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Asset status lifecycle

Enterprise feature

Asset management is available on the Enterprise plan. Compare plans to find the right fit for your business.

Every asset in FSM Navigator has a status that represents where it sits in its lifecycle. The system enforces transition rules so assets follow a logical path — you cannot skip steps or make invalid changes.

The nine statuses

Status Meaning
Active The asset is in regular service and available for use.
Idle The asset is operational but not currently in use.
In Maintenance The asset is undergoing scheduled or unscheduled maintenance.
Pending Install The asset has been received but is not yet installed or deployed.
In Transit The asset is being moved between locations.
Lost The asset cannot be located.
Non-Compliant The asset has failed an inspection or is missing a required certification.
Decommissioned The asset has been permanently taken out of service. Terminal status.
Retired The asset has reached end of life and been disposed of. Terminal status.

Terminal statuses

Decommissioned and Retired are terminal — once an asset reaches either status, it cannot be moved to any other status. Use these only when you are certain the asset will never return to service.

Status transition diagram

The diagram below shows every valid transition between statuses.

stateDiagram-v2
    [*] --> Active
    [*] --> PendingInstall

    Active --> Idle
    Active --> InMaintenance : Needs service
    Active --> Decommissioned
    Active --> Lost
    Active --> InTransit : Relocating
    Active --> NonCompliant : Failed inspection

    Idle --> Active : Put back in service
    Idle --> InMaintenance
    Idle --> Decommissioned
    Idle --> Retired
    Idle --> InTransit
    Idle --> PendingInstall

    InMaintenance --> Active : Repair complete
    InMaintenance --> Idle
    InMaintenance --> Decommissioned : Beyond repair
    InMaintenance --> Retired

    PendingInstall --> Active : Installed
    PendingInstall --> Idle
    PendingInstall --> InMaintenance

    InTransit --> Active : Arrived & deployed
    InTransit --> Idle : Arrived & stored
    InTransit --> PendingInstall

    Lost --> Active : Found & operational
    Lost --> Idle : Found & stored
    Lost --> Retired : Write off

    NonCompliant --> Active : Issue resolved
    NonCompliant --> Idle
    NonCompliant --> InMaintenance : Needs repair
    NonCompliant --> Decommissioned

    Decommissioned --> [*]
    Retired --> [*]

Quick reference table

From Allowed transitions
Active Idle, In Maintenance, Decommissioned, Lost, In Transit, Non-Compliant
Idle Active, In Maintenance, Decommissioned, Retired, In Transit, Pending Install
In Maintenance Active, Idle, Decommissioned, Retired
Pending Install Active, Idle, In Maintenance
In Transit Active, Idle, Pending Install
Lost Active, Idle, Retired
Non-Compliant Active, Idle, In Maintenance, Decommissioned
Decommissioned (none — terminal)
Retired (none — terminal)

Changing an asset's status

  1. Open the asset detail view.
  2. Click the current Status badge.
  3. Select a new status from the dropdown — only valid transitions are shown.
  4. Confirm the change.

The system records who made the change, when it happened, and which status the asset moved from.

Bulk status changes

Need to update many assets at once? Use bulk operations to change the status of multiple assets in a single action.

Status history

Every status change is logged in the asset's Status History tab. Each entry includes:

  • Previous status — where the asset was before the change.
  • New status — the status it moved to.
  • Changed by — the team member who made the change.
  • Date and time — when the transition occurred.
  • Notes — optional notes explaining the reason for the change.

This audit trail is especially useful for:

  • Tracking how long an asset spent in maintenance.
  • Documenting when lost assets were recovered.
  • Proving compliance for inspected equipment.

Typical lifecycle examples

New equipment installation

Pending Install → Active

Your company purchases a new rooftop unit. It arrives and sits in the warehouse as Pending Install until a technician installs it on-site. Once installation is complete, the status moves to Active.

Scheduled maintenance

Active → In Maintenance → Active

A vehicle is due for a 50,000-mile service. You change it to In Maintenance while work is performed and move it back to Active once the service is complete.

Equipment failure and retirement

Active → In Maintenance → Retired

A compressor fails during a routine job. The technician moves it to In Maintenance, but after inspection the repair cost exceeds the asset's value. The owner moves it to Retired.

Lost and found

Active → Lost → Idle

A portable generator goes missing from a job site. After a search, it is recovered at another location in working condition. The status moves from Lost to Idle until it is assigned to a new job.

What happens to maintenance schedules when an asset is decommissioned?

Active maintenance schedules are automatically suspended when an asset moves to a terminal status (Decommissioned or Retired). No new maintenance jobs are generated.

Can I reverse a terminal status?

No. Decommissioned and Retired are permanent. If you accidentally set a terminal status, contact your company owner to discuss options.

Does changing status affect depreciation?

No. Depreciation calculations continue based on the original purchase date and method regardless of status changes. However, terminal statuses may be reflected in financial reporting.