Introducing Projects in UniAsset

Introduction

Organizations rarely use assets only as a static inventory.

They use them to run initiatives: an event, a building cleanup, a health camp, a warehouse fit-out, a seasonal inspection programme. Those initiatives have a purpose, a period of activity, the people involved, and the equipment that supports the work.

Tracking assets one by one still matters. But when the question becomes “which assets are earmarked for this initiative, who is on the team, and what work is attached?”, a flat asset register is not enough.

Today, we're introducing Projects in UniAsset.

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What Projects is for

A Project is an operational initiative that brings together:

• Assets earmarked for the work
• People on the project team
• Tasks and milestones
• Linked work orders, when maintenance work is part of the same effort

A project can be short — a three-day event — or remain active for months or years while an organization continues to coordinate the same initiative.

Projects is not another asset category, and it is not a full project-management suite. It is a coordination layer on top of the asset system of record you already use.

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Why UniAsset added Projects

Asset operations and initiative coordination often live in different places.

Assets sit in the register. People and ownership live in assignment and check-out. Maintenance lives in work orders. The “why this equipment is involved right now” lives in spreadsheets, chat threads, or someone's memory.

That gap creates familiar problems:

• Equipment is reserved for an initiative, but nobody can see that context on the asset
• Assignment and temporary custody get reused as stand-ins for “this is for the event”
• When the initiative ends, it is unclear what should be released, completed, or left in place

Projects closes that gap by giving the initiative its own record — without replacing assignment, check-out, location, or maintenance.

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How organizations use Projects

Event operations

An event company creates a project for a venue engagement, allocates staging gear and AV kits to that project, adds coordinators and technicians to the team, and tracks tasks through show day. When the event ends, allocations are released. Assignment and check-out still handle who is responsible and who physically holds each item.

Facilities and building services

A facilities team creates a project for a planned building cleanup. Cleaning equipment and access tools are earmarked for the project. Tasks and milestones track preparation, execution, and handover. Linked work orders can capture corrective work discovered during the cleanup without losing the project context.

Healthcare and outreach

A hospital coordinates a health camp as a project. Medical devices and kits are allocated to the camp for its dates. Team members and milestones keep the operation coherent. Custody of each device remains a separate decision — allocation alone does not move equipment out of the store or onto a trolley.

These examples all use the same idea: the project explains the initiative; asset records continue to explain ownership, location, and custody.

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How Projects fits the UniAsset model

Project lifecycle

Projects move through a clear status path:

Planned → Active ↔ On hold → Completed or Cancelled

You start a project when work begins. You can put it on hold and resume it. Completing or cancelling is deliberate — a planned end date does not automatically close the project or release allocated assets.

Archiving removes a finished project from day-to-day lists while preserving history.

Asset allocation

On a project's Assets tab, you allocate existing assets to the initiative and optionally record a purpose. You can release an allocation when the earmark is no longer needed.

This is the distinction that matters most:

Allocating an asset does not assign it, check it out, move its location, or change its lifecycle status.

Those remain separate actions when physical custody or responsibility actually changes.

Team, tasks, milestones, and work orders

A project can include:

• Team members from your People directory, with project roles such as Project Manager, Coordinator, Member, or Observer
• Tasks with optional assignees, priorities, and due dates
• Milestones with target dates and progress derived from completion
• Work orders linked from existing maintenance work in the same organization

Progress for tasks and milestones is shown from completed versus total counts — not as a fabricated overall percentage that mixes unrelated work.

Visibility on the asset

When an asset is allocated, that context appears on the asset where it is useful:

• Overview — Project Allocations, when allocations exist
• Upcoming Dates — the allocation period drawn from project planned dates and any allocation release dates
• Activity — allocation and release events in the asset history

Assets without project allocations do not show an empty allocations section. Absence is normal.

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What Projects deliberately does not do

Projects does not replace:

• Person assignment
• Check-out and return
• Location hierarchy or Sites
• Work order execution
• Preventive maintenance schedules

It also does not invent budgets, Gantt charts, dependency graphs, or automatic resource optimization. Those are not part of this launch.

The value is operational clarity: one place to see which assets, people, and work belong to an initiative.

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Availability

Projects is included on:

• Odyssey
• Cosmos
• Welcome (legacy early-access plan, while active)
• Nonprofit

Projects is locked on Nova and Orbit. Those plans still show Projects in navigation so the capability is discoverable; opening it presents the existing upgrade path rather than project data.

Role permissions still apply. A Viewer on Odyssey cannot create projects simply because the plan includes the capability.

See Understanding plans and capabilities for how plan gating works across UniAsset.

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Getting started

If Projects is available on your plan:

1. Open Dashboard → Projects
2. Create a project with a name and, optionally, planned dates, owner, department, and objectives
3. Allocate the assets the initiative depends on
4. Add the people coordinating the work
5. Track tasks, milestones, and linked work orders as the initiative progresses
6. Complete or cancel the project when the work is finished, and release allocations that should no longer be earmarked

UniAsset — asset operations with clear initiative context.

Getting started with Projects →

How to allocate assets to a project →

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Related Reading

• Getting Started with Projects
• How to Allocate Assets to a Project
• Managing Project Teams, Tasks, Milestones, and Work Orders
• Managing the Project Lifecycle
• Assignment, Location and Check-Out
• Understanding Plans and Capabilities

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UniAsset helps organizations manage assets clearly and confidently. With Projects, your register can reflect not only what you own, but which initiatives those assets are supporting.