# Asset Management Terminology & Key Definitions Core Concepts ------------- **Asset Management:** The process of identifying, tracking, assigning, maintaining, auditing, and managing an organization’s physical assets throughout their lifecycle, from procurement through disposal. All asset categories are managed under **Manage > Assets**. **Asset:** An individually tracked physical item with its own record, used for equipment that requires unique identification and a complete lifecycle history (e.g., laptops, monitors, desktops, printers, scanners, keyboards, etc.). To view or manage assets, navigate to the **All Assets** subtab. **Detected Asset:** A physical peripheral identified on a device managed through Hexnode UEM, surfaced via endpoint telemetry before it is formally added to inventory. Distinct from an asset until registered. To view detected assets, navigate to the **Detected Assets** subtab. **Pool:** A collection of identical, non-serialized inventory items tracked by quantity rather than by individual record (e.g., mice, cables, headsets). To view or manage pools, navigate to the **Pools** subtab. **Kit:** A bundle of related equipment grouped for single-action assignment (e.g., a workstation setup containing a monitor and keyboard). A kit references existing asset records; it does not replace them. To view or manage kits, navigate to the **Kits** subtab. Distinguishing Asset, Detected Asset, Pool, and Kit --------------------------------------------------- TermTracking unitTypical use caseRecord type**Asset**Individual itemHigh-value or serialized equipment (laptops, monitors)Standalone record with full lifecycle history**Detected Asset**Individual item (pre-registration)Peripherals discovered on managed devices, not yet formally trackedTemporary record; becomes an asset record upon registration**Pool**QuantityIdentical, non-serialized bulk items (cables, headsets)Quantity ledger with checkout/return tracking**Kit**Bundle of existing AssetsRelated equipment assigned together (workstation setups)Reference bundle; does not duplicate underlying Asset recordsPool-Specific Terms ------------------- **IT Domain Pool:** A pool categorized for IT-managed inventory (e.g., cables, peripherals). **Non-IT Workplace Pool:** A pool categorized for general workplace inventory not managed by IT (e.g., furniture, access cards). **Returnable (pool behavior):** A pool configuration in which checked-out units are expected back by a defined return date. **Consumable (pool behavior):** A pool configuration in which checked-out units are not expected to be returned (e.g., single-use supplies). **Checkout:** The act of issuing pool inventory to an assignee, reducing available pool quantity until the item is returned (Returnable) or permanently (Consumable). Kit-Specific Terms ------------------ **Specific Assets (kit definition method):** A kit built by selecting exact, existing asset records to include. **Type Template (kit definition method):** A kit built by defining required asset types and quantities (e.g., one monitor, one keyboard) rather than specific serialized items. Audit Terms ----------- **Audit:** A scheduled workflow for verifying physical inventory against system records, scoped to All Assets, a specific location, or a specific asset type. **Found:** An audit classification indicating the asset was physically located as expected. **Not Found:** An audit classification indicating the asset could not be located during the audit. **Misplaced:** An audit classification indicating the asset was located, but at a different location than its recorded location. The actual location can be recorded when this classification is applied. **Discrepancy Report:** The consolidated output of a completed audit, identifying all assets classified as Not Found or Misplaced for follow-up. Lifecycle Stages ---------------- StageDefinition**Procure**Equipment is acquired by the organization, prior to entry into Asset Management.**Register**The item is entered into Asset Management as an Asset, Detected Asset registration, or Pool inventory addition.**Assign**The item (or kit) is allocated to a user, department, or location.**Use**The item is in active operational use by its assignee.**Maintain**Maintenance activity is scheduled or recorded against the asset record.**Audit**The item’s physical presence and location are verified against its record.**Reassign**The item is allocated to a new user, department, or location.**Retire**The item is taken out of active service.**Dispose**The item is removed from inventory via write-off or disposal.Settings and Configuration Terms -------------------------------- **Asset Type:** A category applied to an asset record (built-in IT/Non-IT types, or custom-defined). **Custom Field:** An organization-defined field added to asset records. Supported field types: Text, Number, Date, URL, Email, Textarea, Checkbox. **Location Management:** Configuration of a hierarchical location structure: Building → Floor → Room. **General Preferences:** Settings governing asset identification conventions, including asset ID prefixes, auto-increment rules, and default checkout durations. Dashboard Terms --------------- **Asset Overview:** A count-based summary of assets by availability, assignment, repair status, pool inventory, and bundles. **Status Breakdown:** A distribution view of assets by current status. **Warranty Alerts:** A dashboard element listing assets with upcoming or expired warranty coverage. **Active Pool Checkouts:** A dashboard element listing inventory currently checked out from pools, including overdue items.