Purpose Statement

This article explains how to create and manage Asset Kit records within the Assets module, including creating, assigning, editing, duplicating, deleting, and archiving kits.

Asset Kits represent portable collections of equipment and inventory, such as EMS bags, rope kits, or tool bags. Properly managing kit records helps agencies maintain accurate assignments, inventory associations, and historical records throughout the life of a kit.

Background Information

Asset Kits can be created and managed from the Kit List. New kits can also be created as part of the apparatus compartment creation workflow using the same kit creation process.

Kits can be assigned to:

• Apparatus compartments
• Station storages
• Individual users

Kit records contain identifying and operational information such as the Kit Name, Kit Group, unique Kit ID, Electronic Product Code (EPC), assignment, service status, and image.

Important system behaviors include:

• A Kit Name does not need to be unique. Agencies can use a common name for multiple kits.
• The Kit ID identifies the individual kit and must be unique.
• Kit IDs can contain up to six alphanumeric characters.
• The Electronic Product Code (EPC) is used for kits associated with RFID tags.
• Deleting and archiving are different actions. Deleting permanently removes the kit and its associated records, while archiving preserves the kit's historical records.
• Archiving a kit is permanent and cannot be undone.
• Archived kits do not appear in the active Kit List and must be accessed through a custom view configured for archived kits.
• When duplicating a kit, its EPC is not copied because each RFID-enabled kit requires its own RFID tag and product code.

Required Permissions

The actions available when managing Asset Kits are permission-based. Depending on the workflow, users may require permissions to:

• Access the Assets module and Kit List
• Create kits
• Update kits
• Delete kits
• Create Asset Kit Groups
• Manage or update kit records

Available controls, including the option to create a new Kit Group, may vary based on the user's assigned permissions.

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Step-by-Step Guide

This article covers how to create Asset Kits. Users looking to create new Medications Med Kits should see the appropriate articles in the Medications module. 

Creating Asset Kits

1. Add a New Asset Kit

Navigate to Assets > Kit List.

Select New Kit to open the kit creation window.

New Asset Kits can also be created while creating an apparatus compartment. When creating a compartment, users can assign an existing kit or create a new kit using the same kit creation workflow.

2. Enter the Asset Kit Name

Enter a name in the Kit Name field.

The Kit Name does not need to be unique. Agencies can use a standardized name for multiple kits of the same type and use the Kit ID to identify each individual kit.

3. Select or Create an Asset Kit Group

Select the appropriate Kit Group to organize the kit with similar kits.

If the appropriate group does not exist and you have permission to create Asset Kit Groups:

• Select the + icon next to the Kit Group field.
• Enter the new group's information.
• Select Save.
• Select the newly created group for the Asset Kit.

4. Enter the Asset Kit ID

Enter a unique Kit ID.

The Kit ID is used to specifically identify the individual kit when multiple kits may share the same Kit Name.

Kit IDs:

• Must be unique.
• Can contain numbers and letters.
• Can contain up to six characters.

Use a consistent Kit ID convention that allows individual kits to be easily identified.

5. Enter the Electronic Product Code

Enter the kit's Electronic Product Code (EPC) when the kit will use an RFID tag.

The EPC associates the kit with its individual RFID tag for RFID functionality.

6. Assign the Asset Kit

Use Location or Assigned To to associate the kit with the appropriate location or user.

The Location field displays available:

• Apparatus compartments
• Station storages

Selecting a compartment or storage assigns the kit to that location.

To assign the kit to an individual, use Assigned To and select the appropriate person from the organization's personnel roster.

7. Toggle Asset Kit In Service (Optional)

Enable In Service when the kit is ready for operational use.

Leave the kit out of service when appropriate, such as when creating a spare kit that is not currently being deployed.

8. Upload an Asset Kit Image (Optional)

Upload an image to help identify the Asset Kit.

When using a mobile device, you may be prompted to provide access to the device's camera or photo library. Depending on the device, you can upload an existing image or take a photo of the kit.

The uploaded image displays with the kit record.

9. Create the Asset Kit

Review the kit information for accuracy.

Select Create.

The new kit is added to the Kit List using the information and assignment entered during creation.

Assigning an Asset Kit to a Specific User

Asset Kits can be assigned or reassigned from either the Kit Overview or by editing the kit record from the Kit List.

1. From an Asset Kit Overview

Navigate to the appropriate Kit Overview.

Locate Assigned To and select the appropriate assignment type.

Assign the kit to a:

• User
• Apparatus compartment
• Station storage

Select the applicable user or location.

The assignment is updated on the kit record and reflected in the Kit List.

2. From the Assets Kit List

Locate the applicable kit and select the Edit pencil.

Update the kit's Location or Assigned To field. Save the changes.

Manage an Existing Asset Kit

1. Locate the Asset Kit 

• From the Kit List, locate the kit and select the Edit pencil.
• From the Kit Overview, select Update Record.
• Both options open the same kit record for editing.

2. Update the Asset Kit Information

Update the applicable kit information, including:

• Kit Name
• Kit Group
• Kit ID
• Electronic Product Code
• Location
• Assigned To
• Service status
• Image

A new Kit Group can also be created using the + icon when the user has the appropriate permission.

If a compartment or storage assignment is removed, the kit's assignment is cleared until another assignment is selected.

3. Save the Asset Kit

Review the updated information and save the record.

After saving, you are returned to the location where you initiated the edit. For example, editing from the Kit List returns you to the list, while updating from the Kit Overview returns you to the overview.

Duplicate an Asset Kit

Duplicating can be used to efficiently create multiple kits with the same configuration, including their existing pouches and inventory setup.

1. Locate the Asset Kit to Duplicate

Locate a kit with the configuration you want to duplicate.

Select Duplicate from the kit's available actions.

The duplicate uses the existing kit's configuration as the starting point for the new kit.

2. Select the Number of Asset Kits to Create

Enter the quantity of duplicate kits to create.

3. Enter Unique Kit IDs

Enter a unique Kit ID for each new kit.

If the duplicated kit uses a name associated with a specific apparatus or assignment, update the Kit Name after duplication as needed to reflect the new kit's assignment.

4. Assign the New Asset Kits

Select the appropriate location for each duplicated kit when applicable.

Assign the kit to an apparatus compartment or station storage as needed.

5. Save and Verify the Duplicate Asset Kits

Select Save to create the duplicate kit records.

Verify the new kits in the Kit List and confirm that each kit has the correct:

• Kit ID
• Assignment
• Kit Name, when applicable
• Inventory configuration

Stock or transfer inventory into the new kits as needed.

Delete an Asset Kit

1. Delete a Single Asset Kit

Locate the kit and select Delete from its available actions.

Review the confirmation message.

Confirm the deletion to permanently delete the kit and its associated records.

2. Bulk Delete Asset Kits

Select the checkboxes next to the kits you want to delete.

Select the Delete option at the top of the list.

Review the confirmation and confirm the deletion.

Archive an Asset Kit

1. Prepare the Kit ID for Archiving

Before archiving, determine whether the archived kit's Kit ID will need to be reused for a replacement kit.

Archived kits retain their Kit IDs. If you plan to reuse the Kit ID, edit the existing kit and change its Kit ID before archiving.

For example, modify the Kit ID with another character or number according to your agency's naming convention.

2. Locate the Asset Kit to Archive

Locate the kit that will be archived.

3. Select Archive

Open the kit's available actions using the ellipsis (⋯) or expanded actions area.

Select Archive.

If the kit contains current inventory, the relocation workflow opens.

4. Select Inventory to Relocate

Review the pouches and current inventory quantities associated with the kit.

Select the inventory that will be transferred.

Inventory can be selected by:

• Entire pouch
• Individual inventory item
• Individual quantity and expiration date, when applicable

5. Select the Destination Asset Kit

Select the Asset Kit that will receive the inventory.

Inventory being relocated as part of the archive workflow must be transferred to another Asset Kit. It cannot be transferred directly to station storage during this workflow.

6. Create a Destination Pouch (If Needed)

If the selected destination kit does not contain the necessary pouch, the system provides the option to create one.

Select Add New Pouch.

Enter the pouch information.

The new pouch is added to the destination kit when the archive workflow is completed.

7. Move the Inventory

Select the appropriate destination pouch.

Use the transfer arrow to move the selected inventory from the kit being archived to the destination kit.

Verify that the selected inventory appears on the destination side of the relocation workflow.

8. Continue Transferring Inventory as Needed

Select Continue Transferring when additional inventory needs to be moved to another kit or pouch.

Repeat the transfer process as necessary.

This allows inventory from the kit being archived to be distributed among multiple destination kits.

All current inventory must be removed from the kit before completing the archive workflow.

9. Save and Finish the Archive Workflow

After all inventory has been relocated, select Save and Finish.

The kit is archived and removed from the active Kit List.

Its historical records remain stored in the system.

10. Access an Archived Asset Kit

Archived Asset Kits do not appear in the standard active Kit List.

Create or use a custom Kit List view configured to display archived kits.

From the archived kit view, select the View option to review the archived kit's details.

Archived kit records can also be used when reviewing historical information, such as checklists and inventory workflows.

Best Practices

• Establish consistent Kit Name and Kit ID conventions across the organization.
• Use Kit Groups to organize similar kits for easier identification, filtering, and management.
• Use a unique Kit ID to distinguish individual kits that share the same Kit Name.
• Assign a unique Electronic Product Code (EPC) to each RFID-enabled kit.
• Verify kit assignments after creating, editing, or duplicating records.
• Use Duplicate when creating multiple kits with the same pouch and inventory configuration.
• Stock duplicated kits after creation because current inventory quantities are not carried over.
• Use Archive when historical kit records need to be retained rather than permanently deleting the kit.
• Change a Kit ID before archiving when the identifier will need to be reused for a replacement kit.
• Confirm the selected kit and associated records before using Delete, as deletion cannot be reversed.

Troubleshooting & FAQs

Why don't I see the option to create a new Kit Group?

The option to create an Asset Kit Group is permission-based. If you have the appropriate permission, a + icon appears next to the Kit Group field.

Does every Asset Kit need a unique name?

No. Multiple kits can use the same Kit Name. The Kit ID is used to uniquely identify each individual kit.

Why can't I use a Kit ID for a new kit?

Kit IDs must be unique. If the ID belongs to an active or archived kit, it cannot be assigned to another kit. If you plan to reuse a Kit ID from a kit being retired, change the existing kit's ID before archiving it.

What is the Electronic Product Code field used for?

The Electronic Product Code (EPC) identifies the RFID tag associated with an RFID-enabled Asset Kit.

Why wasn't the Electronic Product Code copied when I duplicated a kit?

The EPC is intentionally not copied during duplication because each RFID-enabled kit requires its own individual RFID tag and product code.

Why does my duplicated kit show zero current inventory?

Duplication copies the kit's inventory configuration, including minimum and par values, but sets current inventory quantities to zero. Inventory must then be transferred or restocked into the new kit.

Can I recover a deleted Asset Kit?

No. Deleting a kit is permanent and cannot be undone. Associated kit records are removed as part of the deletion.

What happens to equipment assigned to a deleted kit?

The association is removed and the equipment becomes unassigned.

What is the difference between deleting and archiving a kit?

Deleting permanently removes the kit and its associated records. Archiving permanently removes the kit from active use while preserving its historical records in the system.

Can an archived Asset Kit be restored?

No. Archiving is permanent and cannot be undone.

Why can't I archive a kit that still contains inventory?

Current inventory must be relocated as part of the archive workflow. Select the inventory and transfer it to one or more destination Asset Kits before completing the archive.

Can I move inventory directly to station storage while archiving a kit?

No. The archive relocation workflow requires the inventory to be moved to another Asset Kit. A separate inventory transfer workflow can be used afterward if the inventory needs to be moved from the destination kit to storage.

Where can I find an archived Asset Kit?

Create or use a custom Kit List view configured to display archived kits. Archived records remain available for viewing and historical reporting.