New: Flexopus Asset Management

Excel spreadsheets, email ping-pong, and "who actually has the monitor?": office inventory management often feels like a side project that still eats up time every single day. This is exactly where Flexopus Asset Management comes in. The asset management software brings order to IT hardware, pool equipment, company vehicles, meeting accessories, or anything else that needs to be moved, borrowed, assigned, or documented in everyday office life.

Asset management vs. digital asset management – what is the difference?

The terms asset management and digital asset management are sometimes used differently. Traditional asset management refers to the administration of company resources such as devices, vehicles, tools, or office inventory. Digital Asset Management (DAM), on the other hand, often refers to systems for managing digital content like images, videos, and documents. Flexopus focuses on the digital management and booking of physical company resources.

Benefits of asset management software

Even the best workplace concept loses its impact if work equipment, vehicles, or devices are not managed transparently. Without structured inventory management, invisible chaos quickly ensues: devices go missing, responsibilities are unclear, needs overlap – and valuable working time is lost.

1. ‍Centralized overview: All company assets are recorded in one place.‍
2. Clear responsibilities: It is easy to track who an asset is assigned to.‍
3. Fewer double bookings: Bookable resources are made transparently available.‍
4. More efficient usage: Existing resources are utilized more effectively.‍
5. Less manual administration: Reduce reliance on Excel spreadsheets, emails, and individual coordination.
   

Especially in hybrid work models, where employees move between the office, home, and off-site appointments, asset management is essential. It ensures that all resources are used optimally, regardless of where work is being done.

Furthermore, it helps companies meet compliance requirements and keep track of lifecycles, maintenance, and responsibilities. This not only reduces administrative overhead but also minimizes the risk of loss and accounting errors.

Excel spreadsheets vs. asset management software

Assign assets to specific resources (desks, rooms) and employees

In everyday office life, the goal is to make assets available where they are needed: at the workstation, in the meeting room, or at a specific location. The big question, “Where is the graphics tablet?” is answered instantly.

Flexopus Asset Management integrates this concept into the booking workflow: when booking, users can see exactly where an asset is stored directly in the asset details.

In addition, Flexopus supports the permanent assignment of assets to individuals: you can permanently link items to employees to track company inventory transparently (e.g., personal laptops, company phones, company vehicles). This turns asset management into digital inventory managementthat can handle not only check-outs but also track responsibilities.

What assets can companies manage?

Some examples of assets that can be made bookable via Flexopus:

Hidden assets vs. visible assets: The difference in usage

Not every asset should be bookable by everyone. Some items are intentionally managed only internally as part of the inventory, while others are meant to be actively used by the team and available for booking. Flexopus provides several settings to manage exactly this:

Visible, bookable assets

An asset with a “Flexible” status is visible to users and can be booked. This is ideal for pool equipment such as projectors, test devices, or HDMI cables. If you would like to learn more about making assets bookable, you can find the corresponding blog post here.

Hidden or restricted assets

There are two relevant statuses for assets that should not be freely bookable:

• Blocked: The asset is unavailable to everyone, e.g., due to a defect, inspection, or loss.
  
• Restricted: The asset can only be booked by admins on behalf of other users. This status is explicitly intended for inventory management or assets that require official approval. Bookings for such assets are managed exclusively within the admin context.

In addition, there is the option to publish or unpublish an asset. This allows you to decide whether an asset appears in the user area at all.

The result: You control for each asset whether it is an active part of daily work (visible and bookable) or is managed purely as an inventory record (restricted, not bookable, or unpublished). This exact separation is crucial for many companies because it clearly distinguishes between asset accounting and operational use without having to maintain two separate systems.

What import and export options are available in Flexopus Asset Management?

For asset accounting and inventory, a clean import of data and a comprehensive export are essential. This is exactly what the import/export function in Flexopus Asset Management is for: you can export a list of your assets to get an overview or to reuse data in other systems.

When setting up for the first time, assets can be conveniently uploaded via import to create an overview in Flexopus. Flexopus offers comprehensive asset analytics so that you have the best overview of your inventory.

You can then optionally attach QR codes and clearly inventory everything once via QR code assignment.

For further use of the data in third-party software for asset accounting, it is worth exporting all relevant data cleanly as an SVG. 

This creates a clean bridge between operational asset management in Flexopus and downstream processes covered by your asset accounting or asset accounting tool. You keep data centrally up to date instead of maintaining it multiple times.

How companies benefit from Flexopus Asset Management:

• Central overview: All assets - from pool vehicles to monitors - are digitally recorded and can be accessed at any time.
• Simple assignment & return: Employees book, receive, or return devices with just a few clicks via the dashboard or by QR code.
• Automated processes: Returns are documented automatically.
• High security: Role and permission management ensures that only authorized personnel have access to sensitive assets.
• Seamless integration: The module perfectly complements existing Flexopus solutions such as the desk sharing software, the visitor management or the meeting room display app.
  

Especially in times of hybrid work, it is crucial to use resources efficiently and manage them transparently. The Flexopus asset management software provides the ideal foundation for this – flexible, secure, and fully GDPR-compliant, hosted on European servers.

Asset management in practice: 3 examples

1. Digitally manage and book pool vehicles

Lisa works in sales and has a client meeting out of town tomorrow. She wants to use one of the company cars for this – a classic case for asset management.

In the past, Lisa would have sent several emails, made phone calls, or checked an Excel list to see which vehicle was available. Today, she simply opens the digital booking tool:

• She can see at a glance which pool vehicles are available.
• With one click, she reserves the desired car for the required period.
• The system can document details such as the driver, time, mileage, and reservation duration.

After use, Lisa can mark the vehicle as "returned" with just a few clicks. The company benefits in two ways:

• Transparency: Everyone can see in real time which vehicle is currently in use.
• Efficiency: No double bookings, no coordination errors.
• Traceability: All bookings and usage are documented in an audit-proof manner.

2. Assigning IT equipment to new employees

A new colleague is joining the company—let's call him Tom.
To ensure he can get started right away on his first day, a fair amount of equipment needs to be prepared: a laptop, monitor, headset, access card, and perhaps even a company mobile phone.

Using the appropriate software, the office team can see exactly which devices are available and who they are currently assigned to. With just a few clicks, the required assets are reserved for Tom and assigned to him permanently. In the background, the system automatically documents:

• Who received which device and when
• Serial numbers and the condition of the assets handed over
• Maintenance cycles or replacement dates
  

This gives not only the IT department an overview of the device inventory, but also HR and Facility Management know at all times which equipment is currently in circulation.

When Tom eventually leaves the company, all of his assigned inventory can simply be removed from his profile and reassigned—without any chaos, losses, or time-consuming coordination.

3. Manage lockers digitally

Employees need secure storage options for personal items, technical equipment, or documents—especially when fixed workstations no longer exist.

With an asset management system, lockers can also be managed centrally and used efficiently.

A practical example: Sarah works in the office on alternating days and needs a locker on those days to safely store her laptop and personal belongings. Using the digital booking system, she can reserve an available locker with just a few clicks. The system automatically assigns her an available compartment—optionally even with a digital lock or QR code access.

The facility team can see in the live plan in real time

• which lockers are currently occupied or free,
• who is assigned to which compartment,
• and when reservations end or need to be extended.
  

Temporary assignments—such as for interns, external guests, or project teams—can also be managed easily and transparently in this way.