Managing Assets
Learn how to edit, update, and maintain your assets in SOPHIOS.
Viewing Assets
Assets List
Access all your assets from the Assets page:
View Options:
- Grid View 🎴 - Visual cards with photos
- List View 📋 - Detailed table with key information
- Map View 🗺️ - Geographic distribution (if GPS coordinates set)
Filtering & Sorting
Filter by:
- Asset Type (YACHT, JET, PROPERTY, VEHICLE)
- Status (ACTIVE, INACTIVE, MAINTENANCE, SOLD)
- Location
- Year built
Sort by:
- Name (A-Z or Z-A)
- Date added (newest/oldest)
- Value (highest/lowest)
- Last activity
Asset Details
Click any asset to view full details:
- Basic information
- Technical specifications
- Financial summary
- Recent activity
- Associated data (crew, equipment, invoices)
Editing Assets
Access Edit Mode
- Navigate to Assets
- Click the asset you want to edit
- Click “Edit” button (top right of detail panel)
OR use quick actions:
- Three-dot menu (⋮) on asset card
- Select “Edit”
Modify Information
Update any field:
- Basic Info - Name, description, status
- Technical Specs - Dimensions, capacity, specifications
- Location - Home port/base, current location
- Financial - Values, purchase info
- Photos - Replace or add new photos
All changes are tracked in the audit log with timestamp and user who made the change.
Save Changes
Click “Save Changes” to update the asset.
Auto-save: For long edit sessions, SOPHIOS auto-saves drafts every 30 seconds.
Updating Asset Status
Asset status reflects the current state:
| Status | When to Use | Effect |
|---|---|---|
| ACTIVE | Normal operations | Visible in all views, fully accessible |
| INACTIVE | Temporarily not in use | Visible but marked as inactive |
| MAINTENANCE | Undergoing major service/refit | Alerts shown, limited operations |
| SOLD | Asset sold or transferred | Archived, read-only access |
Changing Status
- Open asset details
- Click “Edit”
- Change Status dropdown
- Add notes (why status changed)
- Click “Save”
Changing status to SOLD archives the asset and makes it read-only. This action can be reversed by Owners/Admins only.
Managing Photos
Uploading Photos
Profile Photo:
- Main photo shown in cards and lists
- Recommended size: 1200x800px
- Formats: JPG, PNG, WebP
Gallery Photos:
- Additional photos (up to 20)
- Shown in asset details
- Can be reordered by dragging
Editing Photos
- Replace - Upload new photo to replace existing
- Reorder - Drag photos to change order
- Delete - Remove unwanted photos
- Set as Profile - Make any gallery photo the main photo
Archiving vs Deleting
Archiving (Recommended)
When to archive:
- Asset sold or transferred
- Temporary suspension
- Historical record keeping
How to archive:
- Set status to SOLD or INACTIVE
- Asset remains in system but hidden from active views
- All historical data preserved
- Can be restored anytime
Deleting Assets
Permanent Action: Deleting an asset removes ALL associated data (invoices, budgets, crew, equipment, maintenance, trips). This cannot be undone!
Requirements:
- Owner role only
- Asset must have no active data (or you must confirm force delete)
- Confirmation required
Steps:
- Navigate to asset details
- Click three-dot menu (⋮)
- Select “Delete Asset”
- Type asset name to confirm
- Click “Delete Permanently”
What gets deleted:
- ❌ All invoices
- ❌ All budgets
- ❌ All crew assignments
- ❌ All equipment records
- ❌ All maintenance history
- ❌ All trip data
- ❌ All documents and photos
Before deleting:
- Export all data (Reports → Export)
- Download all documents and photos
- Inform all users with access
- Consider archiving instead
Asset Duplication
Create a new asset based on an existing one:
- Open source asset
- Click three-dot menu (⋮)
- Select “Duplicate Asset”
- Modify name and key fields
- Save new asset
What gets duplicated:
- Basic information
- Technical specifications
- Equipment (optional)
- Departments (optional)
What doesn’t get duplicated:
- Financial data (invoices, budgets)
- Crew assignments
- Maintenance history
- Trip data
Useful when adding similar assets (e.g., multiple properties, fleet of vehicles).
Transferring Asset Ownership
When selling or gifting an asset:
Prepare for Transfer
- Export all financial data
- Generate final reports
- Download all documents
- Clear pending invoices/payroll
Update Asset Information
- Change status to SOLD
- Add transfer date and notes
- Update registration (if transferred)
- Add new owner info (notes)
Remove Access
- Go to Users menu
- Revoke asset access for departing users
- Grant access to new owner/team (if they join your org)
Archive or Delete
- Archive - Keep historical data for reference
- Delete - Permanently remove (after export)
Asset Reporting
Generate reports for individual assets:
- Select asset from asset selector
- Go to Reports → Analytics
- Choose report type:
- Financial summary
- Spending trends
- Budget vs. actual
- Crew costs
- Maintenance costs
- Trip analysis
Export Options:
- PDF (professional formatting)
- CSV (raw data)
- Excel (with charts)
Asset Comparison
Compare multiple assets side-by-side:
- Go to Reports → Asset Comparison
- Select 2-4 assets
- Choose metrics:
- Total spending
- Budget utilization
- Crew costs
- Operating hours
- Maintenance costs
Best Practices
Regular Maintenance
Update asset information regularly:
- Monthly - Check and update valuations
- Quarterly - Review specifications after upgrades
- Annually - Update insurance values
- After Refits - Document all changes
Documentation
Keep comprehensive records:
- Photos - Before/after upgrades
- Receipts - Major purchases
- Certificates - Registration, classification
- Logs - Maintenance logs, trip logs
Team Communication
When updating assets:
- Notify Team - Inform relevant users of changes
- Add Notes - Explain why changes were made
- Update Docs - Keep documentation current
Common Tasks
Quick links to common asset management tasks:
- Create new asset
- Update asset status
- Upload photos
- Export asset data
- Delete asset
- Set user permissions
Next: Learn about Asset Types to understand type-specific features and best practices.