How to track and manage assets directly on your floor plan and on mobile

Facilities teams are managing more assets across more locations than ever before, with tighter budgets and higher expectations. The tools haven’t kept up. OfficeSpace has launched two upgrades to change that: a mobile app built for field teams and a new integration that lets you visualize and manage assets directly on your floor plans. Here’s what’s new and what it means for your team:

The OfficeSpace Assets mobile app

The mobile app is designed for the people who are actually on the floor.

From the app, you can pull up your full asset list, but the real power is in the scanner. Instead of wondering what piece of equipment you’re looking at or digging through a list to find it, you open the scanner, point it at the QR code or barcode on the asset, and the full asset record pulls up instantly.

Once you’re in the asset record, you can see every detail: custom fields your team has configured, general information like asset ID, site, category, and manufacturer, and the full history of the asset.

Update the asset on the spot

Need to make a change? You can edit directly from the mobile app. If you need to update an asset photo, snap one right there and attach it to the record. No notes to transfer later, no lag between action and data.

Create a work order from the asset

Let’s say you’re doing a walkthrough and notice something needs attention. You can create a work order directly from the asset record, the asset is already linked automatically from the QR code scan, so you’re not hunting for it in a dropdown.

From there, you can set the work order type (corrective maintenance, preventative, etc.), add a due date, assign it to a specific team member, and include a description. Submit it, and the work order is immediately associated with that asset.

Complete work orders from the field

If you’re the technician assigned to the work order, you have everything you need in the app too. You can view all the details, make updates, and mark the work order complete, all without ever getting to a desktop.

The app works across devices. Whether your team is on a phone or walking buildings with an iPad, the experience is the same.

Visualize assets on your floor plans

Assets are no longer just rows in a table. Now they live directly inside your workplace’s floor plans.

To get there, navigate to the hamburger menu from your Employee Homepage inside OfficeSpace and select Asset Management. You’ll land on the main asset management dashboard.

The asset management dashboard

From the dashboard, you can see the total number of assets you’re managing, how they’re distributed, and any critical alerts, including warranty expirations coming up and assets approaching end of life.

The asset list and detail view

Clicking into the asset list gives you a full view of everything in your portfolio. Select any asset to open its detail record.

From the detail view, you can see all asset information and any custom fields your team has added. Different asset types can have different fields. You can configure them to capture exactly what your team needs to know.

Assign assets to locations on the floor plan

Inside the asset record, you can now assign the asset to a specific location. Once you do, it’s pinned directly to the floor plan.

When a work order comes in for HVAC Unit 13, you no longer have to wonder where it is across a multi-building campus. It’s tagged to the exact spot on the floor plan. Your technician finds it, handles it, and moves on.

Track finances and maintenance in one place

Each asset record also holds financial and maintenance data in one place.

Under the Finance tab, you can store purchase cost, salvage value, and select a depreciation method so that data is calculated automatically over time.

Under the Maintenance tab, you can view recurring work orders tied to the asset: the type, description, frequency, last occurrence, and next scheduled occurrence. You can also create one-off work orders for anything that falls outside the recurring schedule.

No more spreadsheets. No more digging through folders. Everything lives with the asset.

What this unlocks for your teams

Asset management touches every part of the organization. Here’s what changes when everything lives in one connected platform.

IT teams can locate devices instantly, track hardware condition in real time, and reduce lost or unaccounted-for equipment. When devices are tied to people, spaces, and floor plans, you know where an asset actually lives, not just where it was last logged.

Facilities teams can update asset status from the floor, show new vendors exactly where equipment lives using the floor plan, and access warranty and service history in seconds. When preventative maintenance is automated, emergency repairs go down, and so does reactive spend.

Operations leaders can automate recurring maintenance schedules, reduce unplanned downtime, and see performance trends and risk areas across the entire portfolio. Asset management shifts from reactive troubleshooting to proactive optimization.

Finance teams can track depreciation automatically, understand asset value in real time, and plan replacements strategically instead of reactively. Financial insights are tied directly to the operational reality of each asset, which means better forecasting and fewer surprise expenses.

Every team works from a single source of truth.

What’s coming next to OfficeSpace Assets

• Advanced reporting on maintenance trends and financial forecasting, with visual analytics on service patterns and asset lifecycle
• Integration with Request Manager, so employee service requests automatically link to the right asset and trigger a full end-to-end maintenance workflow, from the employee’s request all the way to work order completion and status update
• Expanded contextual views connecting floor data, work orders, and reporting for even greater visibility into asset performance over time

See it for yourself

The full walkthrough is available now. Watch our team demo the mobile app, QR code scanning, and floor plan integration live.

Watch the webinar →

Ready to see what this looks like for your portfolio? Book a demo →

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