Administration - Asset Infinity

Administration is where an administrator sets up the closed lists and policies the rest of the product reads — statuses, priorities, roles, sign-in rules, numbering, integrations — grouped into six areas, one card per screen.

The Administration screen, with its cards grouped into six areas

Open it from Setup → Administration in the navigation. The menu item only appears for people who can view configuration; somebody without that permission is not offered a screen with nothing on it for them.

How the screen works

Part	What it does
Search configuration	Narrows the cards as you type. It matches the card’s name and its one-line description, so typing “shifts”, “part categories” or “SLA” finds the card that holds them. A search that matches nothing says so in as many words, rather than leaving an empty page.
Area headings	The six areas below. An area with no card you can use — because every module behind it is switched off for your organisation, or because you lack the permission each card needs — is left out entirely rather than shown as an empty heading.
Cards	One per configuration screen. The bold line is the screen’s name; the line under it says what you set up there. Click anywhere on the card to open the screen.

Why a card might be missing

Two things decide whether you see a card, and both are decided per person:

Reason	What it means	What to do
The module is switched off or not in your plan	Cards such as Energy, Bookings, Tools, Lost and found or GST registrations belong to a module. If your organisation does not have that module switched on, the card is not drawn.	An administrator can switch it on under Modules. If it says not in your plan, ask your account manager.
You lack the card’s permission	A few cards open screens that are closed to anybody without a particular permission — Today, Numbering, Form studio, IT discovery, Webhooks, Data export, Operations, Reminders, Security events and Microsoft Clarity.	Ask an administrator for a role that holds it. See roles.

The platform’s own machinery — statuses, approval workflows, the audit trail, branding, the form studio, billing — has no module switch, so every organisation has those cards.

Every card, by area

The tables list every card exactly as the screen labels it, in the order the screen draws it.

Work and maintenance

Card	What you set up there	Documentation
Statuses and transitions	What each status means, what it does to SLA and editing, and where a record may go next	Statuses
Work orders	Priorities and service levels, what a priority promises at each site, the escalation ladder, work order types, resolution codes, and why a job needed longer	Work order settings — including the work order categories types are reported under
Work requests	Where reports come in from, what they are classified as, and what a reported severity suggests	Work request settings
Inspections	Inspection types, templates and the questions each published version asks	Inspection settings
Checklist library	The rounds a maintenance plan is built from — their steps, what each step must produce, and which plans took a copy	Checklist library

Assets and inventory

Card	What you set up there	Documentation
Failure taxonomy	What failed, how it failed and why it was allowed to — the vocabulary every reliability figure is grouped by	Failure taxonomy
Assets	Criticality scale, asset categories, asset types, meter types, manufacturers and models	Asset settings
Missing assets	The status an asset reported missing is moved to, and the status it comes back in when it is found. Only where the Missing assets module is on	Missing assets settings
IT discovery	Enrolments, collectors and connectors, which networks may be scanned and with which credentials, and how sure a match must be	IT discovery settings
Tools	Statuses and conditions that decide what can be issued, tool types, categories	Tool settings
Inventory	Reorder policy coverage, stores and bins, part categories	Inventory settings
Energy	What is metered and where, what a unit of it costs, and the reductions somebody has committed to	Energy settings
Lost and found	The kinds of thing the desk holds, and how long each kind is held before nobody is expected to claim it	Lost and found settings
Gatehouse	The kinds of device a site admits, the rules that decide before them, which need a manager’s signature before they may pass, and how long that signature lasts	Gatehouse settings
Labels	What a sticker says, the logos on it, the printers it goes to, and what has been printed	Labels

People and places

Card	What you set up there	Documentation
Access	People, what their roles let them do, how widely they reach, and who may decide in whose name	People and access · Roles
Authentication	Password rules, lockout, how long a session lasts, and who is signed in now	Authentication policy
Organisation	Who you are, the currencies and timezone every screen inherits, and what the product allows here	Organisation settings
Location types	The rungs a location tree is built from — building, floor, room, bay — and which sites use each	Location types
Organisation structure	Companies and business units, cost centres, departments and projects — the spine a site hangs from	Organisation structure
GST registrations	Each company’s GSTIN in every state it trades in, and which one each site sends goods under	GST registrations — only where India GST and e-way bills is switched on
Lists	Your organisation’s own named lists, and what is in each one	Lists, below
Branding and your own address	Your subdomain, a domain of your own, your logo and the cover on your sign-in page	Branding
Workforce	Skills and what authorises them, certifications, shifts, worker types, training courses	Workforce settings

Commercial

Card	What you set up there	Documentation
Currency	Exchange rates, and what this site has recorded that no rate can convert	Currency
Vendors, customers and contracts	Vendor types and service categories, contract types and what each category covers, and who work is done for	Commercial settings
Depreciation	The books, asset classes and policies, and the accounts each posting lands in	Depreciation settings
Fiscal Calendars	When your financial year starts, how it is divided into periods, and which of those are closed	Fiscal calendars
Bookings	The kinds of booking somebody can raise, and the rate cards that decide what one costs	Booking settings
Capex planning	What value makes a proposal Specified rather than Clubbed in each division, and the natures a consolidated plan is sliced by	Capex planning settings
FF&E planning	The areas a hotel’s FF&E plan is divided into, the product types filed under each, and the reasons a line gives	FF&E planning settings

Platform

Card	What you set up there	Documentation
Modules	Which parts of the product this organisation has, and which of them are switched on	Modules
Billing	What this organisation is on, and every invoice raised for it	Billing
Approval workflows	What has to be signed off before it happens, and by whom	Approval workflows
Audit	Who changed what and when, across every record — and what each value was before	Audit
Workflow activity	What is running, what has stopped, and what nobody can clear	Workflow activity
Rules	What the product should do by itself — and what it has actually done about it	Rules
AI	Whether it is on, whose API key it spends, which model answers, and what a day may cost	AI settings
Copilot activity	What it has actually been asked, what it suggested, and how often anybody agreed	Copilot
Today	What people see first when they sign in, for everybody and for each role	Today layouts
Numbering	What this organisation calls the work orders, purchase orders and permits it raises	Numbering
Localization	What the product says in each language your people read it in, and what is still untranslated	Localization
Form studio	What this site tracks that the product does not — the questions each record asks, where they are drawn and of whom	Form studio
Data export	A copy of everything this account can see, as CSV files you can open or load somewhere else	Data export
Import	Load a spreadsheet into the product, see what it will do before it does it, and undo it	Import
Operations	Whether the scheduled work is running, and what the product tried to send and could not	Operations
Reminders	Who is emailed before a warranty, a certificate or any other date on an asset, a location or a person runs out	Reminders
Notifications	Who is told what, the templates they are sent, what actually reached somebody — and what arrived	Notifications
Documents	Retention and what happens when it runs out, document categories, tags	Document settings
Document studio	What a work order pack, a certificate or a compliance report puts on the page — and what it has produced	Document studio

Workflow activity, Audit and Copilot activity are not configuration — they show what has happened. They are here because “where do I see who changed this” and “why is this approval stuck” are questions people bring to Administration.

Integrations

Card	What you set up there	Documentation
Identity providers	Connect your own SAML or OpenID Connect provider, map its groups to roles, and turn passwords off	Identity providers
API keys	Credentials for the systems that talk to this one — what each may do, when it stops, and what has been using it	API keys
MCP	What a language model may ask of this product, who it asks as, and every question it has been answered or refused	MCP
Webhooks	Tell your own systems when something happens here — signed calls to an address you choose, and the log of every one	Webhooks
File exchange	The servers this organisation swaps files with — what arrives from each, what leaves for it, and what every run did	File exchange
Security events	The audit trail as a feed your SIEM follows — a key that can read it and nothing else, and what it will receive	Security events
Microsoft Clarity	Record how people use the web app into your own Clarity project — what it may see and who it is told each person is	Microsoft Clarity

Lists

Lists holds your organisation’s own named lists — a “Category Master”, a list of shift patterns or a list of colours — each with its values on the same screen as its name. Name a list once with Add a list, add the values beneath it, and the same list is offered wherever a screen draws its values, such as a chosen-from-a-list question in the form studio. The stat strip counts lists and values, and a search box narrows the lists by name. A new organisation has none.

What is not in Administration

Assets, vendors, contracts, parts and sites are records you create, but they are not edited here. Each is edited on its own screen, beside its meters, its contracts, its coverage or its stock, because that context is the reason those screens exist. Somebody looking for an asset goes to the asset register; somebody looking for a site goes to the sites register. The Getting started checklist is beside Administration in the Setup group rather than inside it, because it is the list of what is still missing rather than a settings screen.

The order to set things up

Nothing forces an order, but each step below makes the next one easier.

Organisation, modules and branding

Your name, currencies and timezone on Organisation; which modules you use on Modules; your address and sign-in page on Branding.

Sites and locations

Everything hangs off where things are. Decide the boundaries first — see setting up sites — then build them on the sites register.

Organisation structure

Companies, business units, cost centres and departments, if cost has to roll up beyond a single site. Organisation structure

Roles, then people

A new organisation has one role, the System Administrator. Compose narrower roles first, then invite people into them. Roles · People and access · Authentication

Asset configuration

The classification tree, criticality, meter types, manufacturers and models — before you load assets. Asset settings

Work configuration

Priorities and their service levels, work order types, resolution codes, request sources and categories. Work orders · Work requests

Workforce, inventory and tools

Skills, certifications and shifts; stores, bins and reorder policy; tool statuses and conditions. Workforce · Inventory · Tools

Statuses, forms and numbering

Adjust lifecycles, add the fields your organisation tracks and decide what records are called, once you have seen the defaults in use. Statuses · Form studio · Numbering

Notifications and approvals

Who is told what, and what has to be signed off first. Notifications · Approval workflows

Load your data

Work down Getting started, importing the files you have.

Generic lists

A handful of small lists — tool conditions are the usual example — are edited on a generic list screen rather than a designed one. You reach one from a link on the configuration screen that owns it, or from Add one on the Getting started checklist when a line has no designed screen. The address has the form /admin/ followed by the list’s name.

Part	What it does
Heading and count	The list’s name, with the group it belongs to above it (for example Tools) and the number of records it holds.
Export	Downloads the rows currently shown, as a file. Only offered when you hold the export permission for that list; the number beside it is how many rows the file will carry.
All entities	Back to Administration.
New …	Opens the form for a new row, named for the list — New tool condition, for instance. Only shown when you may add rows.
Search	Asks the server for matching rows across the whole list.
Views, Filter, Columns	Save a view of the list, filter any column by its type (text, number, yes or no, a date, or a fixed set of choices, offered in words), and choose which columns are shown — Columns has a search box for a long list. The first six fields are shown by default; the rest, and any fields your organisation has added in the form studio, are in Columns. Created by, Created, Modified by and Modified are offered there too, where the list records them.
Row actions	A pencil to edit and a red bin to delete, held in view at the right of the row and each shown only when your role allows it. Deleting asks you to confirm and cannot be undone.
Waiting for approval	Where your organisation approves changes to this list, a row with an approval open on it shows which approval in its own column, a banner above the table says so, and its pencil and bin are disabled — hover over one to read This record is waiting for approval and cannot be changed yet. The row can be changed again once the approval is decided.

A list larger than 500 rows loads its first 500; the footer says so, and that sorting and column filters apply to the rows loaded while the search box looks at all of them. Some lists can be put in order by dragging rows, where the order matters — a ladder of levels, for example. The form a generic list opens is built from the list’s own fields, so it always matches what a row holds. Required fields are marked, and a field that may only be set once says so.

Prefer switching an entry off to deleting it. A row that is no longer active stops being offered on new records and still reads correctly on old ones — a job closed against a resolution code you have retired still shows what it was closed as. Deleting a row that records still use is refused.

If you open a list your role may not administer, the screen says it is administered by somebody else rather than showing an empty table. If the list belongs to a module your organisation has switched off, it says the module is not enabled.

Who can use Administration

To	You need
See the Administration menu item and most cards	The permission to view configuration (Configuration · view on the permission grid)
Change a configuration screen	The matching edit permission, usually Configuration · edit
Open Today, Numbering, Form studio, IT discovery, Webhooks, Data export, Operations, Reminders, Security events, Microsoft Clarity	Each card’s own permission — see the permission reference under Setup

A screen you can read but not change says so at the foot, rather than letting you edit and then refusing the save.