Frequently Asked Questions

Your xAssets instance is usually hosted in the cloud by xAssets. You can access it from any device with any modern web browser or mobile device. When you sign up, we will send you a login. You can then log in and start using the system.

There are two main solutions, IT asset management, and fixed asset management.

Start with the instance which best fits your needs, and we can help you shape it to meet your exact requirements.

Yes, if you sign up with a business email address and our products are a good fit to your requirements, you can get a free instance. Just use the contact form, and let us know whether your main area of interest is IT Asset Management, Software Asset Management, Network Discovery, or Fixed Asset Management.

Free instances are limited to 100 IT assets, 1,000 fixed assets, and one user. However during your evaluation, there are no limits.

For IT Asset Management, our discovery tools are included with free instances.

We will give you all the help you need to get your free instance loaded with data and fully working to your requirements.

There are several ways to add assets into the system:

• Manually enter them - use the "New" link at the top of every main page
• Import from a spreadsheet
• Use the discovery tools to scan your networks and import the results
• Integrate with other systems such as Intune, SCCM, JAMF, Meraki, Entra, and many more, to pull data into xAssets
• Import them from your previous asset management software
• Where an asset record represents multiple assets, you can split it

The company logo is a server file (since it is displayed in your instance before users are logged in). xAssets support will set the logo for you free of charge.

There is no size limit. We keep track of instance size and advise customers when the instance size appear to be excessive. We can help you shrink the database by condensing history records as part of your support subscription.

To audit your assets with a barcode scanner, we have specific Audit types defined within xAssets, so you can conduct a "walkabout audit" of any type with a configured barcode scanner or with a key wedge scanner.

If you are auditing network devices, you can use the discovery tools to scan your networks and the results will be automatically imported.

Inventory health reports are included within the KPI reports, and you can create your own reports to check the status of your assets.

Asset register reports are included within the Asset menu to allow inspection of asset records already stored in the system.

Users are added via the Admin menu and "Users" option.

Note that free instances only permit one user.

Yes. All xAssets Software was designed from the ground up to be DoD compliant and our servers are hardened to DoD specifications before deployment. We backup frequently and store your data in secure data centers with all servers locked down to DoD security standards (STIG). All servers use disk mirroring and are backed up to a separate data center.

We use the latest security technologies and best practices to ensure your data is safe. Servers are patched frequently and subject to frequent tests and audits, including penetration testing, automated firewall healing and vulnerability scanning.

Customers can download a decryptable backup of their database periodically.

All communications are over SSL, so data is transmitted securely using TLS 1.2, which is the latest encryption technology.

All customer instances are stored in separate databases, so your data is not mixed with other customers, cross contamination is not possible, and cross-database querying is also not possible.

See our security page for more information. You can also read about our hosted infrastructure here.

Your data is stored in secure data centers on locked down servers in the United States and the United Kingdom. Some customers have an agreement with us to store in a specific jurisdiction, otherwise your data will be in the USA or UK.

All data centers carry SOC 2 certification.

Yes. Discovery communicates using a "Collection Server" - a small server placed in your network which communicates with endpoints. Discovered data is then encrypted and sent to your xAssets instance over SSL. The instance has no ability to poll your network, yet discovery jobs can be run on-demand or on a schedule.

We have an agent which can be deployed onto work-from-home computers. The agent can run in two modes, "always on", or "boot" mode. In "always on" mode you can run discovery jobs on-demand, and in "boot" mode the computer sends discovery information on every boot. The agent connects to a dedicated collection server over SSL and is fully encrypted, this then transmits data to your instance securely.

The agent can be deployed via a URL which can be emailed to the user, or it can be pushed out via Intune, SCCM, or other deployment tools. If the endpoints are temporarily located on your network, you can deploy directly to them.

Our endpoint management system is being tested right now, and is expected to be released in late 2024. This includes the ability to manage work-from-home devices, and to push software and updates to endpoints. You can execute on-demand scripts, force reboots and run MSI installations.

xAssets Network Discovery collects thousands of data items from endpoints, to give a full picture of everything you need to know about that endpoint.

This includes hardware, software, network configuration, patches, security settings, monitors, printers, devices/peripherals, and much more.

The system can be configured to collect any data from WMI, Registry, SNMP, SSH, HTTPS, and other protocols.

xAssets Network Discovery discovers all the following types of assets.

• Windows
• VMWare ESX
• Linux and Unix
• Apple Mac
• Docking Stations
• IP Phones
• SSH equipment
• SNMP equipment - routers, switches, firewalls and hubs etc
• IBM AIX
• Add custom discovery sockets through configuration
• Extract asset data from Intune, SCCM, AWS, Google Cloud, Azure and others

We also discover and store the relationships between assets, including parent/child relationships, and dependencies.

• PC and Laptops connected to monitors
• Virtual machine host to guest relationships
• Sql Server instances, databases, and files stored on a server
• Printers connected to PCs or to networks
• Subnet relationships

Software is fully discovered and recognized in the free version. You can inspect what software is installed but licenses cannot be saved to be matched against installed endpoints.

The full version of xAssets includes a complete Software Asset Management system which can track licenses, installations, usage, and compliance.

xAssets ITAM is a comprehensive software solution providing full lifecycle management of IT assets, including software licensing, procurement, maintenance, and disposal. It includes agentless network discovery, customizable reporting, and integration with various platforms like SCCM, Azure, and Intune.

Strategically, xAssets ITAM sits at the center of your IT operations, collecting data from all useful sources, and giving complete visibility of your IT estate. This helps you make informed decisions about your IT assets, optimize costs, and ensure compliance.

xAssets ITAM can be deployed both on-premises and as a cloud-based solution. You can use the software from any browser or mobile device. It can discover most device types, including Windows, Mac, Linux, Unix, network devices, virtual machines, and IP phones.

Yes, xAssets ITAM includes workflows for receiving new assets, deploying them to users, and disposing of them when they are no longer needed.

Typically assets can be received at each location, or they can be received centrally and then deployed to locations. Both these workflows are supported. All workflows can include email notifications, approvals, and end user acceptance emails. We can integrate with your procurement systems to know which orders are placed and received, and we can also provide you with a complete purchasing solution to cover procurement within xAssets.

Assets can be deployed to users. Typically you open the box and setup the device for the end user with your standard build, then you can deploy the asset to the user. Users can receive an email listing the assets we have deployed, and they can then accept or reject so the local IT support know that the deployment is completed and accepted. We also integrate with Microsoft Autopilot to allow notifications to go to users when their device is being built and when it is ready.

Disposals can also include end user approvals, and can be done in bulk or individually.

The software includes tools to automatically discover software installations across your network, helping ensure compliance with licensing agreements. We import your software licenses and match them against installations to give you a compliance position. You can allocate licenses to specific license pools, PCs, users, departments or locations, and they will be preferentially assigned during software compliance calculations.

Agentless network discovery means that no additional software or agents are needed on endpoints. This simplifies deployment hugely and reducing the management overhead, since there is nothing to maintain on endpoints.

We also offer an agent to allow discovery of remote computers such as work-from-home devices and cloud servers.

We can integrate with any system that has an API or a local database. The most popular integrations are Intune, Azure/Entra, SCCM, plus Dell and Lenovo warranty lookups.

These are some of the built-in integrations:

The system is highly configurable to meet specific enterprise needs. You can tailor dashboards, forms, reports, workflows, and data handling processes to suit your needs.

Yes. The system supports any accounting period scenario, and you can set up with each period having start and end dates, or the system can generate accounting periods for you.

We also support unusual periods such as 4-4-5, 13 periods, 52/53 periods, and any other configuration you need.

We also support changes to your accounting year end date, so short and long financial years are fully supported.

The system allows you to track and manage a wide range of physical assets such as machinery, equipment, vehicles, and IT hardware, supporting their full lifecycle from procurement to disposal.

Any kind of asset can be represented in the system, including intangible assets like software licenses, patents, and copyrights. We also have specific functionality for construction in progress, and for assets under lease.

xAssets includes a comprehensive depreciation engine that supports various methods like straight-line, declining balance, and customized depreciation calculations, meeting IFRS, GAAP, and other tax compliance needs. This helps track both actual and forecast depreciation across multiple currencies and books. We also support MACRS, ACRS, and other tax depreciation methods. All depreciation methods are built in the configuration layer so more can be added as needed.

The system provides planned maintenance scheduling, work order management, and tracking of maintenance history, ensuring that your assets are properly maintained throughout their lifecycle.

Yes, xAssets is highly configurable to meet your specific requirements, with workflows and menus tailored to your operations. The system can be adjusted as your organization grows and your needs evolve.

xAssets supports various international accounting standards, including IFRS, US GAAP, and UK GAAP, making it easier for global companies to comply with different financial reporting regulations.

xAssets provides powerful reporting and data visualization tools, including tables, charts, maps, and drill-down reports. Users can create custom queries with drill-down capabilities, and can export data in formats including CSV, Excel and PDF for further analysis.

Use the support link: support to raise a ticket.

For North America, we provide support between 9am and 5pm Eastern Time, Monday to Friday.

For Europe, we provide support between 8am and 8pm GMT, Monday to Friday.

We are also registered with the ATO and have a number of clients in Australia who are very happy with our service. They receive support within the above hours which overlaps early morning and late afternoon. We always try to respond to urgent requests outside of these hours.

xAssets was formed in 2001 and we now have a large number of customers worldwide. We have a team of highly qualified product specialists, some engaged in defense work, and some in commercial work. xAssets are experts in the field of asset management technology with an impressive functionality base in our products covering asset management, discovery, endpoint management, asset accounting and depreciation, barcoding, planned maintenance, construction in progress, workflow, and many more fundamental asset management concepts. This means that we are able to advise customers on their asset management strategy, we can meet many requirements that are not "out of the box", and we configure and implement our software to closely fit each customers requirements.

Our products have over two million lines of code and our development team is based in the UK. We use the latest Microsoft development tools and frameworks, as well as best practices in software development and secure development operations.

xAssets is primarily focussed on research and development, to take our products way beyond the capabilities of leading companies in the fields of asset and service management, and we operate within a framework to ensure we can maintain DoD security compliance.

Please click through the reviews below:

Porsche USA

Awesome Product & Outstanding Support

Our overall experience is fantastic. xAssets is a huge upgrade from our old, manual system. We love the automation as a result of synchronizing with other systems. This product allowed us to be more efficient in managing our IT assets. Support is also very important to us and xAssets always resolves any incidents promptly. I highly recommend xAssets for your IT asset managment needs.

Pros: I liked most the automation aspects of the solution and how we were able to customize it to fit our needs.

Cons: No complaints. Initially there were a few kinks with integration, however xAssets worked diligently to resolve those issues quickly.

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