Purpose Statement
Asset Groups allow agencies to organize Apparatus, Equipment, Locations, and Kits into logical collections for easier management, reporting, and operational efficiency. Groups help standardize categorization, simplify assignment workflows, and improve visibility across the Assets module.
Background Information
Asset Groups provide a flexible way to bundle related assets without modifying the assets themselves. This enables agencies to structure assets based on operational needs such as:
- Station or unit assignments (e.g., “Station 1 Apparatus”)
- Functional groupings (e.g., “Medical Equipment,” “Hazmat Kits”)
- Geographic organization (e.g., “Inspection Zones”)
- Deployment readiness (e.g., “First-Out Units”)
This is a single, consistent workflow applied across all asset types. While terminology may vary slightly, the process for creating and managing groups remains the same.
Required Permissions
Users must have permissions to:
- Access the Assets module
- Create, edit, and delete asset groups
- Assign assets to groups
Important Note:
These permissions are typically assigned to administrators, supervisors, or data managers.
Video
Step-by-Step Guide
1. Navigate to Asset Groups
- Open the Assets module, navigate to Setup
- Select the appropriate asset category (Apparatus, Equipment, Locations, or Kits)
- Access the Groups section
Info:
This is the centralized area for managing groups within each asset type.
2. Create a New Asset Group
- Click Add Group
- Enter a Group Name
- (Optional) Add a description or additional details
- Assign assets to the appropriate group
- Any asset that is in bold text is already associated to another group
- Save the group
Important Note:
Use clear, standardized naming to maintain consistency across your agency.
3. Edit an Existing Group
- Select the group from the list
- Click Edit
- Update group details as needed
- Save changes
4. Assign Assets to a Group
- Open the desired group
- Select the asset name dropdown
- Choose one or more assets
- Confirm assignment
5. Manage Group Membership
- Open the group
- Review assigned assets
- Add or remove assets as needed
Tip:
Keeping group membership up to date ensures accurate reporting and usability.
6. Delete an Asset Group
- Select the group
- Click Delete
- Confirm deletion
Warning:
Deleting a group does not delete the assets within it.
7. Change Group List Orientation
- Open the desired asset group
- Locate the List Orientation or View Options control
- Select the preferred orientation (e.g., list view or alternative layout)
- Apply or save the selection (if required)
Important Note:
This setting allows users to adjust how assets are displayed within a group for improved usability. Availability may vary slightly by asset type.
Equipment Group-Specific Features
While the overall workflow is consistent across all asset types, Equipment Groups include additional capabilities:
Additional Fields
- Equipment Groups may include extra fields beyond name and description
- These fields can be used for more detailed classification or tracking
- Field availability may vary based on system configuration
Info: Equipment Group Fields
Group Name
Short Code - 5 character maximum, can be alpha or numeric
Equipment Type - further simplifies equipment specification
FEMA Cost Code - association for grant purchase or reimbursement requests during disaster response
ISO Classification - records tracking during ISO compliance audits
Include in Equipment Audit - enables equipment in this group to appear in the Equipment & Kit Audit during a checklist (when enabled in Checklist setup)
Description - appears only on Equipment Groups setup page
Equipment - associate pieces of equipment to this new group
CSV Import for Group Membership
- Equipment Groups support bulk assignment via CSV import
- This allows users to quickly assign large numbers of equipment assets to a group
General CSV Import Process:
- Navigate to the Equipment Group
- Select Import or Upload CSV
- Download and populate the provided template (if available)
- Upload the completed CSV file
- Review and confirm the import
Important Note:
This feature is especially useful for initial setup or large-scale updates.
Best Practices
- Use consistent naming conventions (e.g., by station, function, or region)
- Avoid overly broad or ambiguous group names
- Regularly audit group membership for accuracy
- Leverage groups to support reporting, inspections, and operational readiness
- Use CSV import for bulk updates when managing large equipment inventories
Troubleshooting & FAQs
Q: Why can’t I create or edit asset groups?
A: You may not have the required permissions. Contact your system administrator.
Q: Can assets belong to multiple groups?
A: Yes, in most configurations assets can be assigned to multiple groups.
Q: What happens when a group is deleted?
A: The group is removed, but all assets remain unchanged.
Q: Why aren’t my assets appearing in the group after assignment?
A: Ensure changes were saved and refresh the page. Also verify permissions.
Q: When should I use CSV import?
A: Use it when assigning large numbers of equipment assets or performing bulk updates.
Q: Can I change how assets are displayed within a group?
A: Yes, list orientation settings allow you to adjust how asset data is presented within a group.