The Asset Record

What is an Asset

An asset is any item an organization tracks and manages over time. In Mojo Helpdesk, assets can be physical devices (such as laptops, monitors, phones, printers) or digital items such as software licenses or subscriptions.

Each asset has a dedicated detail page where you can view and manage its identity, ownership, lifecycle dates, contract information, and attached files.

The Asset Details page of a Macbook laptop: an ID card with a photo area, the asset tag, status, location, department, type and user on the left, a checked-out banner, and the Overview tab with the Identity and Acquisition and contract sections.

The ID card

The left side of the page is the asset's ID card: its photo, asset tag and name, status and condition, location, department, type, the person using it, the person managing it and the serial number. Next to the tag and serial number, a QR code button shows the value as a code you can scan.

To give the asset a photo, click the photo area and choose an image. Once the asset has a photo, you can replace or remove it from the same place. Photos taken on an iPhone (HEIC) and TIFF images are supported.

When the asset is checked out, a banner at the top shows who has it, since when and when it is due back.

Tabs

Overview: the asset's fields, grouped into Identity and Acquisition & contract
Tickets: open and recently closed tickets linked to the asset
Checkout history: every check-out and check-in
Files: files attached to the asset
Log: every change made to the asset record

Editing an asset

When you edit an asset, the form groups the fields into Identification, Classification (type, location, department), Acquisition & lifecycle, and Assignment.

Asset Fields

Field	Description
Asset name	A short, recognizable name for the asset (for example, Macbook Pro 16).
Asset tag	The label or barcode used to identify the physical item.
Serial number	The manufacturer serial number.
Legacy reference number	A previous tracking number or ID from another system.
Notes	Free-text notes, such as warranty details or coverage information.
Status	Current state of the asset: in use, available, retired, or similar.
Visibility	Controls who can see the asset. Staff only limits visibility to agents.
Birth date	The date the asset was put into service.
Age	Calculated automatically from the birth date.
Purchased on	The purchase date.
Cost	Purchase cost.
Purchase order number	The PO number associated with the purchase.
Vendor	The supplier or manufacturer.
End of contract on	The date a contract or lease expires.
Replaced on	The date the asset was or will be replaced.
Notifications	Whether to create a ticket automatically when the contract ends.
Warranty info	Warranty details or reference number.
Contract notes	Free-text notes about the contract or assignment.
Asset type	The category the asset belongs to (for example, Computer).
Location	The physical location of the asset.
Department	The department responsible for or using the asset.
Managed by	The agent or team responsible for the asset.
Used by	The person currently using the asset. This field is locked while the asset is checked out.

Asset Files

Attach files directly to the asset record. For more details, see Asset Files.

Asset Activity

The tabs next to Overview show the asset's related activity: linked tickets, checkout history, files and a running log of changes.

The Checkout history tab of an asset, showing who has it checked out, since when and when it is due back.

Open Tickets

Open tickets linked to the asset are listed on the Tickets tab, so you can see any active requests associated with it at a glance.

Recently Closed Tickets

Recently closed tickets give you a quick view of past requests that have been resolved.

Checkout History

Checkout history shows a record of every time the asset was checked out, including who it was assigned to and when.

Log

The log tracks every change made to the asset record, including who made the change, what action was taken, and when.