Permissions
You can set permissions to control which users manage spare pools and which can issue spares on tickets. These permissions are:
Issue Spares: Allows users to issue Spares when working on tickets.
Manage Spare Groups: Allows users to view, create, edit, and delete Spare Groups. Requires the Manage Spare Pools permission.
Manage Spare Pools: Reveals Spare Pools > Dashboard and Manage on the left navigation, and allows users to view, create, edit, and delete Spare Pools.
Accessing Spare Pool Management
The Spare Pool Management App enables districts to create spare pools for prolonged system repairs. This allows agents to quickly assign loaner devices to tickets and automatically document when the spare was issued and returned.
To access Spare Pool Management, select Assets > Spare Pools > Dashboard or Manage from the left navigation bar.
Dashboard: Shows the Spare Pool Dashboard page, providing utilization statistics for individual pools and data on the most utilized, overstocked, and higher-than-average-utilization pools.
Manage: Shows the Spare Pool Management page, where you can manage spare groups, pools, and assets.
Creating a Spare Group
A spare group is a set of one or more spare pools. Spare groups should be designed around inclusive filter settings, such as a model or model category.
To create a spare group:
From the Spare Pool Management page, click Add Spare Group.
Enter a name for the spare group.
Identify the tickets where spares should appear by adding filters using the Add Filter button.
Optionally, uncheck the Assets are Read-Only button to allow spare devices to be editable (assignable/unassignable) while in the spare pool.
Click Save.
Adding Spare Pools
Spare pools add specificity to a Spare Group, allowing you to specify which units are available at each location, especially when the group spans multiple locations. You must set up at least one pool to use the spare feature in tickets.
To add a new spare pool to a Spare Group:
Click Add New Spare Pool.
Enter a name for the spare pool and select the physical location.
Optional: Add additional filters using the Add Filter button.
Click Save.
Managing Spare Pool Assets
Manage assets assigned to spare pools from the Spare Pool Management page. Clicking any pool option opens a list of current devices in that pool.
To bulk manage assets:
Select one or more assets in any pool.
Click Assign/Unassign Spare Pool.
In the pop-up, choose to move the asset to a new pool or remove it as a spare asset entirely.
Spare pool filters, accessible wherever asset filters are offered, include:
Pool Name
Group Name
Issue Date
If you find any missing Spare Pool filters, navigate to Spare Pools > Manage > Rebuild Custom Field Data.
Suggested Spare Group Setups
Spare Groups generally follow one of two basic structures: locally or centrally managed.
Creating Locally Managed Spare Group(s)
Spare assets are set aside for each location, allowing onsite technicians to manage their local pool.
Suggested structure:
Spare Group - Add the asset filter Model Category: [Category] or Model: [Specific Model].
Spare Pool #1: Select the location and add the location filter Location: [Location #1].
Assign specific assets for Location #1 to this spare pool.
Spare Pool #2: Select the location and add the location filter Location: [Location #2].
Assign specific assets for Location #2 to this spare pool.
Repeat this setup until all locations are accounted for.
Creating Centrally Managed Spare Group(s)
Spare assets are managed from a single centralized location (e.g., central office or technology department).
Suggested structure:
Spare Group - Add the asset filter Model Category: [Category] or Model: [Specific Model].
Spare Pool: Select the [central location] when creating the spare.
Assign specific assets for [central location] to this spare pool.
