Onboarding Guide#

This comprehensive onboarding guide walks you through every aspect of AssetVault to help you become proficient quickly.

Module 1: Account Setup (15 minutes)#

Creating Your Account#

Prerequisites: None

Steps:

1. Visit the AssetVault registration page
2. Enter your email and create a strong password (min. 8 characters, uppercase, lowercase, number)
3. Accept the Terms of Use and Privacy Policy
4. Click Register
5. Check your email for the verification link
6. Click the verification link to activate your account

Expected Result: You can now log into AssetVault

Troubleshooting:

• If you don't receive the verification email, check your spam folder
• Ensure you're using a valid email address
• Contact support if issues persist

Two-Factor Authentication (Optional but Recommended)#

1. Log into your account
2. Navigate to Profile → Security
3. Click Enable Two-Factor Authentication
4. Scan the QR code with your authenticator app (Google Authenticator, Authy)
5. Enter the 6-digit code to confirm
6. Save your backup codes in a secure location

Module 2: Company Configuration (20 minutes)#

Creating Your First Company#

Prerequisites: Verified account

Steps:

1. From the dashboard, click Create Company
2. Enter company details:
   • Company Name: Your organization's legal name
   • Financial Year End: Last day of your fiscal year
   • Currency: GBP (£) - default
   • Tax Rate: VAT rate if applicable
3. Click Create Company

Expected Result: Your company is created and you're redirected to the company dashboard

Configuring Depreciation Defaults#

1. Navigate to Company → Configure
2. Scroll to Depreciation Settings
3. Set global defaults:
   • Default Method: Straight-line or Reducing balance
   • Default Useful Life: Years (e.g., 5 years for IT equipment)
   • Pro-rata First Year: Enable if you want partial year depreciation
4. Click Save Settings

Expected Result: All new assets will use these defaults unless overridden

Module 3: Asset Management Basics (30 minutes)#

Adding Your First Asset Manually#

Prerequisites: Company created

Steps:

1. Click Assets → Create Asset
2. Fill in the form:
   • Asset Name: e.g., "MacBook Pro 16-inch"
   • Asset Type: Select from dropdown (e.g., "IT Equipment")
   • Purchase Date: Date acquired
   • Cost: Purchase price (£)
   • Useful Life: Expected years of service
   • Depreciation Method: Straight-line (recommended for beginners)
3. (Optional) Add location, serial number, or upload a photo
4. Click Create Asset

Expected Result: Asset appears in your asset summary table with calculated depreciation

Tutorial GIF: See media/create-asset-tutorial.gif

Viewing and Editing Assets#

1. Navigate to Assets → Summary
2. Click on any asset name to view details
3. Review the depreciation schedule
4. Click Edit to make changes
5. Update any field as needed
6. Click Save

Expected Result: Changes are saved and depreciation recalculated if needed

Filtering and Searching#

• Use the Show dropdown to filter by Owned vs. Leased assets
• Use the search bar to find assets by name or ID
• Apply date filters to view assets for specific reporting periods

Module 4: Bulk Operations (25 minutes)#

Uploading Multiple Assets#

See detailed guide: Bulk Upload

Quick Steps:

1. Navigate to Assets → Bulk Upload
2. Download the Excel template
3. Fill in your asset data (one row per asset)
4. Upload the file
5. Review the preview
6. Click Import All

Expected Result: All valid assets are imported and appear in your asset summary

Tutorial GIF: See media/bulk-upload-tutorial.gif

Module 5: Financial Reporting (20 minutes)#

Understanding Your Dashboard#

1. Navigate to Dashboard
2. Review key metrics:
   • Total Asset Value: Sum of all asset net book values
   • Monthly Depreciation: Current period expense
   • Asset Count: Number of active assets
3. Explore charts:
   • Asset value over time
   • Depreciation trends
   • Asset distribution by type

Tutorial GIF: See media/dashboard-overview.gif

Exporting Data#

1. Navigate to Assets → Summary
2. Click Export dropdown
3. Choose format:
   • Owned Assets: Excel export of owned assets
   • Leased Assets: Excel export of ROU assets
4. File downloads automatically

Expected Result: Excel file with all asset data and depreciation schedules

Module 6: Advanced Features (30 minutes)#

Depreciation Engine Deep Dive#

See: Depreciation Engine Guide

Key concepts:

• Straight-line vs. Reducing balance methods
• Useful life and residual values
• Pro-rata calculations
• Depreciation reversals

Lease Accounting (IFRS 16)#

See: Lease Engine Guide

Try the demo calculator:

1. Navigate to Try Lease Engine
2. Enter lease parameters
3. Generate the schedule
4. Review ROU asset and lease liability

Tutorial GIF: See media/lease-calculator.gif

Asset Disposals#

1. Navigate to asset details
2. Click Dispose
3. Enter disposal details:
   • Disposal Date
   • Disposal Proceeds (if sold)
   • Reason
4. Click Confirm Disposal

Expected Result: Asset marked as disposed, gain/loss calculated

Module 7: Data Privacy & Security (15 minutes)#

Understanding Your Rights#

AssetVault complies with GDPR. You have the right to:

• Access your data
• Rectify inaccurate data
• Request data deletion
• Data portability
• Object to processing

See: Data Subject Rights

Requesting Data Deletion#

If you wish to delete your account and data:

1. Navigate to Profile → Privacy Settings
2. Click Request Data Deletion
3. Confirm the request
4. Receive email confirmation within 24 hours
5. Data deleted within 30 days

See: Data Deletion Policy

Onboarding Checklist#

• [ ] Account created and email verified
• [ ] Company profile configured
• [ ] Depreciation settings customized
• [ ] First asset added manually
• [ ] Bulk upload template tested
• [ ] Dashboard explored
• [ ] Export functionality tested
• [ ] Data privacy policies reviewed

Next Steps#

You're now ready to use AssetVault effectively! Consider:

• Setting up recurring exports for accounting integration
• Training team members
• Exploring the lease engine for IFRS 16 compliance
• Reviewing our FAQ for tips and tricks

Need Help?#

Contact support at [[CONTACT EMAIL]] or browse our documentation:

• Troubleshooting
• FAQ
• Key Features

Congratulations! You've completed the AssetVault onboarding. Start managing your assets with confidence.