Add School Property (Asset) Records to SchoolFront
A separate property (asset) record should be created for all item which you would like to track. This means a single record for every iPad in the school if you will be tracking the distribution and return of iPads. This means a single record for all jerseys if you are tracking the distribution and return of soccer/football uniforms.
You can add property to the system in 2 different ways:
Once You have finished adding asset records to the system either manually (one by one) or via import (en masse), you can begin assigning assets to users.
Step-by-Step Instructions
Note: You will create a separate record for each individual piece of school property. Remember that the purpose of this feature is to allow you to inventory school property (including noting the condition of the property), distribute the property to users, recollect the property, and then again log condition.
Add Property Manually
Adding property to the system in this way
1. Login to SchoolFront as an administrator.
2. Click Manage Assets in the left navigation menu.
3. Click the New Asset link (beside the green plus-symbol icon).
4. Enter appropriate information into the form:
|
Field |
Description / Instructions |
|
Asset Number |
This number is a unique identifier which will be used by the system to distinguish this asset from other similar assets.
It is a required field and must be unique to the asset. You cannot use the same Asset Number on more than one piece of school property tracked in SchoolFront.
|
|
Other Number |
This field can be used for any other identifying number associated with the asset.
For example, if the property is a computer or tablet, you could record the model and serial number here.
If and how you use the field is up to you.
|
|
Asset Name |
This field is meant to help you further identify the asset. If, for example the item is a textbook, you could enter the title of the textbook here.
If and how you use the field is up to you.
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|
Asset Category |
Choose an appropriate asset category from the drop-down menu.
Note: If you have not yet created asset categories (i.e. if the drop-down menu is empty) or if none of the categories in the drop-down are appropriate for this piece of property, click here to add / edit asset categories.
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Asset Condition |
Choose an appropriate asset condition from the drop-down menu.
Note: If you have not yet created asset conditions (i.e. if the drop-down menu is empty) or if none of the categories in the drop-down are appropriate for this piece of property, click here to add / edit asset conditions. |
|
Notes |
This field can be used to record any information at all about the asset. If and how you use the field is up to you. |
5. Click the insert button.
6. Repeat for all individual pieces of school property.
7. Now the Tags tab will appear. Asset tags are optional additional asset identifiers.
8. To add asset tags (further identifying characteristics) to the click the Tags tab.
9. Click the New Asset Tag link.
10. Check the check boxes next to all appropriate asset tags in the list. If any tags are missing or you wish to add more, click here to see how to add and edit asset category tags.
11. Click the save button.
12. Now you can begin assigning assets to users.
Add Property Using Excel Import
Adding property records to the system in this way makes sense if you wish to add / edit records for many items at one time.
1. Login to SchoolFront as an administrator.
2. Place your mouse cursor over Manage Assets in the left navigation menu.
3. In the sub-menu click Export/Import Assets.
4. Click the link to download an empty data sheet to Excel format.
5. Enter appropriate information into the excel template:
|
Field |
Description / Instructions |
|
Asset Number |
This number is a unique identifier which will be used by the system to distinguish this asset from other similar assets.
It is a required field and must be unique to the asset. You cannot use the same Asset Number on more than one piece of school property tracked in SchoolFront.
|
|
Other Number |
This field can be used for any other identifying number associated with the asset.
For example, if the property is a computer or tablet, you could record the model and serial number here.
If and how you use the field is up to you.
|
|
Asset Name |
This field is meant to help you further identify the asset. If, for example the item is a textbook, you could enter the title of the textbook here.
If and how you use the field is up to you.
|
|
Asset Category |
Enter an appropriate asset category. To see what asset categories you have to choose from, go here:
-
Feature Administration>Asset Management>Categories
Note: Spelling is EXTREMELY important if you want the information to accepted by the system. If there is any punctuation in the category, make sure you enter it exactly. Any deviation from the asset categories defined in the system will be rejected by the system.
Note: If you have not yet created asset categories (i.e. if the drop-down menu is empty) or if none of the categories in are appropriate for this piece of property, click here to add / edit asset categories.
|
|
Asset Condition |
Enter an appropriate asset condition. To see what asset conditions you have to choose from, go here:
-
Feature Administration>Asset Management>Conditions
Note: Spelling is EXTREMELY important if you want the information to accepted by the system. If there is any punctuation in the condition, make sure you enter it exactly. Any deviation from the asset conditions defined in the system will be rejected by the system.
Note: If you have not yet created asset conditions (i.e. if the drop-down menu is empty) or if none of the categories are appropriate for this piece of property, click here to add / edit asset conditions. |
|
Asset Category Tags |
These columns are optional. Enter an appropriate tag into 1 or all of the columns. To see what asset category tags you have to choose from, go here:
-
Feature Administration>Asset Management>Categories>Click the Category>Tags Tab
Note: Spelling is EXTREMELY important if you want the information to accepted by the system. If there is any punctuation in the tags, make sure you enter it exactly. Any deviation from the asset category tags defined in the system will be rejected by the system.
Note: If you have not yet created asset conditions (i.e. if the drop-down menu is empty) or if none of the category tags appropriate for this piece of property, click here to add / edit asset category tags. |
|
Notes |
This field can be used to record any information at all about the asset. If and how you use the field is up to you. |
6. Create a separate row in the Excel sheet for each piece of property you wish to track in SchoolFront.
7. Save the Excel file.
8. Click here for instructions to import the Excel file.
9. Now you can begin assigning assets to users.