Get started with AssetOps

Open AssetOps

You can open the AssetOps portal in two ways: through the KODE OS interface or directly via a dedicated switch. Although accessible from KODE OS, AssetOps operates in a separate portal.

1. Open KODE OS. 

2. In the apps menu at the top left of the page, select AssetOps. 

            The AssetOps portfolio view appears, showing the Buildings List.

            

3. Alternatively, select a building and click AssetOps on the main left navigation bar. This opens AssetOps for the building in a new browser window. 
   

AssetOps interface - portfolio level

The AssetOps interface is designed for property managers and asset managers. It provides a centralized view of maintenance operations.

The primary sections include:

1. Work Orders: Lists all work orders created for buildings in the portfolio.
2. Schedules: Contains frameworks for organizing maintenance and inspection needs.
3. Vendors: Manage service vendors.
4. Settings: Provides a centralized overview and detailed management capabilities for all items requiring scheduled maintenance and inspection tasks.
   

AssetOps interface - building level

The primary sections of AssetOps for an individual building include:

• Dashboard: Offers an overview of work orders for a building.

• Work Orders: Lists all work orders created.

• Schedules: Contains frameworks for organizing preventive maintenance and inspection needs.

• Assets: Provides a centralized overview and detailed management capabilities for all items requiring maintenance and inspection.

• Asset Discovery: Add assets via spreadsheet import or API.  

View a building’s assets

The Assets page serves as the central inventory for all items managed within the selected building, including devices discovered through KODE OS and manually-added organizational assets.

1. In AssetOps, select the desired building. 
   
2. In the left sidebar, click Assets. The Assets page appears, displaying a table listing assets with key information such as Name, Category, Type, Model Number, Area, specific Location, and Status. The platform tracks detailed metadata for assets, including IP/MAC address, model, serial number, warranties, costs, and life expectancy. 

Filters

To refine your view of assets,

1. Click the Filters button, located in the upper-right corner of the page. This opens the Filters panel. The number on the Filters button indicates how many filters are currently in use.
   

            

2. Select options from the dropdown menus:

• Category: (Equipment, Furniture, Architectural)

• Type: Type of equipment (boiler, AHU, etc.).

• Area: Location in the building (floor, rooftop, etc.).

• Data Source: You can distinguish between assets discovered via KODE OS and those manually imported. 

• Installation Date

• Warranty Date

• Commission Date

• Turnover Date 

Click Clear All to reset any applied filters and return to the full asset view. 

Search 

The search functionality allows you to quickly locate specific assets within the displayed data. Enter text into the Search field located above the table. 

Export the Assets list

To export the Assets list,

• Click the Export button.

            The list is downloaded to your computer in a CSV file.

The Dashboard

The AssetOps Dashboard provides a comprehensive overview of work orders, enabling you to monitor, manage, and analyze work orders through various charts and tools. The dashboard is divided into two primary tabs: Preventive Maintenance and Inspections, each displaying data relevant to its specific task type.

Here is a breakdown of the dashboard components and how to use them:

• Completed Work Orders: Displays the number of tasks completed out of the total assigned (for example, "Completed Tasks: 50 out of 100").
• Overdue Work Orders: Displays the number of work orders that are past their due date out of the total assigned (for example, "Overdue Work Orders: 10 out of 100").
• External Push WOs: Indicates the total number of follow-up work orders.
  

1. Work Orders by Status: Provides a visual breakdown of tasks based on their current status (Open, Completed, On hold, Cancelled) using a donut chart.
2. Work Orders by Assignee: Displays the number of tasks assigned to each team member using a bar chart.
3. Work Orders List: Table listing all tasks with relevant information, including Task Number, Asset, Area, Assignments, Status, and Assignee.
4. Work Order Calendar Heatmap: This widget displays work orders based on their creation dates, helping you spot trends and activity over time. The current calendar year is displayed. You can select the year from the dropdown.
   

Filters

By default the dashboards show the Work Orders with a due date for the last 30 days. 

1. Work Type: Dropdown that allows you to choose from Preventive Maintenance, Inspection, and Corrective Maintenance work types. 
2. Dates: Two calendar selectors allow you to choose the Due Date and the Start Date. 
3. 
   

Usage tips

• Use the Date Filter to gain targeted insights for specific periods.

• Regularly check the Overdue Tasks section to ensure timely completion and prevent maintenance backlogs.

• Use the Tasks by Assignee chart to effectively balance workloads among team members.

• Analyze the Task Calendar Heatmap to identify trends and peak periods for maintenance activities, aiding in better planning.

• Clicking on a task in the Dashboard view opens the task’s Details page.

Manage assets in AssetOps

Overview of asset management

AssetOps centralizes maintenance operations by integrating assets from various sources, including spreadsheet imports, API integrations, and automatic synchronization from KODE OS. This unified approach ensures a comprehensive and efficient asset management system.

Open the Assets list

1. From the Buildings section in AssetOps, select the desired building. 

2. In the sidebar, select Assets. The Assets list appears. 
   

Add data sources

AssetOps supports manual asset import through spreadsheet templates.

1. In Asset Discovery, select Data Sources. The Data Sources page appears. 
   

            

1. Click the + Add Data Source button in the top-right corner. The Add Data Source pop-up window appears.
   

            

1. Type a Name for the data source.
2. Download the predefined Excel template. 
3. Enter your asset details into the template, including information such as Asset Name, Category, Model, and Location. 
4. Upload the completed template file to create a new data source. 
5. Click Save. This new source appears in the list with a KODE API connector type.
   

View asset details

You can view comprehensive information for each asset on its dedicated Asset Details page.

• Select a specific asset from the list on the Assets page.  

• Name 

• Category 

• Location 

• IP Address 

• Model Number 

• Installation, Warranty, Commission, and Turnover Dates 

• Asset Tag 

• Initial Cost 

• Weight 

• Life Expectancy 

The Technical Specifications section includes information specific to the type of device such as power and voltage.

The Schedules and Work Orders section contains links to the Schedules and Work Orders for the device, and the following charts:

• Work Orders by Status: Provides a visual breakdown of work orders for the device based on their current status (Open, On hold, Completed, Cancelled) using a donut chart.

• Completed Work Orders: Displays the number of work orders for the device completed out of the total assigned (for example, "Completed Work Orders: 5 out of 8").

• Overdue Work Orders: Displays the number of work orders for the device that are past their due date out of the total assigned (for example, "Overdue Tasks: 2 out of 5").

• Follow-up Work Orders: Indicates the total number of follow-up work orders.

View related information

From an asset's details page, you can quickly navigate to its specific maintenance and inspection data in the Schedules and Work Orders section.

• Click the right arrow ( > ) next to Schedules to go to the list of schedules filtered specifically for this asset. 

• Click the right arrow ( > ) next to Work Orders to go to the list of maintenance tasks associated with this asset. 

Bulk update asset data

AssetOps supports user-friendly, self-service asset data management, enabling you to quickly update multiple assets at once.

1. On the Assets list page, select the checkboxes next to the assets you want to update. 

2. Click the Edit button. The Edit Assets pop-up window appears.

1. Click the checkbox next to an option to make the dropdown active for it.  Select the available options to perform a bulk update on the selected assets. 
2. Click Save.  

Discover assets via API

AssetOps supports discovering assets from third-party systems through APIs.

1. In the Asset Discovery module, select Data Sources. The Data Sources page lists all origins from which assets are imported or discovered. The CONNECTOR TYPE column indicates how assets are brought in. KODE API signifies assets imported manually via template upload, while other types like CFS GS or Armis represent direct integrations. Ensure your asset definitions are correctly set up.

2. Select Discovery Logs. 

3. On the Discovery Logs page, click the + Initiate Discovery button. The Initiate Discovery pop-up window appears. 
   

4. In the Choose Data Source dropdown, select Asset API. 

5. Click the Initiate Discovery button. The system scans configured data sources and integrates the assets. After initiation, a new entry appears in the logs. Monitor its STATUS to ensure assets are successfully Completed and check the DISCOVERED ASSETS count.

Create and manage preventive maintenance plans

Understanding preventive maintenance

Preventive maintenance refers to routine procedures, including inspections, servicing, and repairs, performed at regularly scheduled intervals to prevent potential problems and ensure optimal equipment performance. AssetOps provides insights into maintenance activities, enabling efficient tracking, management, and optimization of these tasks.

Benefits of preventive maintenance:

• Increased equipment lifespan: Regular maintenance extends the life of building systems and components.

• Improved efficiency: Well-maintained equipment operates more efficiently, reducing energy consumption and operational costs.

• Reduced downtime: Identifying and fixing issues before they cause system failures minimizes downtime and disruptions.

• Enhanced safety: Ensures all systems operate safely, reducing the risk of accidents or malfunctions.

• Cost savings: Prevents major breakdowns, reducing the need for expensive emergency repairs and replacements.

Reactive vs. preventive maintenance:

• Reactive maintenance: Fixing something only after it breaks down, where a technician identifies and repairs the problem.

• Preventive maintenance: Regularly scheduled check-ups and maintenance to keep things running smoothly, avoiding expensive repairs and unexpected downtime by addressing issues before they occur.

View AssetOps settings

The Settings module within the AssetOps app enables you to manage assignment templates used in schedules and configure notifications related to tasks.

On the AssetOps app (portfolio level), in the main left navigation bar, select Settings. Within the Settings module, there are three categories: 

• Task Templates: Manage templates for work order tasks used in schedules. 

• Notifications: Customize and enable task-related notifications. 
  

Create task templates

The Task Templates section enables you to manage templates for work order tasks used in schedules.

1. In AssetOps portfolio view, select Settings > Task Templates.

2. In the top-right corner, click the + Create Template button. The New Task Template pop-up window appears. 
   

3. In the pop-up window, enter the following information: 

• Title 

• Work Type 

• Estimated time 

• Description 

4. Click the Create button. The new task’s details page appears. 

Update work order tasks

After creating a work order, you can update the tasks. You can update tasks individually or in bulk.

1. In the Work Orders list, select a work order to view its details. 
   

2. On the work order Details page, you can update the tasks. 

3. Click the status of a task and select the status from the pop-up menu.
   

4. You can update multiple tasks at the same time. Click the Update Multiple button. The Update Multiple page appears.

5. Make the changes to the tasks and click Save Changes. You are returned to the Details page.
   You can also click the Mark All as Done and Compliant button.
   Click Reset All to reset all of the changes.
   Click Cancel to cancel all of the changes and return to the Details page. 

Create a schedule

A schedule provides a framework for organizing your organization's maintenance needs.

1. Select Schedules from the left sidebar. The Schedules list appears.

2. Click the + Create button at the top-right of the page. The Create Schedule pop-up window appears.
   

3. Select Preventive Maintenance or Inspections.

4. If you select Inspections, the Inspection Types appear. Select either Assets, Area, or General. 
   

5. When you have made your selection, click Continue. The New Schedule page appears. 

6. Enter the following general information: 

• Title 

• Assignee 

• Asset Type 

• Description 

7. Click Next to go to the second step, Schedule, to configure the time slots. 

8. Choose a Schedule Type: 

1. Just Once: Schedules a task generation for a one-time event on a specified date and time. 
2. Recurrent: Schedules task generation on a recurring basis. When selected, an additional Frequency field becomes available. 
3. On Demand: Used when task generation needs to be triggered manually, offering maximum flexibility to initiate task creation as needed. Specify the Start Date and Time, End Date, Due by Days, and Frequency. 
4. Daily: Choose if the task generation needs to run daily. Custom options include Repeat Every (set the interval from 1 to 10 days) and On Months (specify which months from January to December). 
5. Weekly: Choose if the task generation needs to run weekly. Custom options include Repeat On (automatically fills with the day of the week based on the start date, but can be modified to other days or additional days) and On Months (specify which months the schedule should trigger). 
6. Monthly: Choose if the task generation needs to run monthly. Custom options include Repeat On (trigger the schedule on the same day of each month), Monthly on the [Day Name] (specify the occurrence, for example, the first Tuesday, fourth Thursday, or last Monday of the month), and On Months (specify which months the schedule should trigger). 
7. Additional frequencies include Bimonthly, Quarterly, Semi-Annually, Annually, and Every 5 years.
   
1. Click Next. On the third step, Assets, choose between two methods to select devices: 
   

• Add by asset type: This method adds all devices that fall within the asset type specified for the schedule. 

• Add by asset list: This method enables you to choose specific devices you want to add, with the ability to filter devices by Area. 

10. Click Next. 
    

10. On the fourth step, select the Assignment Templates you want to apply to your schedule. 

11. Click Complete.  
    

Manage schedules

After creating a schedule, you are automatically directed to its details page, where you can modify its settings.

From the schedule's Details page, you can modify the General Information or adjust the Schedule time slots as needed. By default, schedules are initially set to Active. If you change the status to Inactive, the schedule is paused and is not triggered until it is reactivated. Once the schedule's duration ends, its status automatically updates to Completed, and it is no longer triggered. 

In the Tasks tab, you can add or remove assignments. You can also add custom assignments by selecting the blue arrow on the Add Task button, which opens a new window for details. 

In the Assets tab, you can add or remove devices. You can also change the addition method by navigating to the three dots menu near the Add Device button and selecting Edit Addition Method. 

The Logs tab provides a comprehensive list of all your triggered schedules, allowing you to view the status of each task. This ensures essential items are not missed and multi-step maintenance procedures are performed accurately.

Overview of work order management

KODE OS streamlines maintenance tasks for engineers, offering convenient access and efficient management whether from a desk or on the go. Engineers interact with tasks assigned to them within KODE OS. You can view and manage tasks through the Device Details page, the Tasks module within KODE OS, or the Maintenance module from the left pane.

View work orders (web portal)

You can view and manage tasks directly from the KODE OS web portal.

From the Device Details page

1. Log in to KODE OS and select the desired building. 

2. In the main left navigation bar select Devices. The Devices list appears.
   

1. Select the specific device you want to manage. 
   
2. Click the Work Orders icon located on the right sidebar of the device details page. A list of work orders associated with the selected device appears. 
   

            

Each work order includes the work order description, due date, status, compliance status, and corrective action taken. Overdue work orders are highlighted with a yellow triangle to indicate urgency. 

From the Work Orders module

1. Log in to KODE OS and select the desired building. 

2. In the main left navigation bar select Work Orders. A comprehensive list of work orders appears.
   

1. You can browse through the tasks or use the search function to find specific tasks. At the top right of the page, click the Filters button to use the filters options such as Start and Due Date, Schedule, Device, Area, and Assignee (including an Unassigned option). You can perform bulk actions by selecting multiple tasks and clicking the appropriate action button (Edit, Delete). 

Update work order status (web portal)

You can update a task's status directly from its details page in the web portal.

1. Select a work order from the list to view its detailed information. The Task Details has three tabs: Details, Attachments, and Follow-ups. 
   

1. In the Details tab, you can change the task's status by clicking on the current status badge and selecting an option. The available status options are: 
   
1. Completed: Mark the task as compliant or non-compliant. If non-compliant, you are prompted to note any corrective actions taken. You can also add notes or attachments. 
   

• Cancelled: Provide reasons for canceling the task and include any relevant notes or attachments. 

• On Hold: Indicate why the task is being paused, with the option to add notes and attachments. 

• Open: This is the default status when a task is created, indicating it is ready to be worked on. 
  

1. You can edit the Start Date and Due Date by clicking the Edit button. You can also view the work order status history or delete the task by clicking the three-dots button in the top-right corner. 
2. You can make comments by clicking the Comment Bubble button (next to the three-dots button). The number next to the bubble shows the number of comments on the work order. This opens the Comments panel where you can view and add comments. 
3. To assign or change assignees, click on the Assignee field to make it editable, allowing you to assign one or more users. 
4. Within the Details tab, the Tasks section shows the tasks for that work order and indicates the number completed out of the total (for example, "Assignments (3 of 5)"). You can expand this section to view additional details for each assignment, including: 
   

• Compliant
  

• Corrective Action 
  

• Completed By 

• Attachments: (separate from general task attachments; uploaded in Settings under Maintenance Assignments) 

• Status History: You can update the status of each assignment by selecting one of the following options: To Do, Not Applicable, or Done. This provides detailed tracking of each assignment's progress and completion. 
  

Manage attachments in work orders

The Attachments section enables you to upload and manage files associated with a specific task.

Click on an attachment's thumbnail (where available) to interact with it. Some file types can be previewed directly in the app. You also have the following options: 

• Edit: Update the name of the attachment. 

• Delete: Delete the attachment. 

• Download: Save the attachment to your local device. 

Add attachments to work orders

After creating a work order, you can add attachments to provide further guidance.

1. Click the Upload button. The Upload Attachment pop-up window appears. You can attach guidelines or instructions for performing the equipment maintenance. Attachments can include documents, videos, or other relevant files to assist engineers in the field. 

2. Once you have selected the attachments, click Upload. The attachments are added to the assignment. 
   

Create work orders 

In the Work Orders list you can create work orders. 

NOTE: This feature requires relevant data sources, such as Prism or other integrated systems, to be configured.

1. In the Work Orders list, click the + Create Work Order button. The Create Work Order page appears.  
   

2. Select the Asset and Area.

3. Select the Start Date and Due Date. 

4. Select an Assignee if a staff person is to be assigned to a staff member. Select a Vendor if the work order is to be assigned to an outside vendor.

5. Enter the Estimated Time in hours and/or minutes.

6. Enter a Description. 

7. Click the Save button. The work order is created. Work orders progress through the following statuses: 

• Open: This is the default status when a task is created, indicating it is ready to be worked on. 

• Completed: Mark the task as compliant or non-compliant. If non-compliant, you are prompted to note any corrective actions taken. You can also add notes or attachments. 

• Cancelled: Provide reasons for canceling the task and include any relevant notes or attachments. 

• On Hold: Indicate why the task is being paused, with the option to add notes and attachments. 

Create a follow-up work order

1. In the Work Orders list, select a work order to view its details. 

2. Click the Follow-ups tab. 

3. Click the + Create button. The Create Follow-up Work Order pop-up window appears. 
   

4. Select the Start and Due Dates. 

5. Select an Assignee or Vendor.

6. Enter the Estimated Time and a Description.

7. Click Create. The follow-up work order is created and appears in the Follow-ups tab. 

Perform tasks (mobile)

Maintenance engineers can access and perform tasks using the KODE OS mobile app, providing flexibility while on the go.

1. Open the KODE OS app on your mobile phone. 

2. Select a site from the Sites list. 

3. Swipe upwards to see the site modules and select Tasks. A list of all Maintenance Tasks appears, displaying the details, device name, and status. 

4. Switch to Inspection Tasks to view the list of inspection tasks. You can search for "Maintenance Tasks" or "Inspections Tasks" and use the Filter option. 

5. To view task details and instructions, select a task from the list. The Details section provides relevant information about the task, including: 

1. Task Status 
2. Device (with a link to device details) 
3. Area (with a link to the area) 
4. Schedule 
5. Start and Due Date 
6. Schedule Log 
7. Assignee 
8. Description 
9. Attachments 
   
10. Work Orders
    

Update task status (mobile)

You can update a task's status directly from the mobile app.

• On the task details page, click the Update Status button and choose from the following options: 
  

• Completed: Mark the task as compliant or non-compliant. If non-compliant, you are prompted to note any corrective actions taken. You can also add notes or attachments. 

• Cancelled: Provide reasons for canceling the task and include any relevant notes or attachments. 

• On Hold: Indicate why the task is being paused, with the option to add notes and attachments. 

• Open: This is the default status when a task is created, indicating it is ready to be worked on.
  

Configure work order notifications in AssetOps

Notifications in AssetOps keep you informed about key task updates and changes, ensuring you stay on top of important activities.

Open the notifications settings

1. In AssetOps (portfolio level), in the main left navigation bar, select Settings. 

2. In the secondary sidebar, select Notifications. 
   

Configure notification policies

The Notifications module enables you to customize task-related notifications.

The following notification policies are available:

• Work Order Created: Notifies when a task is created.

• Work Order Assigned: Notifies when a task is assigned.

• Work Order Updated: Notifies when a task is updated.

• Work Order Status Updated: Notifies when the status of a task is updated.

• Work Order Deleted: Notifies when a task is deleted.

Customize notifications settings

Each notification type has configuration settings that you can use to define how and when users are notified of work order-related changes.

1. On the Notifications page, click the down arrow to expand the notification entry you wish to modify. 

2. Click the Edit button. The Edit Settings for the work order notification pop-up window appears. 
   

3. You can specify how the notification is delivered: 

• Push: Sends a push notification to the recipient's device. 

• Email: Sends an email notification to the recipient. 

4. For the Recipients, you have the following options: 

1. Current Assignee: Sends the notification to the current assignee of the task. 
2. User Role Recipients: You can select one or more roles (for example, Admin, Technician, Supervisor). Everyone assigned to the selected roles receives the notification. 
3. Custom Recipients: Choose specific individuals (users) to receive the notification, providing flexibility to direct notifications to particular people. 
   

NOTE:  Only users assigned to the building (and not the one triggering the notification) receive the notifications. 

5. Click Save. The changes to the notification are saved. 

Reference: Understanding roles and permissions in AssetOps

Overview of role-based access control

The AssetOps module offers dynamic role-based access control, allowing you to tailor user permissions based on their responsibilities and needs. This ensures that users have appropriate access to functions within the system.

Functions managed by roles

1. Roles in AssetOps control access to various functions, determining what users can see and do within the platform.
2. Access to AssetOps or Task List in CloudBMS: Users must have the Get Maintenance permission checked under the General settings to access AssetOps or the Task List in CloudBMS.
3. Read Ability for Dashboard and Schedule Log: This permission allows users to view dashboards and schedule logs without making changes.
4. Schedules List Permissions:
   
1. Read-Only: Users can only view the schedules.
   

• Add/Update/Delete: Users can create, modify, or delete schedules.
  

• Task Templates Permissions:

• View-Only: Users can view task templates without making changes.

• Add/Update/Delete: Users can create, modify, or delete task templates.

• Tasks Permissions:

• Read-Only: Users can only view tasks.

• Add/Update/Delete: Users can create, modify, or delete tasks.

• Task Visibility Constraint: This setting restricts users to see only the tasks they are assigned to or allows them to view all tasks.

Recommended role setups

AssetOps provides recommended role setups to optimize workflows and ensure appropriate access levels for different user types.

• Main Preventive User:

• Access: Full access across all modules and visibility of all tasks.

• Responsibilities: Controls Task Templates to ensure consistency and prevent duplication. Also responsible for keeping the task list up to date.

• Facility Manager:

• Access: Full access to everything, with view-only permission for Task Templates.

• Responsibilities: Typically assigned to manage one building, occasionally multiple buildings. Creates and manages schedules for their assigned buildings.

• Engineer:

• Access: No access to the Maintenance App; access is limited to the Tasks module in KODE OS.

• Responsibilities: Can only see tasks assigned to them, ensuring focused task management.
  

Explanation: AssetOps: a modern approach to CMMS

What is a CMMS?

A Computerized Maintenance Management System (CMMS) is software designed to centralize maintenance operations. Its core purpose is to streamline and automate maintenance workflows, providing tools for asset tracking, work order management, preventive maintenance scheduling, and potentially inventory management. A CMMS aims to improve operational efficiency, extend asset lifespan, and reduce unexpected costs associated with reactive maintenance.

The problem with fragmented maintenance

Property managers and building engineers often face a fragmented and manual maintenance process. Current maintenance workflows heavily rely on spreadsheets, isolated platforms, and reactive task execution. This leads to significant operational inefficiencies, limited insights into asset performance, and increased risks of non-compliance and unexpected costs.

How AssetOps solves the problem

AssetOps, a lightweight CMMS module within KODE OS, provides centralized and proactive maintenance operations across building portfolios. It addresses the challenges of fragmented maintenance by introducing digitized inspections, automated maintenance planning, asset visualization, and advanced reporting, allowing stakeholders to manage maintenance at scale.

Key differentiators: AssetOps vs. traditional CMMS

AssetOps offers a unique blend of features that differentiate it from traditional CMMS tools, making it suitable for a variety of portfolio sizes.

1. For Small Portfolios: AssetOps is impactful for small to mid-sized portfolios that currently rely on disparate and non-integrated systems. These organizations often manage maintenance manually through spreadsheets or standalone tools, lacking standardized processes or real-time visibility. AssetOps addresses this challenge by offering a plug-and-play preventive maintenance setup, centralized task management, and mobile-first execution, all within the KODE OS environment. It can serve as a lightweight CMMS, replacing these manual and disconnected systems. 
2. For Enterprise Clients: For enterprise portfolios managing multi-region sites and diverse asset systems, AssetOps offers robust support through asset linking, field mapping, and automated workflow building. It complements existing CMMS systems by importing and mapping asset data, enabling advanced workflows and updates across platforms. This allows enterprise clients to streamline operations across fragmented infrastructures, ensuring all asset data and maintenance workflows feed into a single, unified CMMS framework. 
3. AssetOps uniquely blends: 
   

• Real-time data overlays on floor plans. 

• Native integrations with KODE OS (devices, BI, scheduling, analytics). 
  

1. A transition path from preventive to predictive maintenance, built on a modern, intuitive UI. This positions KODE ahead in delivering an integrated, scalable solution tailored to both small and enterprise portfolios.
   

Reference: AssetOps data model and integration specifications

Asset data fields

The AssetOps platform tracks detailed metadata for assets, providing a comprehensive overview of each item.

• Asset Name: The unique identifier for the asset. 

• Category: The classification of the asset (for example, Equipment, Architectural). 

• Type: The specific type of asset within its category. 

• Model Number: The manufacturer's model number for the asset. 

• Serial Number: The unique serial number of the asset. 

• Location: The physical location of the asset within a building or site. 

• Area: The specific area within a location where the asset is situated. 

• IP Address: The IP address of network-connected assets. 

• MAC Address: The MAC address of network-connected assets. 

• Warranties: Information regarding asset warranties. 

• Costs: The cost associated with the asset (for example, initial purchase cost). 

• Life Expectancy: The estimated operational lifespan of the asset. 

• Installation Date: The date when the asset was installed. 

• Warranty Date: The date when the asset's warranty expires. 

• Commission Date: The date when the asset was commissioned. 

• Turnover Date: The date when the asset was turned over. 

• Asset Tag: A unique identifier tag for the asset. 

• Initial Cost: The initial financial outlay for the asset. 

• Weight: The physical weight of the asset. 

KODE OS integration details

AssetOps offers robust integration with KODE OS for networked devices.

1. Automatic Data Push: All devices discovered in KODE OS are made available for maintenance tasks. All metadata from KODE OS is pushed automatically to the maintenance module in AssetOps. This includes device IDs and other relevant metadata.
2. Comprehensive Asset Listing: Whether automatically synced from KODE OS or manually imported, all relevant assets are listed within AssetOps, minimizing setup time and maximizing coverage of building systems and components.
   

Third-party system integrations (API)

Data source connector types

The Data Sources page lists all origins from which assets are being imported or discovered. The CONNECTOR TYPE column is crucial as it indicates how assets from a given source are brought into the system.

1. KODE API: This connector type typically signifies assets that are imported manually via a template upload method specific to Asset Discovery. For manual asset import, users download a predefined Excel template, fill it with asset details, and then upload the completed file.
2. Other Types (for example, CFS GS, Armis): These represent direct integrations or connectors managed through the broader KODE OS platform. For adding network-connected data sources (like Niagara or other BMS systems), the traditional method in the main KODE OS platform's data source management area should be used.
   

Work order integration with external systems

AssetOps offers flexible work order capabilities and can integrate with existing CMMS tools.

1. Complementary Role: For enterprise clients, AssetOps complements existing CMMS systems by importing and mapping their asset data. This integration enables advanced workflows and updates across platforms.
2. Data Sources for Work Orders: When creating a work order, relevant data sources, such as Prism (or other integrated systems), must be configured to provide the necessary data for generation. Dynamic data can be added to work order details using badges in the creation dialog, which automatically populate fields with task or project-specific data.
   

Tutorial: Set up your first preventive maintenance schedule in AssetOps 

In this tutorial, we will guide you through the essential steps to create your first preventive maintenance schedule in AssetOps, assign tasks, and monitor their completion. 

1) Open AssetOps and select your building

To begin, open the AssetOps portal. You can access it through the KODE OS interface or directly via a dedicated switch.

1. Open KODE OS.

2. In the apps menu at the top-left of the page, select AssetOps.
   Alternatively, select a building and then click AssetOps on the left sidebar. This action opens the Dashboard for the building.

2) Create your first task template

Next, create a simple maintenance assignment template. This template defines the tasks that will be part of your preventive maintenance schedule.

1. On the AssetOps app (portfolio level), in the left sidebar, select Settings.

2. Within the Settings module, select Task Templates.

3. In the top-right corner, click the + Create Template button. The New Task Template pop-up window appears.
   

4. In the pop-up window, enter a Title for your assignment. For example, Check HVAC Filters.

5. For the Work Type select Preventive Maintenance.

6. (Optional) Enter an Estimated Time for the task.

7. (Optional) Provide a Description for the task.

8. Click Create. The new task template’s details page appears.

3) Define your preventive maintenance schedule

Now, define your preventive maintenance schedule by going through the New Schedule wizard step-by-step. We will start with a simple schedule.

1. Select the building where you want to run the preventive maintenance schedule. 

2. Select Schedules from the left sidebar. The Schedules list appears.

3. Click the + Create button at the top-right of the page. The Create Schedule pop-up window appears.
   

4. Select Preventive Maintenance and click Continue. The New Schedule page appears.

5. Provide the following information:

• Title: For example, Monthly HVAC Filter Check.

• Assignee: Select the team member responsible for these tasks.

• Asset Type: This should match the asset type selected in your maintenance assignment template (for example, Heat Pump).

• Description: (Optional) Add a brief description of the schedule.

6. Click Next to proceed to the Schedule step.

7. Choose a Schedule Type. For this tutorial, select Recurrent.

8. Select a Frequency, such as Monthly. You can leave other recurrence options as their default for now.

9. Specify the Start Date and Time.

10. Click Next to proceed to the Assets step.

11. Choose how to select devices. For this tutorial, select Add by asset type. This action automatically includes all devices matching the asset type you specified for the schedule.

12. Click Next to proceed to the Task Templates step.

13. On the fourth step, select the Task Templates you want to apply to your schedule.

14. Click Complete.

4) Monitor your first tasks on the dashboard

After creating your schedule, newly generated tasks will appear on the dashboard. Let's explore how to monitor them.

1. In the sidebar, select Dashboard.
2. Locate the Work Orders List section on the dashboard. You should see the work orders generated by your new schedule.
   
3. Click any work order from the Work Orders List to view its details page. This page provides a comprehensive overview of the work order, including assignments, status, and related asset information.
   

What you've achieved

Congratulations! You have successfully created your first preventive maintenance schedule in AssetOps, assigned tasks, and learned how to monitor them from the dashboard. This is a foundational step toward proactive asset management.

You can now explore more features, such as adding more assets or changing recurrence patterns for your schedules.

Tutorial: Import assets into AssetOps using a spreadsheet

This tutorial guides you through importing a batch of asset data into AssetOps using a provided spreadsheet template. This process enables you to efficiently populate your asset inventory.

1.) Open the Data Sources window

To begin importing assets, navigate to the Data Sources page within AssetOps.

1. In AssetOps, select Asset Discovery from the left sidebar.

2. Select Data Sources. The Data Sources page appears, listing all origins from which assets are imported or discovered.

2) Download the asset import template

The asset import process requires a predefined Excel template.

1. On the Data Sources page, click the + Add Data Source button in the top-right corner. The Add Data Source pop-up window appears.
   

1. Within this pop-up, you will find a link to download the predefined Excel template. Click the Download template link.
   
2. Save the template to your local device. This template is designed to help you organize your asset details for import.
   

3) Fill out the template with your asset data

Carefully fill out the downloaded template with the information about your assets.

1. Open the downloaded Excel template.

2. Provide clear, concise data for each asset in the respective columns. Common required fields include:

• Asset Name: A unique identifier for the asset.

• Category: The classification of the asset (for example, Equipment, Furniture).

• Model: The manufacturer's model number.

• Location: The physical location of the asset within a building or site.

Sample entries:

Asset Name	Category	Type	Model Number	Area	Location	Status
AHU_1	Equipment	AHU	EK8073	Floor 1	Office 1003	Active
VAV_101	Equipment	VAV	-	Floor 1	Office 1003	Active
VAV_305	Equipment	VAV	-	Floor 3	-	Active

1. Ensure all necessary fields are completed accurately.

4) Upload the completed template

After filling out the template, upload it back into AssetOps.

1. Return to the Add Data Source pop-up window in AssetOps (if you closed it, on the Data Sources page, click the + Add Data Source button).

2. Type a Name for the data source in the provided field. For example, Manual Import - May 2025.

3. Click the Upload file area or drag your completed Excel file into the designated area.

4. After the file loads, click Save. This action creates a new data source based on your uploaded file. This new source appears in the Data Sources list with a KODE API connector type, indicating a manual import.

5) Verify your imported assets

Confirm that your assets have been successfully imported into AssetOps.

1. In the left sidebar, click Assets. The Assets page appears, displaying a table listing your assets.

2. Use the Search bar or Filters button at the top of the asset list to quickly locate and verify your recently added assets.

Your assets are now in AssetOps!

You have successfully imported asset data into AssetOps using a spreadsheet! Your asset inventory is now populated, enabling you to begin managing your assets effectively.

Tutorial: Your first mobile task: complete a maintenance assignment in AssetOps 

This tutorial guides mobile users through finding, viewing, and completing a simple maintenance task using the AssetOps mobile app. This process helps field engineers and technicians efficiently manage tasks while on the go.

1) Open the KODE OS mobile app and select your site

To begin, open the KODE OS mobile app and select the relevant site.

1. Open the KODE OS app on your mobile phone.

2. From the Sites list, select the site where your tasks are located.

2) Navigate to the Tasks module

Once you have selected your site, navigate to the Tasks module to view your assigned work.

1. Swipe upwards on the screen to see the site modules.

2. Select Tasks. A list of all Maintenance Tasks appears, displaying details such as the device name and status.

3. (Optional) Switch to Inspection Tasks to view inspection-related work.

4. (Optional) Use the Search function or Filter option to find specific tasks.

3) Select and view a task

To view the details and instructions for a specific task, select it from the list.

1. Select a task from the displayed list. The task's Details page appears.
2. On the Details page, review the information about the task. This includes the task status, assigned device, area, schedule, start and due dates, and any attachments or work orders.
3. Scroll down to the Assignments section to see the individual assignments within that task.

4) Update task assignment status to Done

Once you begin working on a task, you will update the status of its assignments.

1. In the Assignments section, select the dropdown next to the assignment you are completing.
2. Change the status from To Do to Done.
   
3. (Optional) Mark the assignment as Compliant if all requirements are met, or indicate if it is non-compliant and add corrective actions.
   

5) Complete the overall task

After all assignments within a task are completed, update the overall task status.

1. On the task's Details page, click the Update Status button.

2. Select Completed from the available options.

3. (Optional) If the task was non-compliant, you are prompted to note any corrective actions taken.

4. (Optional) Add notes or attachments relevant to the completed task.

Task Completed!

You have successfully completed your first maintenance task using the AssetOps mobile app! This process streamlines field operations and helps maintain accurate records.

Explanation: Understanding asset data sources and connector types in AssetOps

Where does your asset data come from?

AssetOps centralizes disparate asset data, providing a unified inventory for comprehensive asset management. This article describes the different ways asset data is brought into AssetOps and explains the significance of each connector type.

AssetOps integrates asset information through various mechanisms, including manual imports and direct system integrations. This approach ensures a holistic view of your assets, whether they are discovered automatically or added manually.

Connector type: KODE API (manual import)

The KODE API connector type in AssetOps primarily supports manual data import using spreadsheet templates. This method offers users direct control over adding specific assets that might not be discovered through automated means.

The process involves:

1. Downloading a predefined Excel template.

2. Filling the template with detailed asset information.

3. Uploading the completed Excel file into AssetOps.

This approach is particularly useful for incorporating existing asset inventories or managing unique, non-networked assets.

Connector types: direct integrations 

Direct integrations, such as CFS GS or Armis, represent automated data flows from other KODE OS modules or external systems. These connectors provide seamless, automatic synchronization of asset data into AssetOps.

Examples of data integrated through direct connections include:

• Live sensor data from building management systems (BMS).

• Network device discovery information.

The primary benefit of direct integrations is the automation of data ingestion, which ensures data freshness and reduces manual effort. These integrations are typically configured through the broader KODE OS platform's data source management area, allowing for a centralized approach to managing all connected data sources.

Why connector types matter

Understanding the various connector types is crucial for several reasons:

• Data Accuracy: Knowing the source helps verify the accuracy and integrity of asset data.

• Updating Information: Different sources might require different methods for updating asset information.

• Troubleshooting: Identifying the connector type assists in diagnosing and resolving data discrepancies or import issues.

• Data Freshness: Automated integrations provide real-time or near real-time data, while manual imports require periodic updates.

Beyond asset data: work order integrations

AssetOps extends its capabilities beyond asset data management to include flexible work order integrations with existing Computerized Maintenance Management Systems (CMMS).

For enterprise clients, AssetOps complements existing CMMSs by importing and mapping their asset data. This integration allows advanced workflows and updates across platforms. When creating a work order, relevant data sources (for example, Prism or other integrated systems) must be configured to provide the necessary data for generation. Dynamic data can be added to work order details using badges in the creation dialog, which automatically populates fields with task or project-specific data.

A unified view

Understanding asset data sources and connector types empowers you to maintain a unified and efficient asset management system within AssetOps. By leveraging both manual import capabilities and automated integrations, you ensure that all relevant asset data is centralized, accurate, and actionable.

Explanation: Preventive vs. reactive maintenance: a core concept in AssetOps

Two approaches to maintenance

When it comes to maintaining equipment and systems, there are two primary philosophies: reactive maintenance and preventive maintenance. Understanding the differences between these approaches is fundamental to efficient operations, and it clarifies why AssetOps prioritizes a proactive strategy.

What is reactive maintenance?

Reactive maintenance, often described as "fix it when it breaks," is a strategy where repairs are performed only after equipment has failed or a problem has become apparent. This approach is characterized by:

• Breakdown Maintenance: Actions are taken in response to a malfunction or failure.

• Fixing Problems: The primary goal is to restore functionality after an issue occurs.

• Unexpected Downtime: Failures often lead to unscheduled interruptions in operations.

• Emergency Repairs: Repairs are typically urgent and may involve higher costs due to immediate needs for parts and labor.

Imagine driving a car and only changing the tire after it goes flat on the highway. This is reactive maintenance; addressing the problem only after it causes a breakdown. While sometimes unavoidable for unexpected failures, relying solely on reactive maintenance often leads to higher operational costs, increased safety risks, and significant disruptions.

What is preventive maintenance?

Preventive maintenance is a proactive strategy focused on planned upkeep to prevent problems before they occur. This approach involves:

1. Scheduled Maintenance: Tasks are performed at predetermined intervals (for example, daily, weekly, monthly).
2. Routine Checks: Regular inspections and assessments help identify potential issues early.
3. Proactive Approach: The goal is to anticipate and address wear and tear, minor issues, or potential failures.
4. Inspections and Servicing: Includes tasks like lubrication, calibration, filter changes, and general servicing to keep equipment in optimal condition.
   

Key benefits of preventive maintenance (and why AssetOps focuses on it)

Adopting a preventive approach offers significant advantages for property and asset managers, which is why it is a core focus of AssetOps:

1. Increased Equipment Lifespan: Regular maintenance extends the operational life of building systems and components, maximizing your investment.
2. Improved Efficiency: Well-maintained equipment operates more efficiently, leading to reduced energy consumption and lower operational costs. For example, clean HVAC filters improve airflow and reduce strain on the system.
3. Reduced Downtime: By identifying and fixing issues before they cause system failures, preventive maintenance minimizes unscheduled downtime and disruptions to operations. This is crucial for critical building systems.
4. Enhanced Safety: Regular checks and servicing ensure all systems operate safely, reducing the risk of accidents, malfunctions, or hazardous conditions. For instance, inspecting fire suppression systems prevents potential failures in an emergency.
5. Cost Savings: Preventing major breakdowns and expensive emergency repairs through routine upkeep can lead to significant long-term cost savings. Proactive maintenance is generally less expensive than reactive repairs.
   

The transition from reactive to proactive with AssetOps

Historically, many organizations rely on fragmented, manual, and reactive maintenance processes, often using spreadsheets or isolated platforms. AssetOps provides a solution to transition away from these inefficient approaches by offering tools for:

1. Digitized Inspections: Move from paper-based checklists to digital forms for consistent and easily trackable inspections.
2. Automated Planning: Schedule maintenance tasks automatically based on time, usage, or sensor data, eliminating manual scheduling errors.
3. Mobile Execution: Empower field technicians to access and complete tasks on mobile devices, improving efficiency and data accuracy.
   

A strategic advantage

By defining and differentiating between reactive and preventive maintenance, we see why a proactive approach is superior. AssetOps is designed to facilitate this shift, enabling optimized operations, enhanced asset performance, and substantial cost savings. Embracing preventive maintenance with AssetOps leads to better operational outcomes and a more reliable building portfolio.

• To start implementing preventive maintenance, see Set up your first preventive maintenance plan in AssetOps.

• For a broader understanding of AssetOps' capabilities as a modern CMMS, see AssetOps: a modern approach to CMMS.

Manage Vendors

You can manage your vendors that sell, install, or service assets. Once added to your list, you can assign them to work orders. 

To view your list of vendors, 

• In the AssetOps portfolio view, in the sidebar select Vendors. The Vendors list appears.

Add a vendor

To add a vendor,

1. In the Vendors list page, click the + Add Vendor button. The Add Vendor pop-up window appears. 
   

2. Enter the Name (required)and the Website (optional).

3. Click Create. The vendor is created and added to the Vendors list.

Edit a vendor

Once you have added  a vendor to your Vendors list, you can edit their information and add members to the Vendor, and upload attachments.

To edit a vendor,

1. In the Vendors list, select a vendor. The vendor Details page appears, showing the General Information and the list of assigned Members. 
   

1. Click the Edit button to edit the Name and Website. 
   
2. To assign members to the vendor, click the Assign button. The Assign User pop-up window appears. You can search for and select one or more users. Once you have made your selections, click Save. Their names appear in the list of Members.
   
3. Click the Attachments tab to view and add attachments. Click the Upload button to add attachments to the vendor page. 
   
4. When you are done making your changes, click the Back arrow or select Vendors in the sidebar to return to the Vendors list. 
   

Delete a vendor

To delete a vendor,

1. In the Vendors list, select the vendor you want to delete. The vendor Details page appears.
2. Click the three-dots button.  
3. Select Delete. A confirmation pop-up window appears. 
   
4. ​Click Delete. The vendor is deleted.