Asset Pro FAQ
Answers to common setup and operating questions about Asset Pro.
For what the app is and how to set it up from scratch, see the
Asset Pro Overview.
Setup
Do I need to create categories before I can add assets?
Yes. Every asset you add by hand requires a category — that is not configurable. Devices synced from Lansweeper, Intune or Jamf need one too: a device whose category cannot be worked out is skipped, not created. (The Require a category on imported devices setting only decides whether a device-discovery provider that creates assets must name a Default Category before it can be saved.) If your organization has no categories yet, Asset Pro auto-creates twelve defaults the first time you open the Categories tab — eight hardware categories (Laptops, Monitors, Mobile Phones, Tablets, Keyboards & Mice, Headsets, Printers, Network Equipment) and four software categories (SaaS Subscriptions, Desktop Applications, Development Tools, Security Software). You can rename, add, or deactivate them at any time.
Who can see what after I enable the app?
By default, all four organizational roles — Member, Manager, Admin, and Super Admin — can view assets. Managers and above can manage them and open Reports. Only Admins and Super Admins see Vendors, Contracts, Categories, Facility Layouts, and Physical Audits. In Settings you can change which roles are in each tier (View Access, Management Permissions, Administrative Permissions) — Admins and Super Admins are always in every tier — and name extra people under Besides the Management Permissions roles, who can manage assets? and Besides the Administrative Permissions roles, who can maintain vendors, contracts, categories, facilities and physical audits? — so an IT coordinator can run the register without a role change. Who can open Reports? and Who can see what assets cost? have their own pickers (managers and admins by default); people the cost rule leaves out see no purchase price, value or maintenance cost on screen, in Reports or from Ask AI. The Settings page itself is open only to business admins and Asset Pro app admins, whatever the tiers say. App Admins (users granted the Asset Pro app-admin role) always have full access regardless of the role-tier settings.
Permissions and access
Why can’t one of my managers see the Reports tab?
Reports are governed by their own setting, Settings → Who can open Reports? By default it admits managers and above. If it was narrowed (to admins, or to a group), anyone outside it loses the tab. Pick Managers there, or add the person to the chosen group.
Why is the Scanner tab missing?
The Scanner tab only appears when the Barcode Scanning toggle is turned on in Settings. It is on by default, but if someone disabled it, the tab disappears for everyone. Turn it back on and the tab returns immediately.
Day-to-day
How does depreciation work, and can I change the rate?
Asset Pro uses straight-line depreciation. When auto-depreciation is enabled (it is by default), each asset’s current value is recalculated every night. If the asset’s category sets a useful life, the value falls evenly from the purchase price to the salvage value over that life, reaching salvage in its last month. If the category sets none, the value falls by the annual depreciation rate (default 20% of the purchase price a year) until it reaches salvage. The salvage-value floor defaults to $0.00. You can change the rate in Settings → Default Depreciation Rate and a category’s life on Categories. Accelerated or double-declining methods are not supported.
What happens when an employee checks out an asset?
When an asset manager assigns a device and assignment approvals are off (the default), the asset moves to Assigned status immediately, the employee appears as its current holder, and — if assignment notifications are enabled — they receive an email and an in-app notification. If approvals are on, the asset shows Pending Approval and the employee’s direct manager is notified to approve or deny. An employee who asks the Asset Pro assistant in Ask AI for a device always files a request for their manager to approve, whatever the approvals setting. Once approved, the assignment date is set and the asset status changes to Assigned.
What are the assignment types, and does the app enforce return dates?
Three types exist: Permanent, Temporary, and Loaner. Permanent hand-outs have no due date. Temporary and Loaner hand-outs are due back after the Loan Length (Days) set in Settings, counted from the day they’re handed out; at 0, the default, they get no due date. You can also give one assignment its own date: open the assignment and use Set due date (then Change due date or Remove due date); the employee is told the new date. Assignments past their expected-return date appear in the Overdue Returns count on the dashboard.
How do software license seats get tracked?
Each software asset can record a license type — Per-Seat, Per-Device, Site-Wide, Concurrent, Subscription, or Perpetual — along with a total seat count. Seats are allocated to individual users or hardware devices. When all seats are allocated, the asset’s compliance status changes to At Capacity. If an allocation would exceed the total, Asset Pro blocks it. Site-wide and perpetual licenses with no seat count are always considered compliant.
I assigned an asset — why does the employee say they never received it?
Every new assignment starts Awaiting receipt until the employee presses Confirm receipt on the assignment (from My Assets). Find the ones still waiting under Assignments → Awaiting receipt. To nudge someone, open the assignment and press Remind to Confirm Receipt — once a day at most. If something is wrong — wrong item, damaged, or never arrived — the employee presses Report a problem, which notifies the person who assigned the asset and the employee’s own manager (plus anyone in the custody group your admin picked who can manage assets). Answer it on the assignment page under Resolve the reported problem: the employee sees your answer, and the row shows Answered.
A return was recorded by mistake — can I undo it?
Yes, for 14 days. Open the asset’s ⋮ menu (or the assignment page) and choose Undo Return: the device goes back to the person who had it, and they are told. It can’t be undone once someone else has asked for or been given the device, once its status has changed since (retired, restored, or another status), or when its last holder is no longer an active member.
Why is an asset in Maintenance when nobody set it, and what is “Stalled”?
Pressing Start Maintenance on a repair takes an Available device into Maintenance — unless a request for it is waiting. Mark Complete or Cancel gives it back only when that repair’s Start moved it. A device put into Maintenance any other way (by hand, or by a Service Desk ticket) can be brought back with Return to Service on one of its maintenance records. A repair still in progress more than 14 days after it was started, on a device still in service, counts as Stalled — on the dashboard, in the Maintenance list’s Stalled tab, in the Maintenance report and in the weekly maintenance digest.
Notifications and alerts
Who gets warranty expiration alerts?
Per-asset warranty alerts go only to the asset’s current holder, starting 60 days before the warranty end date (configurable in Settings). A separate weekly warranty digest covering all expiring and expired warranties goes to the admin-configured warranty recipients, or to app admins if none are configured. Unassigned assets produce no individual alert — they surface only in the weekly digest.
Who receives maintenance reminders?
Per-asset maintenance reminders go to the asset’s current holder and whoever scheduled the maintenance, plus the group chosen under Who gets maintenance notifications in Asset Pro settings, if any. If a maintenance record has no stakeholders, it skips the individual email and appears only in the weekly maintenance digest, which goes to that group or to app admins.
When do software subscription alerts fire?
Subscription expiry alerts are sent, by email and in the app, only once Send software lifecycle alerts is switched on in Settings — it is off by default. When it is on, they go to whoever added the license, plus the group picked under Who gets software license alerts, if any. When none of them can open Asset Pro’s register, they go to this app’s admins instead. People holding a seat aren’t sent them. The default alert window is 30 days before the subscription end date. You can change this in Settings → Subscription Alert Days.
When something looks wrong
My employee says they can’t see Asset Pro at all
Three things to check. First, the app must be enabled for your organization — if it is not, everyone is redirected away. Second, the app may be restricted to specific user groups; someone outside the allowed audience sees “Access denied. The Asset Pro app is open only to certain people in your organization.” Verify both in the app’s marketplace settings. Third, Settings → View Access decides which roles can open the asset register; someone outside it can still open My Assets for the equipment they hold.
I created an asset but there is no asset number on it
Asset numbers are auto-generated on creation. Hardware assets get the prefix AST (producing numbers like AST-00001), and software assets get SWL (SWL-00001). If you configured a custom prefix in your app settings, the prefix changes accordingly — software assets then get your prefix with a -SW suffix. If the number is missing, the asset was likely imported without one; editing and saving it will generate one.
An asset is stuck in “Pending Approval” but nobody has a pending approval
A device shows Pending Approval while a request for it waits for a decision. Requests wait when Settings → Require Assignment Approvals is on; an employee’s request made through Ask AI always waits, whatever that setting says, and so does a device requested on an onboarding plan. Three things usually keep one waiting:
- Nobody has decided it yet. The request goes to the employee’s manager, and any Asset Pro admin can decide it too. Open Assignments → To decide to approve or deny it.
- Nobody is able to approve it. No one can approve their own request, so when the person who asked is the only Asset Pro admin and has no manager here, nobody was asked. Withdraw the request from its page. Turning off Require Assignment Approvals does not release a request already waiting — it changes only the next assignment — so turn it off first if you then want to assign the device again at once.
- Another request is waiting on the same device. Deciding one request leaves the device in Pending Approval while another still waits, so decide each one.
Approving moves the device to Assigned. Denying (or withdrawing) a request puts the device back to Available — or to Assigned when someone still holds it — unless another request is still waiting on it, in which case it stays Pending Approval for that one.
Why didn’t the end-of-life date auto-calculate for my software asset?
End-of-life dates auto-calculate only for hardware assets, using the deployment date (or purchase date) plus the category’s useful-life months. Software assets are skipped because their EOL dates are set by the vendor, not derived from a purchase date. Enter it on the asset’s Edit page, under Lifecycle Dates.
Reports and exports
What reports are available, and who can run them?
Six reports: Inventory, Assignments, Depreciation, Maintenance, Device Refresh, and EOL Timeline. Each can be exported to CSV, PDF, or Excel. Who can open them is set by Settings → Who can open Reports? — by default managers and above.
What does the Device Refresh report measure?
It lists active hardware whose purchase date is older than a configurable threshold (default 36 months); software licenses are not devices and are left out. Each device receives a replacement priority — Low, Medium, or High — scored from its age, warranty status, and condition grade. Use it to plan your next hardware-refresh budget cycle.
Licensing and limits
Does Asset Pro require a licence?
Yes. Asset Pro requires a OneMango licence. An admin enables it from Admin → Apps → All Apps, and no employees see it until that is done.
How are assets billed?
Your assets are billed as a pack that follows how many you have, on your monthly MangoApps bill. Each night the pack moves to the size that covers your count: up at once, with the rest of the month on your next bill, and down on the 1st. It never stops anyone adding an asset. The pack is listed on Billing & Payments. A private cloud pays for its install under its contract instead, with no pack.
Are there limits I should know about?
- Extra fields on the asset form: 30 maximum, with types Text, Long text, Number, Date, Dropdown, and Yes / No. A required field is asked when someone adds an asset, and can’t be cleared once filled in; an older asset without it still saves and shows as “Missing info”, and imports, device sync and purchase orders still create the asset and mark it “Missing info”.
- Depreciation method: straight-line only; no accelerated or double-declining.
- Barcode symbology: auto-detected from the value you enter — EAN-13 (13 digits), UPC-A (12 digits), QR (8+ alphanumeric characters), or Code 128 (everything else).
- Facility layouts: pallet racking is the only shipped layout type.
- Contract renewal notice: defaults to 30 days before the contract end date.
- Inspection frequencies: Daily, Weekly, Monthly, Quarterly, or Annually per category.
More help
- Asset Pro Overview
- Ask AI — the assistant answers Asset Pro questions from these articles.