Please note that while this guide is aimed at the Block and BTR/PRS markets, Lettings clients can also use Fixflo for asset management; please reach out to our support team for more assistance.
For an introduction to assets in Fixflo, please click here.
It's important to acknowledge that assets have a life cycle; they don't last forever and need to be maintained! Often they need to be fixed and inspected, sometimes refurbished or upgraded. From a business perspective, you will want to get the most out of your assets for a return on financial investment. As such, it's imperative that you keep them in good working order - and Fixflo can help with that.
Benefits of good asset management:
- Help with more realistic budgeting, enabling cost savings in the mid-long term
- Aid in the planning and execution of major replacements and financial planning
- Help to forecast 'predictive' maintenance vs reactive maintenance
- Improve performance of assets and prolong their lifespan
- Reduce the safety and security risks of operating the assets
- Ensure buildings/sites are compliant with relevant legislation and regulations
- Understand trends in asset failures / better understand which makes/models/brands can be trusted
Fixflo can help you to track assets in one centralised place by having a clear list of all assets per building/property, and key information about each asset. This will allow you to view repair history linked to each asset to determine if it's worth its value. You can also split out the history by reactive repairs vs planned inspections/maintenance as necessary.
Please select the area of the guide you'd like to visit:
- Importing asset data - Block/Building level
- Importing asset data - Unit/Property level
- Sending us data
Importing asset data - Block/Building level
It's important to be able to import your asset register to get the data into Fixflo. To do this, we first of all recommend exporting your block/building data so that you can correctly identify and map the relevant asset to its location. Please click via Properties > Blocks, and use the Options button to Export as CSV:
Once you've exported the building data, please copy the below columns and paste them into the template attached to this guide titled 'Asset Import Template Building-Blocks':
- ExternalBuildingRef
- BuildingName
- BuildingAddressLine1
- BuildingAddressLine2
- BuildingTown
- BuildingCounty
- BuildingPostcode
If you wish to import multiple assets at the same building, simply add the same ExternalBuildingRef on multiple rows in the import template.
Please find below an explanation of the fields on the import template. We highly recommend that you fill out as many as possible in order to have the most comprehensive data within Fixflo:
| Header name | Explanation | Requirement | Example |
| ExternalAssetRef | This must be a unique reference if set, for example a reference from an external system. We highly recommend you enter this field! | Mandatory | 137-GRE#2 |
| AssetReference | This may be the same as above, and could be found on a label/tag of the asset. | Mandatory | Booster Pump: 137-GRE#2 |
| AssetName | This helps you identify the asset itself. | Mandatory | Booster Pump |
| AssetDescription | This field allows you to describe the asset as required. | Optional | Booster Pump |
| AssetLocation | You may wish to specify where the asset is located within a building. | Optional | Block communal area |
| AssetSerialNumber | A place to note the asset serial number. | Optional | GRE#2#4457.LIK2 |
| AssetManufacturer | A place to note manufacturer details. | Optional | Pump Tech |
| AssetModel | A place to note model details. | Optional | Borehole Pump KP12 |
| AssetQuantity | For example, you may have multiple of the same asset, and wish to keep a log of this somewhere. | Optional | 1 |
| IsAssetSubcontracted | This will default to 'Not specified' if no information is entered. If you wish to use this field, please use either 'TRUE' or 'FALSE'. | Optional | FALSE |
| IsAssetDeactivated | This will default to FALSE if not used. | Optional | FALSE |
| AssetInstallationDate | This should be in the format DD/MM/YYYY. | Optional | 01/03/2005 |
| AssetInstallationCost | No need for entering a currency, please just put a number (e.g. '65') - this should be the gross cost. | Optional | 129 |
A visual representation of how some of these fields would look on an asset register can be found below:
For information on asset warranties, please click here.
Importing asset data - Unit/Property level
It's important to be able to import your asset register to get the data into Fixflo. To do this, we first of all recommend exporting your unit/property data so that you can correctly identify and map the relevant asset to its location. Please click via Properties > Units/Properties, and use the Options button to Export as import CSV:
Once you've exported the unit/property data, please copy the below columns and paste them into the template attached to this guide titled 'Asset Import Template Properties-Units':
- ExternalPropertyRef
- PropertyAddressLine1
- PropertyAddressLine2
- PropertyTown
- PropertyCounty
- PropertyPostCode
- PropertyRelationship
If you wish to import multiple assets at the same unit/property, simply add the same ExternalPropertyRef on multiple rows in the import template.
Please find below an explanation of the fields on the import template. We highly recommend that you fill out as many as possible in order to have the most comprehensive data within Fixflo:
| Header name | Explanation | Requirement | Example |
| ExternalAssetRef | This must be a unique reference if set, for example a reference from an external system. We highly recommend you enter this field! | Mandatory | SMEG15A |
| AssetReference | This may be the same as above, and could be found on a label/tag of the asset. | Mandatory | SMEG15A-BRP |
| AssetName | This helps you identify the asset itself. | Mandatory | Smeg Fridge |
| AssetDescription | This field allows you to describe the asset as required. | Optional | Blue Smeg Fridge |
| AssetLocation | You may wish to specify where the asset is located within a building. | Optional | Kitchen |
| AssetSerialNumber | A place to note the asset serial number. | Optional | SMEG#1#4457.FF4 |
| AssetManufacturer | A place to note manufacturer details. | Optional | Smeg |
| AssetModel | A place to note model details. | Optional | FAB28 |
| AssetQuantity | For example, you may have multiple of the same asset, and wish to keep a log of this somewhere. | Optional | 1 |
| IsAssetSubcontracted | This will default to 'Not specified' if no information is entered. If you wish to use this field, please use either 'TRUE' or 'FALSE'. | Optional | FALSE |
| IsAssetDeactivated | This will default to FALSE if not used. | Optional | FALSE |
| AssetInstallationDate | This should be in the format DD/MM/YYYY. | Optional | 01/03/2005 |
| AssetInstallationCost | No need for entering a currency, please just put a number (e.g. '65') - this should be the gross cost. | Optional | 39 |
A visual representation of how some of these fields would look on a BTR 'Property' asset register can be found below:
For information on asset warranties, please click here.
Sending us data
Due to GDPR regulations, we have implemented a secure way of sending us the above files to ensure that your data is safe at all times. When you are ready, please log in to Fixflo and click via Setup > Imports (Administrator users only):
Then you need to click on the Import new data tab > Choose file:
Please amend the file type to 'All files':
Select the file you wish, and then press Upload:
This will allow us to access your data, and we can then make sure it is imported correctly for you. We are notified that the file us been imported, and will action the import shortly.
Please do this for each file you have.