User GuidesAsset ManagementCreating Assets

Creating Assets

Learn how to add new assets to your SOPHIOS portfolio.

Prerequisites

Before creating an asset, ensure you have:

  • Owner or Admin role (required permission)
  • Basic asset information (name, type, registration)
  • Optional: Technical specifications, photos, documentation

Step-by-Step Guide

Navigate to Assets

  1. Click “Assets” in the main sidebar
  2. Click the ”+ New Asset” or “Create Asset” button (top right)

Select Asset Type

Choose the asset type that matches your asset:

🛥️ YACHT

  • Superyachts
  • Motor yachts
  • Sailing yachts
  • Catamarans

Fill in Basic Information

Required Fields:

  • Name - Asset name or identifier (e.g., “Serenity”, “N12345”)
  • Type - Selected automatically from previous step
  • Status - ACTIVE (default), INACTIVE, MAINTENANCE, SOLD

Recommended Fields:

  • Description - Brief overview of the asset
  • Registration Number - Flag/tail number/VIN/deed number
  • Year Built - Year of manufacture/construction
  • Builder/Manufacturer - Who made it

Add Technical Specifications (Optional)

Depending on asset type, add relevant specs:

For Yachts:

  • Length overall (LOA)
  • Beam (width)
  • Draft
  • Gross tonnage
  • Hull material
  • Number of cabins/crew
  • Maximum speed
  • Cruising range

For Jets:

  • Aircraft make and model
  • Serial number
  • Total time (hours)
  • Number of passengers
  • Range
  • Cruise speed
  • Home base (ICAO code)

For Properties:

  • Square meters/feet
  • Number of bedrooms
  • Number of bathrooms
  • Lot size
  • Construction year
  • Architectural style

For Vehicles:

  • Make and model
  • VIN (Vehicle Identification Number)
  • Engine type
  • Horsepower
  • Mileage/kilometers
  • Color
  • Transmission type

Set Location Information

Home Port/Base:

  • Primary location where asset is registered/based
  • For yachts: Marina/port name
  • For jets: Airport ICAO code
  • For properties: Full address
  • For vehicles: Garage location

Current Location (Optional):

  • Where the asset currently is (if different from home)
  • GPS coordinates (optional)
  • Country/region

Add Financial Information

Optional but recommended:

  • Purchase Price - Initial acquisition cost
  • Purchase Date - When acquired
  • Current Value - Estimated market value
  • Insurance Value - Insured amount
  • Currency - Default currency for this asset
💡

Financial information helps with portfolio valuation and insurance documentation.

Upload Photos/Documents (Optional)

  • Profile Photo - Main asset photo (shown in cards and lists)
  • Gallery - Additional photos
  • Documents - Purchase agreements, registration, insurance

Review and Save

  1. Review all entered information
  2. Click “Create Asset”
  3. Asset is created and appears in your assets list

After Creation

Once your asset is created:

Set Permissions

Assign which users can access this asset:

  1. Go to Users menu
  2. Select a user
  3. Click “Asset Permissions”
  4. Grant access to the new asset

Add Equipment (for Yachts/Jets)

Navigate to Equipment module to add:

  • Engines
  • Generators
  • HVAC systems
  • Navigation equipment
  • Safety equipment

See Equipment Management for details.

Create Departments (for Yachts/Jets with crew)

If managing crew, create departments:

  1. Go to Crew → Departments
  2. Create departments (Deck, Engine, Interior, Galley)
  3. Assign department heads

Set Up Initial Budget

Create an annual or quarterly budget:

  1. Go to Budgets
  2. Click “Create Budget”
  3. Set period and allocations
  4. See Budget Management

Tips for Success

Asset Names

✨

Use official, recognizable names that everyone on your team will understand.

Good Examples:

  • “Serenity” (yacht name)
  • “N741BB” (jet tail number)
  • “Monaco Penthouse” (property description)
  • “Phantom 2023” (vehicle model/year)

Avoid:

  • Generic names like “Yacht 1”, “Property A”
  • Abbreviations only you understand
  • Special characters that might cause issues

Complete Metadata

The more information you provide:

  • Better Reports - More detailed analytics
  • Easier Management - Quick reference for specifications
  • Compliance - Satisfies insurance and regulatory requirements
  • Resale - Complete documentation adds value

Photos Matter

Upload high-quality photos:

  • Profile Photo: Exterior shot showing the whole asset
  • Gallery: Interior shots, key features, details
  • Professional Photos: Use official photos when available

Common Issues

Can’t Create Asset (Permission Denied)

Solution: Only Owner and Admin roles can create assets. Contact your organization owner to upgrade your role.

Missing Required Fields

Solution: All fields marked with * (asterisk) must be filled. Check for:

  • Asset name
  • Asset type
  • Registration number (for some types)

Duplicate Asset Name

⚠️

While not enforced, using duplicate names can cause confusion. Use unique identifiers.

Solution: Add distinguishing information:

  • “Serenity (2015)” vs “Serenity (2020)”
  • “N12345” vs “N54321”
  • “Villa Azur Monaco” vs “Villa Azur Marbella”

Asset Templates

SOPHIOS provides templates for common asset types to speed up creation:

  1. Select “Use Template” when creating
  2. Choose from predefined templates:
    • “Superyacht (50m+)”
    • “Motor Yacht (<50m)”
    • “Gulfstream G650”
    • “Bombardier Global”
    • “Luxury Villa”
    • “Supercar Collection”
  3. Template pre-fills common fields
  4. Customize as needed

Bulk Asset Import

For organizations with many assets:

  1. Go to Assets → Import
  2. Download CSV template
  3. Fill in asset information
  4. Upload CSV file
  5. Review and confirm import
📊

Enterprise Feature: Bulk import is available for Enterprise customers. Contact support for assistance.

Next Steps

After creating your asset:

🎉

Congratulations! Your asset is created. Now you can start managing expenses, crew, and operations for this asset.

OverviewManaging Assets