Manage assets and equipment in rooms

Record each room's air conditioner, TV, beds and wardrobes with their condition, warranty and photos.

3 min read Updated Oct 28, 2026 Requires feature: Assets & equipment

An air conditioner, a TV, a mattress, a water heater: each is an asset with a value and a warranty period. Once recorded in VinaBos, you know which item sits in which room, whether it is in good shape or broken, and when the warranty ends. When a tenant moves out, you can compare quickly and avoid arguments about belongings.

Before you start

  • Your plan includes the Assets & equipment feature and your role has permission to create assets.
  • The building (and floor and room if you want to assign one) already exists in the system.
  • Have the asset code, name, brand, serial number, purchase date, purchase price and a photo ready.

Steps

  1. Open the Assets page

    In the menu, under Assets, click Assets. You see a list with status buttons All, In use, Under repair, Lost and Retired, each with a count. Building, category and condition filters sit above.

  2. Click Add asset

    Click Add asset (①).

    Asset list with the Add asset button (①) and the In use filter (②)
    Asset list with the Add asset button (①) and the In use filter (②)

  3. Fill in the asset details

    Enter the Asset code (for example TV-001) and Asset name. Choose a Category, Condition (new, good, fair, poor, broken) and Status. Fill in Brand, Model, Serial number, Purchase date, Purchase price and Warranty (months) if you have them.

  4. Assign a location

    Choose the Building (required). Floor and Room are optional: leave them empty for shared assets such as a water pump or cameras.

  5. Save

    Add a photo of the asset if you have one, then click Create asset (③).

    Add asset form: Asset code (①), Building (②) and the Create asset button (③)
    Add asset form: Asset code (①), Building (②) and the Create asset button (③)
Tip

Use an easy-to-remember code pattern, such as type plus room number (AC-101 for the air conditioner in room 101). Searching by code in the search box is then very fast.

Note

When an asset breaks, change its Status to Under repair; if you sell or discard it, choose Retired so the history is kept.

FAQ

Can I get a deleted asset back?

The asset detail shows when it was deleted. If you need it back, ask an admin to check; it is better to change the status than to delete.

I cannot pick a Room

You need to choose a Building first before the floor and room lists appear.

Next step

Equipment is broken and needs repairing: Manage vendors and repairers →

Next step Manage vendors and repairers Previous: Book and manage room viewings