HaloPSA Asset Management

Overview

Assets (also called Configuration Items or CIs) in HaloPSA represent managed devices, software, and other trackable items. Effective asset management is crucial for MSPs to track what's deployed at client sites, manage hardware lifecycle, and link service tickets to affected equipment.

Key Concepts

Asset

The primary entity representing a managed device or configuration item.

Asset Identification Fields

Asset Details

Asset Lifecycle Fields

Contract & Billing

Asset Types

Common asset types in HaloPSA:

Note: Asset types are configurable per instance. Query /api/AssetType for your values.

Asset Status

Note: Status IDs are configurable per instance. Query /api/AssetStatus for your values.

API Patterns

Creating an Asset

POST /api/Asset
Authorization: Bearer {token}
Content-Type: application/json

[
  {
    "devicename": "ACME-WS-001",
    "client_id": 123,
    "site_id": 456,
    "user_id": 789,
    "devicetype_id": 1,
    "status_id": 1,
    "manufacturer": "Dell",
    "model": "OptiPlex 7090",
    "serialnumber": "ABC123XYZ",
    "assettag": "ACME-001",
    "operatingsystem": "Windows 11 Pro",
    "operatingsystemversion": "22H2",
    "ipaddress": "192.168.1.100",
    "macaddress": "00:1A:2B:3C:4D:5E",
    "purchasedate": "2024-01-15",
    "purchaseprice": 1299.99,
    "warrantyexpires": "2027-01-15"
  }
]

Response

{
  "assets": [
    {
      "id": 5001,
      "devicename": "ACME-WS-001",
      "client_id": 123,
      "client_name": "Acme Corporation",
      "site_name": "Acme HQ",
      "status_id": 1,
      "status_name": "Active"
    }
  ]
}

Searching Assets

By client:

GET /api/Asset?client_id=123

By site:

GET /api/Asset?site_id=456

By type:

GET /api/Asset?devicetype_id=1

Active assets only:

GET /api/Asset?inactive=false

Search by name:

GET /api/Asset?search=ACME-WS

Warranty expiring soon:

GET /api/Asset?warrantyexpires_before=2024-03-31

Getting a Single Asset

GET /api/Asset/5001

With related data:

GET /api/Asset/5001?includedetails=true

Updating an Asset

POST /api/Asset
Authorization: Bearer {token}
Content-Type: application/json

[
  {
    "id": 5001,
    "status_id": 3,
    "notes": "Sent to vendor for motherboard repair"
  }
]

Bulk Asset Update

[
  { "id": 5001, "status_id": 1 },
  { "id": 5002, "status_id": 1 },
  { "id": 5003, "status_id": 4, "inactive": true }
]

Asset Relationships

Linking Asset to Ticket

When creating or updating a ticket, reference the asset:

[
  {
    "summary": "Workstation not booting",
    "client_id": 123,
    "asset_id": 5001,
    "tickettype_id": 1,
    "status_id": 1
  }
]

Linking Assets Together

Parent-child relationships (e.g., server and its VMs):

[
  {
    "id": 5010,
    "parent_id": 5009,
    "notes": "VM hosted on ACME-SRV-001"
  }
]

Asset History

Track changes via the audit log or custom fields.

RMM Integration

HaloPSA integrates with RMM tools to auto-sync assets.

Auto-Sync Fields

When integrated with an RMM, these fields typically auto-populate:

• devicename
• operatingsystem
• operatingsystemversion
• ipaddress
• macaddress
• lastauditdate

RMM Identifier

Matching Assets

async function matchOrCreateAsset(rmmDevice) {
  // 1. Try to match by RMM ID
  let asset = await findAssetByRmmId(rmmDevice.id);

  if (!asset) {
    // 2. Try to match by serial number
    asset = await findAssetBySerial(rmmDevice.serialNumber);
  }

  if (!asset) {
    // 3. Try to match by hostname + client
    asset = await findAssetByHostname(
      rmmDevice.hostname,
      rmmDevice.clientId
    );
  }

  if (asset) {
    // Update existing
    return updateAsset(asset.id, rmmDevice);
  } else {
    // Create new
    return createAsset(rmmDevice);
  }
}

Common Workflows

Hardware Procurement

1. Create asset as "On Order"

   [{ "devicename": "New Laptop", "status_id": 5, "client_id": 123 }]

1. Receive and configure

• Update with serial, asset tag
• Install software
• Update status to "Spare"

1. Deploy to user

• Assign user_id and site_id
• Update status to "Active"
• Create deployment ticket

Hardware Refresh

1. Identify aging assets

   GET /api/Asset?purchasedate_before=2020-01-01&inactive=false

1. Generate refresh report

• List assets over X years old
• Calculate replacement cost

1. Plan replacement

• Order new equipment
• Schedule deployment tickets
• Update old assets to "Retired"

Warranty Management

1. Find expiring warranties

   GET /api/Asset?warrantyexpires_before=2024-06-30&warrantyexpires_after=2024-01-01

1. Generate renewal quotes
2. Update warranty dates after renewal

Asset Audit

async function auditClientAssets(clientId) {
  const assets = await getClientAssets(clientId);
  const report = {
    total: assets.length,
    active: 0,
    noWarranty: [],
    missingSerial: [],
    oldOS: []
  };

  assets.forEach(asset => {
    if (!asset.inactive) report.active++;

    if (!asset.warrantyexpires || new Date(asset.warrantyexpires) < new Date()) {
      report.noWarranty.push(asset);
    }

    if (!asset.serialnumber) {
      report.missingSerial.push(asset);
    }

    if (asset.operatingsystem?.includes('Windows 10') &&
        new Date(asset.purchasedate) < new Date('2020-01-01')) {
      report.oldOS.push(asset);
    }
  });

  return report;
}

Error Handling

Common API Errors

Validation Patterns

function validateAsset(asset) {
  const errors = [];

  if (!asset.devicename || asset.devicename.trim() === '') {
    errors.push('Device name is required');
  }

  if (!asset.client_id) {
    errors.push('Client ID is required');
  }

  if (asset.macaddress && !isValidMac(asset.macaddress)) {
    errors.push('Invalid MAC address format');
  }

  if (asset.ipaddress && !isValidIP(asset.ipaddress)) {
    errors.push('Invalid IP address format');
  }

  return {
    isValid: errors.length === 0,
    errors
  };
}

Best Practices

1. Use consistent naming - Establish hostname conventions (CLIENT-TYPE-###)
2. Track serials - Essential for warranty and vendor support
3. Link to clients - Every asset should have a client_id
4. Update status promptly - Keeps inventory accurate
5. Document lifecycle - Purchase date, warranty, refresh date
6. Sync with RMM - Automated updates reduce manual effort
7. Regular audits - Compare RMM data vs PSA records
8. Track costs - Purchase price and depreciation

Asset Reports

Assets by Type

GET /api/Asset?groupby=devicetype_id&count=true

Assets by Client

GET /api/Asset?groupby=client_id&count=true

Asset Value by Client

async function getAssetValueByClient() {
  const clients = await fetchAllClients();
  const results = [];

  for (const client of clients) {
    const assets = await getClientAssets(client.id);
    const totalValue = assets.reduce(
      (sum, a) => sum + (a.purchaseprice || 0), 0
    );
    results.push({
      client_id: client.id,
      client_name: client.name,
      asset_count: assets.length,
      total_value: totalValue
    });
  }

  return results.sort((a, b) => b.total_value - a.total_value);
}

Related Skills

• HaloPSA Tickets - Link assets to tickets
• HaloPSA Clients - Client and site management
• HaloPSA Contracts - Asset billing and coverage
• HaloPSA API Patterns - Authentication and queries