AssetJay

Documentation

How-To Guides

Step-by-step guides for common equipment management tasks. Each one takes five minutes or less.

How to track equipment when someone leaves your company

Use the offboarding checklist to see every device assigned to a departing employee, check them all in, and make sure nothing goes missing.

  1. Go to People and find the person who is leaving
  2. Click "Start offboarding" and AssetJay generates a checklist of every assigned device
  3. Check items off as they are returned
  4. Once everything is returned, complete the offboarding

How to add equipment from your Gmail receipts with Claude

Connect Claude to AssetJay and Gmail, then ask Claude to check your Gmail for new receipts every morning and add the equipment to AssetJay.

  1. In Claude, open AssetJay in the connector directory, click Connect and sign in
  2. Connect Gmail in Claude too
  3. Ask Claude: "Every morning, check my Gmail for new receipts and add the equipment to AssetJay. Put an AssetJay label on each email you've added, and forward the email to my AssetJay Inbox address if you can't attach the receipt."
  4. Answer Claude's questions and save the scheduled task (scheduled tasks need a paid Claude plan)
  5. For a one-off catch-up instead, ask: "Scan my Gmail for equipment purchases and add them to AssetJay"

How to import equipment from a spreadsheet

Upload a CSV file with your equipment list and map the columns to AssetJay fields. All assets are created in one click.

  1. Go to Assets and click "Import CSV"
  2. Upload your CSV file
  3. Map each column to an AssetJay field (name, category, serial number, etc.)
  4. Preview the data and confirm
  5. Assets are created instantly

How to add equipment by forwarding a receipt email

Forward purchase confirmation emails to your AssetJay inbox. AI extracts the device name, price, vendor, and purchase date automatically.

  1. Find your inbox email address in Settings → Email Import
  2. Forward a purchase receipt (from Amazon, Apple, Dell, etc.) to that address
  3. AssetJay extracts details from the receipt using AI
  4. Review the extracted data in your Inbox and click Accept
  5. The asset is created with the receipt attached (the PDF or image, or a copy of the email)

How to prove equipment ownership for an insurance claim

Generate a report of all equipment with serial numbers, purchase prices, receipts, and photos, exactly what insurers ask for after a loss.

  1. Make sure each asset has a serial number, purchase price, and receipt attached
  2. Go to Assets and use filters to find the relevant equipment
  3. Each asset detail page shows purchase proof, warranty status, and assignment history
  4. Export or screenshot the relevant asset pages for your claim