- 10 Minutes to read
Asset Admin Setup
- 10 Minutes to read
As with many things on MainEvent, to get Assets started, we need to look at the Admin section. Assets exist on the client level of the admin. Begin by clicking Admin in the navigation menu and then select View.
From the Global Admin page, look at the Global Configuration Menu and select Clients from under the Global header.
This will bring you to the Clients menu. Find the client you need to activate assets for and click Edit next to their name.
This will load the Client Admin page, and this is where the magic happens. In the Configuration Menu on the left of the page, you’ll see Assets as the first entry. You’ll also be able to view Asset Activity Types as the first section on this page. If you are not seeing Assets in the configuration menu or on the admin page, please contact your account manager to adjust your site configuration.
Add Asset Activity Types
Asset Activity Types are the types of activities your assets can be scheduled for. This could be a drive day, an open day (one that can be booked to an event), an off day, maintenance day, setup, tear down, etc. If your asset needs to be scheduled for it, you can add it here. To begin adding Asset Activity Types, click Add Asset Activity Type.
This will load the Edit Asset Activity Type page, which is where you’ll be able to enter all the details about each of your Asset Activity Types. Begin with adding the name. For our example here, we’re going to call it Open Day.
Next, select the Active status. Choose Yes if you want the Activity Type to be active right now. No if you want to wait to make it active.
The next field is more tricky, Allow this Asset Activity to be converted into an event with the associated Asset? This Yes/No field will allow you to decide which asset activities you want to be able to convert into events in the system. A drive day is necessary to get from one place to another, but you aren’t likely to create an event out of it. BUT you may want to create a series of open days that would allow your users to request and book the asset, so for that activity type you would select Yes.
Next you get to decide if you want this activity type to be displayed in the Asset Overview (more on that later). If yes, choose Yes. If no, select No.
Now you get to set whether to Display Activity Market in Dashboard Asset Calendar. You’ll assign one or many markets to the asset. This is where you can decide if you want to display that assignment in the asset calendar. Yes if you do, No if you don’t.
The next field is Require Market Assignment to Activity. If you select Yes, when an Asset Activity is created, users will be required to also assign a market to the activity. If you select No, the market field will be optional when creating asset activities.
The final field in the Asset Activity Type setup is Assign activity geolocation coordinates. This will allow you to assign an address and a range for the asset activity.
Once you have made your selections and everything is set to how you want it, click Save. You will now be able to see the new Asset Activity Type in the Asset Activity Type menu on the admin page. If you need to make any further changes, click Edit next to any Asset Activity Type to re-enter the Edit Asset Activity Type page.
Add Asset Types
Asset Types allow you to distinguish between sorts of assets. You may have a vehicle tour with trucks and trailers going across the country and be scheduling those items separately. Or maybe you have a booth setup but also an 18 wheeler to get the booth around. To begin adding Asset Types, click Add Asset Type.
Now you’ll be looking at the Edit Asset Type page. The first field to complete is Name. Enter the name of the Asset Type.
Next, select the Active Status of the Asset Type. Yes to make it active, No to wait.
The following section is Allow users of any role to unassign Assets of this type from events. This selection allows you to determine if this is the type of asset you want to have assigned to actual events in the system. If it’s a transport only asset, maybe you want to say No. If it’s the actual display booth or a tour vehicle, you’ll probably want to say Yes here. Also, keep in mind that we have the power to control who can add an asset activity, who can add an event, who can view asset functionality overall so if there’s a user role that you don’t want to be able to complete these actions, we can keep those things in check.
The final section is Include on Dashboard Asset Calendar. Do you want to see the Assets added under this Asset Type in the Asset Calendar? Then you’ll want to select Yes. Very specifically don’t want to see this Asset Type represented on the Asset Calendar? You’ll want to choose No.
Once you’ve got things setup the way you want them to be, click Save.
The new Asset Type will now be visible in the Asset Types section on the Client Admin page. To make any changes to this Asset Type, click Edit.
Asset Categories (optional)
Asset Categories allow you to group assets that need to be tracked individually, but are identical to other assets. Some examples would be Chairs, Ottomans, Kiosks, or Banners. Rather than have each Banner appear separately on the Asset Request page, you can group them into a Category Stack (described in more detail below). When in a stack, the assets will appear with one image, and you can select one or multiple assets at a time.
To create an Asset Stack click on the “Add Asset Category” button.
What’s in a name? Well, it’s the first step you need to complete to add your Asset Category.
Next, choose the Active Status of the Category. Yes to make the Category active right away, No if you need to wait a while.
Last step is to add a photo. Upload a photo for the category if you want to. This field is optional.
Once you have all the fields filled out as you want them, click Save.
The new Asset Category will now be visible in the Asset Categories section on the admin page. To make any changes to the category, click Edit.
Asset Availability Conditions
Asset Availability Conditions are parameters that may impact the availability of an asset. For example, if an asset requires a certain amount of floor space, or a certain type of egress to access a site. If there are conditions that must be met to schedule an asset, you may want to have that information available when scheduling. To begin setting Asset Availability Conditions, click Add Asset Availability Condition.
You’ll now be looking at the Edit Asset Availability Condition page. The first field to address here will be the name of the availability condition.
Next, you want to choose the Active Status of the condition. Yes to make it active now, No to wait.
The next field allows you to choose between a Select or Multiselect field. Select will allow users to choose a single option from the list, Multiselect will allow them to choose as many as they want/need to.
Now you can add in any Help Text that you think might aid users in making the correct choices when using Availability Conditions.
Next, you’ll want to decide if you want your options to display in alphabetical order. If yes, choose Yes. If not, choose No.
The final step is going to be setting up the options your users will select from when requesting an asset. Begin by clicking Add Another Option.
A new field will display that will allow you to input the Active Status (check for Yes, uncheck for No), Order (the order in which the field will display in the list), and Name (the text that will display). Enter the information needed.
To add any additional fields, click Add Another Option.
Add as many fields as needed.
Once you have added all necessary options, click Save.
The new Asset Availability Condition will now be visible in the Asset Availability Condition menu in the admin page. To make any changes to the condition, click Edit.
Asset Decline Reasons
You may find that there are situations where an asset is requested but cannot be scheduled. In those situations, you may also find yourself wanting to explain why to the disappointed person. Enter Asset Decline Reasons. Begin adding Asset Decline Reasons, click Add Asset Decline Reasons.
This will navigate you to the Edit Asset Decline Reason page. The first step is to name your decline reason. This is going to be the full text of the reason why you are declining the asset request. It might be that the asset isn’t available, in which case you could say “Asset Unavailable”. It might be outside the travel radius of the asset, it could be that the asset is mandated rest time on that date, or any other myriad of reasons. Enter one here.
The only other section is determining the active status of the decline reason. If you want to be able to start assigning this decline reason right away, choose Yes. If you want to wait awhile and activate it later, choose No.
Once you’ve completed those two fields, click Save.
Your new decline reason will now be visible in the Asset Decline Reasons menu on the Admin page. If you need to edit this or any other decline reason, click Edit.
Asset Fields are customizable questions, in addition to the standard asset fields, that can be assigned to assets based on the Asset Type selected. To create custom Asset Fields, click on the Asset Fields button on the left hand side of the Client Admin page.
This will take you to an Asset Custom Field index page. All custom asset fields will be located on the page and can be edited or re-ordered, and new fields can be created.
To create a new field click the Add New Field button. You will be taken to a new page where you can enter in details for the new question you would like to add. You must first enter a name for the field, and select what type of response you would like to receive. (text, integer, date, etc.) The new question should be active by default and you can choose if it should be required or not. Lastly, you will want to assign the field to one or multiple Asset Types. The new question will only appear on assets of the corresponding Asset Type.
Click submit to be taken back to in the Asset Custom Field index, or Submit & Add Another if you would like to add additional fields.
Once added, you can drag and drop the questions on the index page into the order you would like them to appear in on the Add/Edit Asset pages.
Asset Activity Custom Fields
Asset Activity Custom Fields are questions that can be added in addition to the standard Asset Activity Fields. These fields will display when adding a new Asset Activity.
To begin adding new Asset Activity Custom Fields, click Asset Activity Fields in the Configuration menu on the Client Admin.
This will open Asset Activity Custom Fields Index, which will list all existing Asset Activity Custom Fields. Click Add New Field.
Now you’ll be looking at the Asset Activity Custom Field Details page. First thing you’ll need to do is enter the Name of the field you want to add.
Then select the field type you want to use. Options are: Integer, Float (1 decimal), Float (2 decimal), Money, Text, Text Area, Select, Yes/No Select, Multiselect, Date, Time, and Subsection Label.
Now you’ll move on to the Options section. Here you can decide if the field is Active, Required, and - if a select field- if the options should be sorted alphabetically. Select the checkbox to enable the option, deselect to disable.
For Text and Textarea fields, you can also add a minimum and/or maximum length for the response. This is an optional field.
Finally, you can add Help Text. If you want to add a small blurb to indicate what type of response you’re looking for to the end-user, you may do so here and it will display below the field on the Add Asset Activity page.
Once you’ve completed all the fields you want, click Submit if this is the only field you’re adding or Submit & Add Another if you have more.
Your new Asset Activity Custom Field will now be visible in the index and on any new Asset Activities.