How to use AssetMantis

1. Getting started

Create your account

1. Go to assetmantis.com/signup and enter your email address and a password (at least 6 characters).
2. Check your inbox for a confirmation email and click the link. If it doesn't arrive within a few minutes, check your spam folder.
3. Log in at assetmantis.com/login.

Set up your organisation

The first time you log in you'll be asked for two things:

• Organisation name: your business, school, farm or team, e.g. “Acme Facilities Ltd”.
• First site name: where your assets live, e.g. “Head Office” or “Warehouse 2”. You can add more sites later.

You become the organisation's Owner and land on the Dashboard.

The dashboard

The dashboard shows three numbers at a glance: Total assets, Overdue maintenance and Open critical/high issues. Tap a number to jump to the detail. The buttons underneath take you to Assets, Scan QR, Add Asset, Issues, the Maintenance Calendar and Settings.

Tip: add assetmantis.com to your phone's home screen (Share → Add to Home Screen on iPhone, or ⋮ → Add to Home screen on Android) so scanning is one tap away.

2. Sites

A site is a physical place where assets are kept: a building, depot, farm, school or even a vehicle. Every asset belongs to one site.

1. Go to Settings → Sites.
2. Enter a name and select Create.

Only Owners and Admins can manage sites. You can archive a site you no longer use. Site filters on the Assets and Maintenance pages let you focus on one location.

3. Printing QR labels

Each AssetMantis label carries a unique code (like AB12-3X4Y-56Z9) that belongs to your organisation. Labels start out unclaimed and become linked to an asset the first time they're scanned and claimed.

1. Go to Settings → QR Labels (Owners and Admins).
2. Enter how many labels you want (up to 1,000 per batch) and select Generate Batch.
3. Choose how to print:
   • Download Avery PDF: an A4 sheet for Avery 25 × 25 mm square labels, 70 per sheet (e.g. Avery L7120). Print at 100% / actual size, not “fit to page”.
   • CSV export: for label-printer apps such as Handy Labels, which import the code list directly.

Stick labels where they're easy to scan and won't be rubbed off. For outdoor or rough use, use weatherproof polyester labels or cover with clear tape.

The QR Labels page shows how many labels are available and how many are assigned to assets.

4. Adding assets

Option A: scan a new label (recommended)

1. Stick a label on the item.
2. Select Scan QR and point your camera at the label (or use your phone's camera app).
3. An unclaimed label opens a New Asset form. Enter the asset name, choose the site and, optionally, a category.
4. Select Create Asset & Claim Label. The label is now permanently linked to that asset.

Option B: add from the dashboard

Select + Add Asset and fill in the form. You can link a label later by scanning it.

Asset fields

Find assets later from View Assets, using search (name, tag or serial) and the status and site filters.

5. Scanning

You can scan with the in-app scanner (Scan QR) or with your phone's normal camera, as the label opens assetmantis.com in your browser.

• Linked label, you're a member: the asset record opens.
• Unclaimed label: you're offered the New Asset form (if you have Editor access or above).
• Not signed in: you'll be asked to log in first.
• Someone outside your organisation: they see “Access denied” and learn nothing about the asset.

If a label is damaged, type the code into the box under the scanner instead. The first time you scan, your browser will ask for camera permission. Choose Allow.

6. The asset record

Each asset page has the details at the top (editable by Editors and above, then Save Changes) and four sections:

• Maintenance: schedules for this asset, with due dates and a Mark Complete button.
• Issues: reported problems and their status.
• Photos: JPEG, PNG or WebP, up to 10 MB each. On a phone you can take a photo directly.
• Documents: PDF, JPEG or PNG up to 10 MB, tagged as Manual, Invoice, Warranty, Certificate, Service report or Other.

Photos and documents are private to your organisation and open through secure links that expire after a short time.

7. Maintenance schedules

A schedule is a recurring job on an asset: “every 6 months”, “every 1 year” and so on. There are two ways a schedule can repeat:

Schedules are added to an asset by applying a template from the asset page (Owners and Admins).

Completing maintenance

1. Open the asset (scan it) or find the job on the Maintenance Calendar.
2. Select Mark Complete.
3. Answer any checklist items (Pass / Fail) and add work notes.
4. Confirm. The completion is recorded with your name and the time, and the next due date moves forward automatically.

If any checklist item is marked Fail, the completion is recorded as “completed with issue”. Report the problem as an issue as well, so it's tracked to a fix.

Monthly schedules on the 29th, 30th or 31st move to the last day of shorter months (e.g. 31 January → 28 February).

8. Templates & checklists

Templates let you define a job once and reuse it on many assets.

1. Go to Settings → Maintenance Templates (Owners and Admins).
2. Enter a name (e.g. “Annual Fire Extinguisher Check”) and optional description.
3. Set the frequency: Every N days / months / years.
4. Choose the recurrence basis: From completion date, or Fixed date (compliance).
5. Optionally add checklist items, such as “Pressure gauge in green zone”, “Pin and seal intact” or “Hose undamaged”. Each is answered Pass or Fail on completion.
6. Select Create Template.

To use it, open an asset, find Apply a template, pick the template and set the first due date. That creates the schedule on the asset.

9. The maintenance calendar

Select Maintenance Calendar on the dashboard. There are two views, switched with the List | Calendar toggle:

• List groups every active schedule into Overdue, Due in the next 7 days and Upcoming, with Mark Complete buttons.
• Calendar is a month grid. Use ‹ Prev, Today and Next › to move between months. Colours: red overdue, yellow due within 7 days, blue scheduled. Dashed entries are estimated future repeats, worked out from the schedule's frequency, to help you plan ahead.

Use the site buttons at the top to show one site only. On a phone, the calendar shows coloured dots per day with a full list for the month underneath.

10. Issues & defects

Reporting an issue

1. Scan or open the asset and select Report Issue.
2. Give it a short title (e.g. “Leaking seal”), an optional description, and a severity: Low, Medium, High or Critical.
3. Submit. High and Critical issues are counted on the dashboard until resolved.

Resolving

Open the issue on the asset page and select Resolve. For High and Critical issues a resolution note is required, recording what was done. The Issues page lists every issue across your organisation with status and severity filters.

11. Team & roles

Inviting people

1. Go to Settings → Team (Owners and Admins).
2. Enter their email, choose a role and select Create Invite. They're emailed a link to join.
3. Invites expire after 7 days. You can copy the invite link from Pending Invites to send it another way.

What each role can do

12. Your account

• Forgotten password: on the login page select Forgot password?, enter your email, and follow the link we send you to choose a new one.
• Sign out: use the Sign out button on the dashboard.
• Close your account or get a copy of your data: contact us and we'll take care of it. See our privacy policy for your rights.

13. Tips & troubleshooting

• Camera won't open: check your browser has camera permission for assetmantis.com (phone Settings → your browser → Camera). Scanning needs a secure (https) connection, which assetmantis.com always uses.
• Label won't scan: wipe it, improve the lighting, hold the phone 10–20 cm away, or type the code manually.
• Labels printed the wrong size: print the PDF at 100% / actual size, with no scaling or “fit to page”.
• Didn't get the confirmation or invite email: check spam/junk, then ask an Admin to copy the invite link from Settings → Team.
• Can't see a button mentioned here: your role may not allow it (see the role table above). Ask your organisation's Owner or Admin.
• Start small: label your 20 most important or most-forgotten items first, set up one template, and expand from there.

Still stuck? Contact support. A real person will reply, usually within one working day.