EXPIRING is a policy that expires in the next 30 days.

Recent Activity feed

A combined history of condition changes and checkout movements — who recorded what, and when. Condition entries carry the note that was written at the time, which is what makes them useful months later when you are trying to work out when something started going wrong.