Asset Management

Overview

Xenia’s asset management system allows you to track equipment, machinery, and other physical assets across your locations. Key features include:

Hierarchical assets: Create parent-child relationships (e.g., HVAC System → Compressor → Filter)
Location binding: Associate assets with specific locations
Service tracking: Schedule and record maintenance activities
QR codes: Enable quick asset identification via QR scanning
Task integration: Link tasks to specific assets for maintenance workflows

Asset CRUD Operations

List All Assets

Retrieve assets with optional filtering and pagination.

curl -X GET "https://api.xenia.team/api/v1/mgt/workspaces/{workspaceId}/assets" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}"

Query Parameters:

Parameter	Type	Description
`page`	number	Pagination page number
`perPage`	number	Items per page (0 or omit = return all)
`searchText`	string	Search filter for asset name/description

Response:

{
  "status": "success",
  "code": 200,
  "data": {
    "assets": [
      {
        "id": "asset-uuid-1",
        "name": "HVAC Unit #1",
        "description": "Main building HVAC system",
        "model": "Carrier 24ACC636A003",
        "serialNumber": "SN-2024-001234",
        "purchaseDate": "2022-03-15",
        "LocationId": "location-uuid",
        "Location": {
          "id": "location-uuid",
          "name": "Building A - Roof"
        },
        "ParentId": null,
        "isQREnable": true,
        "attachments": ["https://storage.example.com/manual.pdf"],
        "createdAt": "2022-03-20T10:00:00Z"
      }
    ],
    "pagination": {
      "page": 1,
      "perPage": 50,
      "total": 127,
      "totalPages": 3
    }
  }
}

List Assets by Location

Get all assets at a specific location.

curl -X GET "https://api.xenia.team/api/v1/mgt/workspaces/{workspaceId}/locations/{locationId}/assets" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}"

List Assets with Location Filter (POST)

Filter assets by multiple locations.

curl -X POST "https://api.xenia.team/api/v1/mgt/workspaces/{workspaceId}/assets/list" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "locations": ["location-uuid-1", "location-uuid-2"]
  }'

Get Asset by ID

Retrieve detailed information about a specific asset.

curl -X GET "https://api.xenia.team/api/v1/mgt/workspaces/{workspaceId}/assets/{assetId}" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}"

Response:

{
  "status": "success",
  "code": 200,
  "data": {
    "id": "asset-uuid",
    "name": "HVAC Unit #1",
    "description": "Main building HVAC system - Rooftop unit serving floors 1-5",
    "model": "Carrier 24ACC636A003",
    "serialNumber": "SN-2024-001234",
    "purchaseDate": "2022-03-15",
    "LocationId": "location-uuid",
    "Location": {
      "id": "location-uuid",
      "name": "Building A - Roof"
    },
    "ParentId": null,
    "SubAssets": [
      {
        "id": "sub-asset-1",
        "name": "Compressor",
        "model": "Copeland ZR57K3E"
      },
      {
        "id": "sub-asset-2",
        "name": "Air Filter",
        "model": "MERV-13 24x24x2"
      }
    ],
    "isQREnable": true,
    "avatar": "https://storage.example.com/hvac-photo.jpg",
    "attachments": [
      "https://storage.example.com/installation-manual.pdf",
      "https://storage.example.com/warranty.pdf"
    ],
    "createdAt": "2022-03-20T10:00:00Z",
    "updatedAt": "2024-06-15T14:30:00Z"
  }
}

Create Asset

Create a new asset with optional sub-assets.

curl -X POST "https://api.xenia.team/api/v1/mgt/workspaces/{workspaceId}/assets" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "name": "Industrial Refrigerator",
    "description": "Walk-in cooler for kitchen storage",
    "model": "True TWT-48SD",
    "serialNumber": "TWT48-2024-5678",
    "purchaseDate": "2024-01-10",
    "LocationId": "kitchen-location-uuid",
    "isQREnable": true
  }'

Request Body:

Field	Type	Required	Description
`name`	string	Yes	Asset name
`description`	string	No	Detailed description
`model`	string	No	Model number/name
`serialNumber`	string	No	Serial number
`purchaseDate`	string	No	Purchase date (ISO 8601)
`LocationId`	UUID	No	Location where asset is installed
`ParentId`	UUID	No	Parent asset ID (for sub-assets)
`SubAssets`	object	No	Nested sub-assets structure
`attachments`	string[]	No	URLs to attached documents
`isQREnable`	boolean	No	Enable QR code for this asset

Permission Required: CAN_MANAGE_ASSETS

Asset creation may be limited by your subscription plan. Contact support if you receive a paywall error.

Update Asset

Modify an existing asset’s details.

curl -X PATCH "https://api.xenia.team/api/v1/mgt/workspaces/{workspaceId}/assets/{assetId}" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "name": "HVAC Unit #1 (Primary)",
    "description": "Updated description with maintenance notes",
    "LocationId": "new-location-uuid"
  }'

Delete Assets

Delete one or more assets.

curl -X DELETE "https://api.xenia.team/api/v1/mgt/workspaces/{workspaceId}/assets" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "assetIds": ["asset-uuid-1", "asset-uuid-2"]
  }'

Deleting a parent asset will also delete all sub-assets in its hierarchy.

Asset Tasks

Get all tasks associated with an asset.

curl -X GET "https://api.xenia.team/api/v1/mgt/workspaces/{workspaceId}/assets/{assetId}/tasks" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}"

Response:

{
  "status": "success",
  "code": 200,
  "data": [
    {
      "id": "task-uuid-1",
      "title": "Monthly HVAC Filter Replacement",
      "status": "Open",
      "dueDate": "2024-12-31T17:00:00Z",
      "assignees": [
        { "id": "user-uuid", "fullName": "John Smith" }
      ]
    },
    {
      "id": "task-uuid-2",
      "title": "Annual HVAC Inspection",
      "status": "Completed",
      "dueDate": "2024-06-15T17:00:00Z"
    }
  ]
}

Asset Services (Maintenance Tracking)

Track scheduled maintenance, service history, and costs for your assets.

Feature Required: Asset services require the ASSET_SERVICE feature to be enabled for your workspace.

List Asset Services

Retrieve services with filtering and pagination.

curl -X POST "https://api.xenia.team/api/v1/mgt/workspaces/{workspaceId}/assets/services/list" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "offset": 0,
    "limit": 100
  }'

Request Body:

Field	Type	Description
`filters.asset`	string[]	Filter by asset IDs
`filters.status`	string	Filter by status: `"upcoming"`, `"overdue"`, `"completed"`
`sort`	array	Sort criteria
`offset`	number	Skip N records (default: 0)
`limit`	number	Max records to return (default: 100)

Response:

{
  "status": "success",
  "code": 200,
  "data": {
    "services": [
      {
        "id": "service-uuid-1",
        "title": "Quarterly Filter Replacement",
        "description": "Replace MERV-13 filters",
        "date": "2024-12-15T10:00:00Z",
        "isCompleted": false,
        "cost": null,
        "Asset": {
          "id": "asset-uuid",
          "name": "HVAC Unit #1"
        },
        "reminder": {
          "enabled": true,
          "daysBefore": 7
        }
      }
    ],
    "counts": {
      "upcoming": 5,
      "overdue": 2,
      "completed": 48
    }
  }
}

Get Service by ID

curl -X GET "https://api.xenia.team/api/v1/mgt/workspaces/{workspaceId}/assets/services/{serviceId}" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}"

Create Asset Service

Schedule a new maintenance service.

curl -X POST "https://api.xenia.team/api/v1/mgt/workspaces/{workspaceId}/assets/services" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "assetId": "asset-uuid",
    "title": "Annual Compressor Inspection",
    "description": "Full inspection of compressor unit including refrigerant levels, electrical connections, and performance test",
    "date": "2025-03-15T09:00:00Z",
    "reminder": {
      "enabled": true,
      "daysBefore": 14
    }
  }'

Request Body:

Field	Type	Required	Description
`assetId`	string	Yes	Asset this service is for
`title`	string	Yes	Service title
`description`	string	No	Detailed service description
`date`	string	Yes	Scheduled service date (ISO 8601)
`reminder`	object	No	Reminder configuration
`reminder.enabled`	boolean	No	Enable reminder notifications
`reminder.daysBefore`	number	No	Days before service to send reminder
`isCompleted`	boolean	No	Mark as already completed
`cost`	number	No	Service cost (if completed)

Response:

{
  "status": "success",
  "code": 200,
  "data": {
    "id": "new-service-uuid",
    "title": "Annual Compressor Inspection",
    "date": "2025-03-15T09:00:00Z",
    "isCompleted": false,
    "AssetId": "asset-uuid"
  }
}

Update Asset Service

Modify a scheduled service.

curl -X PATCH "https://api.xenia.team/api/v1/mgt/workspaces/{workspaceId}/assets/services/{serviceId}" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "title": "Annual Compressor Inspection (Rescheduled)",
    "date": "2025-04-01T09:00:00Z",
    "description": "Rescheduled due to parts availability"
  }'

Complete Asset Service

Mark a service as completed with optional cost and comments.

curl -X PATCH "https://api.xenia.team/api/v1/mgt/workspaces/{workspaceId}/assets/services/{serviceId}/complete" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "cost": 450.00,
    "comment": "Replaced capacitor, recharged refrigerant to spec. System operating normally."
  }'

Request Body:

Field	Type	Required	Description
`cost`	number	No	Total service cost
`comment`	string	No	Completion notes/comments

Delete Asset Service

curl -X DELETE "https://api.xenia.team/api/v1/mgt/workspaces/{workspaceId}/assets/services/{serviceId}" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}"

Common Workflows

Importing Assets from CMMS/EAM

Example Integration:

# Step 1: Create parent asset
PARENT_ID=$(curl -X POST ".../assets" \
  -d '{
    "name": "Chiller System #1",
    "model": "Trane CVHE",
    "serialNumber": "CVHE-2020-1234",
    "LocationId": "mechanical-room-uuid"
  }' | jq -r '.data.id')

# Step 2: Create child assets
curl -X POST ".../assets" \
  -d "{
    \"name\": \"Chiller Compressor\",
    \"model\": \"Trane CHHP\",
    \"ParentId\": \"${PARENT_ID}\"
  }"

# Step 3: Schedule maintenance
curl -X POST ".../assets/services" \
  -d "{
    \"assetId\": \"${PARENT_ID}\",
    \"title\": \"Annual Chiller Inspection\",
    \"date\": \"2025-06-01T08:00:00Z\",
    \"reminder\": {\"enabled\": true, \"daysBefore\": 30}
  }"

Tracking Maintenance Costs

# Get all completed services for cost analysis
curl -X POST ".../assets/services/list" \
  -d '{
    "filters": {
      "status": "completed"
    },
    "limit": 1000
  }'

# Sum costs by asset for reporting
# Response includes cost field for each completed service

Asset Lifecycle Management

# 1. Create asset when purchased
curl -X POST ".../assets" \
  -d '{
    "name": "New Equipment",
    "purchaseDate": "2024-12-01",
    "model": "Model XYZ"
  }'

# 2. Schedule initial services
curl -X POST ".../assets/services" \
  -d '{
    "assetId": "asset-uuid",
    "title": "Initial Setup & Calibration",
    "date": "2024-12-15T09:00:00Z"
  }'

# 3. Track ongoing maintenance via services
# 4. When asset is retired, delete it
curl -X DELETE ".../assets" \
  -d '{"assetIds": ["asset-uuid"]}'

Best Practices

Use hierarchical assets for complex equipment

Break down complex systems into parent/child assets. This enables granular maintenance tracking and makes it easier to identify which component needs service.

Include model and serial numbers

Always populate model and serialNumber fields. This helps with warranty claims, parts ordering, and maintenance documentation.

Attach documentation

Use the attachments field to link manuals, warranty documents, and installation guides directly to assets.

Enable QR codes for field access

Set isQREnable: true for assets that field workers need to quickly identify. They can scan the QR to pull up asset details and history.

Schedule recurring services

Create service records for all planned maintenance. Use reminders to ensure nothing is missed.

Track costs consistently

Always record cost when completing services. This data enables total cost of ownership analysis and budget planning.

Location Hierarchy - Organize locations where assets are installed
Task Management - Create maintenance tasks for assets
Location Members - Assign technicians to asset locations

Getting Started

Workflows

Integrations

Overview

Asset CRUD Operations

List All Assets

List Assets by Location

List Assets with Location Filter (POST)

Get Asset by ID

Create Asset

Update Asset

Delete Assets

Asset Tasks

Asset Services (Maintenance Tracking)

List Asset Services

Get Service by ID

Create Asset Service

Update Asset Service

Complete Asset Service

Delete Asset Service

Common Workflows

Importing Assets from CMMS/EAM

Tracking Maintenance Costs

Asset Lifecycle Management

Best Practices

Getting Started

Workflows

Integrations

​Overview

​Asset CRUD Operations

​List All Assets

​List Assets by Location

​List Assets with Location Filter (POST)

​Get Asset by ID

​Create Asset

​Update Asset

​Delete Assets

​Asset Tasks

​Asset Services (Maintenance Tracking)

​List Asset Services

​Get Service by ID

​Create Asset Service

​Update Asset Service

​Complete Asset Service

​Delete Asset Service

​Common Workflows

​Importing Assets from CMMS/EAM

​Tracking Maintenance Costs

​Asset Lifecycle Management

​Best Practices

​Related Guides

Overview

Asset CRUD Operations

List All Assets

List Assets by Location

List Assets with Location Filter (POST)

Get Asset by ID

Create Asset

Update Asset

Delete Assets

Asset Tasks

Asset Services (Maintenance Tracking)

List Asset Services

Get Service by ID

Create Asset Service

Update Asset Service

Complete Asset Service

Delete Asset Service

Common Workflows

Importing Assets from CMMS/EAM

Tracking Maintenance Costs

Asset Lifecycle Management

Best Practices

Related Guides