To truly harness the power of our platform for your property and maintenance management, the first crucial step is to define your Locations and populate them with your Assets. This foundational setup is essential for organizing your work, tracking maintenance, and gaining valuable insights.

Why are Locations and Assets So Important in Basementgrid?

Think of Locations and Assets as the building blocks of your entire maintenance ecosystem within Basementgrid.

• Locations: The "Where"

  • Pinpoint Precision: Accurately identify where maintenance work needs to be performed (e.g., "Main Office Building," "Level 3, Unit A," "Outdoor Pump Station").

  • Efficient Dispatch: Assign work orders to the right technicians in the correct physical location.

  • Contextual Reporting: Understand maintenance trends and costs per property, building, or specific area.

  • Clear Navigation: Ensure your team knows exactly where to go, minimizing wasted time.

• Assets: The "What"

  • Detailed Tracking: Maintain a comprehensive history for every piece of equipment (e.g., "HVAC Unit 1," "Elevator C," "Server Rack 3").

  • Proactive Maintenance: Schedule preventive tasks, track wear and tear, and predict future service needs.

  • Cost Management: Monitor repair costs, replacement values, and overall asset lifecycle expenses.

  • Resource Optimization: Easily identify which parts are needed for specific assets, improving inventory management.

  • Compliance & Safety: Keep records for inspections, certifications, and safety checks tied directly to the asset.

By diligently setting these up, you create a robust, transparent, and actionable framework for all your maintenance operations.

Step-by-Step: Adding Your Locations

Adding your locations is the first logical step. You can always refine or add more detailed sub-locations later.

1. Access the Locations:

   • From the Basementgrid home page, go to your workspace name, then select 'View Details,' and then 'Locations' to access the location list.

2. Create a New Location:

   • Tap "+" in top right-hand corner to open the location details form.

3. Enter Location Details:

   • Location Name (Required): Give your location a clear, unique, and descriptive name (e.g., "Headquarters Building," "Residential Block B," "Warehouse Zone 1").

   • Photo (Optional): Adding a photo when creating a new location helps your team visually identify the site quickly and accurately.

   • Address: Enter the complete address. Google Address Autocomplete will help you fill it in quickly.

   • Located within (Optional): For sub-locations, select the main location here.

   • Barcode: Enter the location's barcode manually, or the system will automatically generate a unique QR code for you to print and use for quick access.

4. Assign Team Member: 
   
   • Assign this location to a team member so they receive instant notifications for new work orders.
5. Select Vendor:
   • Assign a vendor to this location. All work orders created here will automatically link to them. This helps you track vendor performance and informs future recontracting decisions.

6. Save Your Location:

   • Once all necessary information is entered, tap "Create" to add the location to your Basementgrid account.

Step-by-Step: Adding Your Assets

With your locations established, you can now begin populating them with the assets you need to manage.

1. Access the Assets:

   • From the Basementgrid home page, go to your workspace name, then select 'View Details,' and then 'Assets' to access the asset list.

2. Create a New Asset:

   • Tap "+" in top right-hand corner to open the asset details form.

3. Enter Asset Information:

   • Asset Name (Required): A distinct and easily recognizable name (e.g., "Boiler Unit #1," "Server R345," "Grounds Mower A").

   • Photo (Optional): Adding a photo when creating a new asset helps your team visually identify the site quickly and accurately.

   • Description (Highly Recommended): This is critical for unique identification. Use the manufacturer's serial number if available, or establish your internal asset ID system. You can manufacturer & model, which is essential for maintenance, parts ordering, and technical reference.

   • Location: Link the asset to the specific location or sub-location you previously created. This ensures accurate placement and tracking.

   • Category: Select an appropriate category for the asset (e.g., "HVAC," "Plumbing," "IT," "Lighting," "Furniture & Fittings"). This aids in filtering, reporting, and organizing.

   • Purchase Date & Price(Optional): Useful for financial tracking and depreciation.

   • Warranty Information (Optional): Record expiry dates, useful life and vendor details to ensure you leverage any existing coverage.

   • Attachments (Highly Recommended): Upload important documents such as owner's manuals, schematics, installation guides, service records, or photos. This centralizes vital information for your technicians.

4. Assign Barcodes:

   • Enter the asset's barcode manually, or the system will automatically generate a unique QR code for you to print and use for quick access.

   • Best Practice: Print these and affix them securely to your physical assets. This allows your team to quickly scan the asset using the Basementgrid mobile app to access its information, create work orders, or update its status on the go.

5. Assign Team Member: 
   
   • Assign this asset to a team member so they receive instant notifications for new work orders.
6. Select Vendor:
   • Assign a vendor to this asset. All work orders created here will automatically link to them. This helps you track vendor performance and informs future recontracting decisions.

7. Save Your Asset:

   • Once all details are entered, tap "Create" to add the asset.

What's Next?

With your Locations and Assets successfully added, you've laid the critical groundwork. You are now ready to:

• Create Work Orders: Assign tasks directly to specific assets at specific locations.

• Schedule Preventive Maintenance: Set up recurring tasks for your assets based on usage or time.

• Track Maintenance History: Build a complete record of all work performed on each asset.

Congratulations! You're now well on your way to a more organized and efficient maintenance operation with Basementgrid. Explore the rest of our knowledge base for more advanced features and tips.