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Anyone using FieldPulse for equipment asset tracking?

Anita Sharma

Our organization is exploring options for tracking customer equipment assets and their associated preventive maintenance schedules. We currently maintain this data in a separate system, which creates synchronization challenges with our field service operations.

I am evaluating whether FieldPulse can serve as a unified platform for the following requirements:

  1. Equipment registry — serial numbers, model information, installation dates, warranty expiration
  2. Customer association — linking multiple assets to a single customer record
  3. Maintenance scheduling — automatic generation of recurring work orders based on time intervals or usage cycles
  4. Service history — complete maintenance history per asset across multiple work orders

Has any organization successfully implemented this workflow? I am particularly interested in understanding:

  • Whether you utilize custom fields, tags, or another mechanism for asset identification
  • How you manage recurring maintenance schedules without excessive manual intervention
  • Any limitations encountered regarding reporting or data export
  • Integration approaches with external asset management systems, if applicable

I have reviewed the documentation on recurring work orders and custom checklist templates, but I am seeking practical implementation guidance from organizations with similar requirements.

Thank you for any insights you can provide.

  • We've been doing something similar for about a year now. Not perfect, but it works.

    What we ended up doing:

    • Created a custom field called "Asset ID" on work orders — we use the customer's equipment serial number
    • Tag each work order with equipment type (HVAC, refrigeration, etc.) so we can filter reports
    • Set up recurring work orders tied to the customer record, not the asset itself — this is the limitation

    Pro tip: We add the asset details in the work order notes template so techs see the full history when they open the job. Not automatic, but they know to scroll down and check previous visits.

    The big gap is that FieldPulse doesn't have a true "asset" object with its own lifecycle. You're basically using work orders as your audit trail. Works for service history, not great for warranty tracking or depreciation.

    We export to CSV monthly and sync with our finance system for the actual asset register. Bit manual but keeps everyone aligned.

  • in reply to Josh Mercer

    Josh, thank you for this detailed response. The approach of utilizing custom fields and tags is consistent with what I had considered.

    I have a follow-up question regarding your data export process. Do you employ the standard CSV export functionality, or have you implemented an automated solution via the API? I am concerned about maintaining data consistency if the process relies on manual execution.

  • From a governance perspective, there are several considerations worth noting when using FieldPulse for asset tracking in this manner.

    Data integrity risks

    The approach described above — using work order custom fields as your primary asset identifier — creates orphan records if work orders are deleted or archived. It is worth noting that FieldPulse does not enforce referential integrity between work orders in the manner a dedicated asset management system would.

    Audit trail limitations

    Changes to custom field values are not captured in the audit log with the same granularity as core record modifications. From a compliance perspective, this may present challenges if your organization is subject to equipment tracking regulations (e.g., EPA refrigerant tracking, FDA equipment validation).

    Recommended hybrid approach

    We maintain our authoritative asset register in a dedicated CMDB with full lifecycle management. FieldPulse serves as the operational execution layer only. Integration is implemented via API with daily synchronization of:

    1. Active asset list (push to FieldPulse as reference data)
    2. Completed maintenance events (pull from FieldPulse to CMDB)

    This preserves the single source of truth while enabling field operations. It does require development resources, but the risk reduction is significant.

  • in reply to Fatima Al-Rashid

    Seconding Fatima's point about the API approach — that's what we do too.

    Heads up: the webhook for work order completion doesn't fire consistently if you're relying on it for sync. We ended up polling with a scheduled job instead. YMMV.

    One workaround that's worked for smaller teams without dev resources: use Zapier to append completed work orders to a Google Sheet, then import that to your asset system. Not real-time, but good enough for some use cases.

  • We've been running asset tracking in FieldPulse for two years now across ~800 pieces of customer equipment. Here's what actually works:

    Our setup

    • Customer name format: "ACME Corp - Unit 401 Rooftop" — we put the asset location right in the customer record name
    • Custom fields on customer record: Equipment serial, install date, warranty expiration, last PM date
    • Recurring work orders: Tied to customer, with asset details in the work order title

    Why this works better than custom fields on work orders

    When you put the data on the customer record, it persists across all work orders. You don't lose history if someone forgets to copy the serial number. Big difference in reporting.

    The reporting gap

    There's no built-in report that shows "all assets due for maintenance next month." We export customer records monthly and filter in Excel. Not elegant, but takes 10 minutes.

    Also — and this is something I wish we'd known — the customer portal can be configured so customers see their own equipment list. We've had good feedback on that.

    Happy to share our export template if anyone wants it.