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Asset Management Terminology & Key Definitions
TL;DR
This glossary provides definitions for the core terminology used in Hexnode UEM Asset Management. It covers foundational concepts like Assets, Pools, and Kits, along with specific terms related to inventory audits, the asset lifecycle, and dashboard configurations. Use this guide as a quick reference to understand how different types of physical assets are tracked and managed within the Hexnode UEM console.
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
| Term | Tracking unit | Typical use case | Record type |
|---|---|---|---|
| Asset | Individual item | High-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 tracked | Temporary record; becomes an asset record upon registration |
| Pool | Quantity | Identical, non-serialized bulk items (cables, headsets) | Quantity ledger with checkout/return tracking |
| Kit | Bundle of existing Assets | Related equipment assigned together (workstation setups) | Reference bundle; does not duplicate underlying Asset records |
Pool-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
| Stage | Definition |
|---|---|
| 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.
