Organization settings in the app

Administrators can manage the organization from the app as well as from the web. Organization, Users and Plan & Billing are in the account menu, under your initials or photo. Categories and Events are under Setup in the + menu.

Everyone sees these options, but only administrators can use most of them. Anyone else sees a message such as Organization settings are available to account administrators.

Organization#

Organization opens Current Organization:

• Add Logo or Change Logo sets the organization's logo from your photo library; it must be under 20 MB. Remove Logo takes it off.
• Organization Name, saved with Save Name.
• Login shows how everyone signs in: Username & Password, Google Account or Microsoft Account, for work or school accounts only. The one in use says You’re using this. Switch to… on another changes it for everyone, after you confirm.
• With password sign-in, Require 2FA for All Users makes two-factor authentication compulsory, and Make 2FA Optional turns that off again.
• Export Assets, Export Subscriptions, Export People and Export Locations each download an Excel file of those records, which opens in your browser.
• Switch Organization and New Organization, if your plan allows more than one organization.
• Delete Organization deletes it permanently, once you have typed its name and tapped Delete Permanently. An organization with a subscription or trial can only be deleted after that has ended.

See organization for the same settings on the web.

Users#

Users shows how many members the organization has and how many of your plan's user slots are used.

• Invite User emails an invitation to a new member, which expires after 24 hours. If your organization signs in with Google or Microsoft, the button is Add User: enter the email address of their Google or Microsoft account, and no password is needed. When every user slot is used, the button is turned off.
• Invitations lists invitations not yet accepted. Resend Invitation sends a fresh one, for example once an invitation has expired, and Remove cancels it.
• Tap a member to open them. You can change their Name, Role (User or Admin), Status (Active or Inactive), Timezone and photo, send them a password reset email, and turn on Require 2FA.
• User Permissions sets what a user who isn't an administrator can do: create assets, subscriptions, people or locations, bulk import, and manage asset categories, subscription categories and asset events. Asset Category Access and Subscription Category Access limit them to some categories; leave them all unticked to allow every category. Permissions are saved with their own Save Permissions button.
• Remove User takes them out of the organization. If it is their only organization, their account is deleted too.

See users for what each role and permission allows.

Plan & Billing#

Plan & Billing shows your plan and its status, such as when a free trial ends, and how much of the plan you are using:

• Assets and Storage used, out of what your plan allows.
• Asset Assistant chats used this month, how many remain, and when the count resets, if your plan includes the assistant.
• Invoices, with your next payment and its due date, and each past invoice. View PDF opens one.

Plans can't be changed in the app. To change your plan, or your billing details, sign in to AssetCenter on the web; see plan and billing.

Categories#

+, then Setup, then Categories lists your categories, with tabs for Assets and Subscriptions. Tap + to add one, tap a category to change it, and drag the handles to change the order.

• Category Name and Description.
• For asset categories, Lifecycle sets the End of Life in years and months and the Useful Life (years) used for depreciation. Notifications sets when to be told about end of life and warranty expiration.
• For subscription categories, Email Notifications sets when to be told about expiring contracts.

Once a category is created, its custom fields appear below it. Add Field adds one, with a Field Name, a Field Type and whether it is Required; Reorder Fields changes their order. A field that already holds values can't change type or be deleted. Fields are saved as you add them, separately from the category.

Delete Category removes a category and its custom fields, unless it is still in use. See asset categories and custom category fields.

Events#

+, then Setup, then Events lists the event types your team can record, with tabs for Assets, People and Locations. Asset events are grouped by kind, such as acquisition, lifecycle, condition and decommission. Tap + beside a group to add one, tap an event to change it, and drag the handles to reorder.

• Event Name, of at least three characters, with an Icon and a Color for the timeline.
• Event Enabled, to stop an event being used without deleting it.
• For asset events, Limit Event To Categories, so the event is only offered for some categories.
• For people and location events, Status When Logged, to make the person or location Active or Inactive when the event is recorded.
• Event Fields, the fields recorded with the event. Add Field adds one, with its name, type, width and whether it is required. Acquisition events choose from Available Fields instead.

Events built into AssetCenter can be disabled but not deleted. See asset events, person events and location events.