HaloPSA Asset Management

Overview

Assets (also called Configuration Items or CIs) in HaloPSA represent managed devices, software, and other trackable items. Effective asset management is crucial for MSPs to track what's deployed at client sites, manage hardware lifecycle, and link service tickets to affected equipment.

Anti-triggers

A HaloPSA asset is the PSA's record of a device — what you believe is deployed, and what it is billed and contracted under. It is not the device's live state.

• Whether the machine is online, patched, or healthy right now — that is the RMM's answer, not the PSA's; use datto-rmm-devices or the equivalent device skill for your RMM. The two routinely disagree, and the PSA is the one that goes stale.
• Warranty dates and hardware lifecycle reporting — use scalepad-lifecycle-manager; Halo's warranty fields are a local copy that drifts.
• Documentation about the asset — runbooks, diagrams, and configuration notes are hudu-assets or itglue-configurations.
• What the asset costs or is covered by — contract coverage and billing are halopsa-contracts; the client and site it belongs to are halopsa-clients.

Key Concepts

An asset is always owned by a client and optionally placed at a site, assigned to a user, and covered by a contract:

Link field	Points to	Notes
client_id	Client	Required
site_id	Site	Physical location
user_id	User (contact)	Assigned end user
contract_id	Contract	Billing/coverage
parent_id	Asset	Parent-child (e.g. host and its VMs)

Most-used asset fields: devicename (required), serialnumber, assettag, macaddress, ipaddress, manufacturer, model, operatingsystem, devicetype_id, status_id, purchasedate, purchaseprice, warrantyexpires, lastauditdate, inactive.

devicetype_id and status_id are configurable per instance — the shipped IDs (1 Workstation, 2 Server, ... / 1 Active, 2 Spare, 3 In Repair, 4 Retired, 5 On Order, 6 Lost/Stolen) are defaults only. Query /api/AssetType and /api/AssetStatus for the actual values before hard-coding any ID.

See references/fields.md for the complete field reference plus the default asset type and status tables.

API Patterns

• Create and update use the same call. POST /api/Asset creates when no id is present and updates when id is supplied. There is no PUT/PATCH.
• The body is always a JSON array, even for one record — this is also how you bulk-update many assets in a single request.
• Updates are partial — send only id plus the fields being changed.
• Date range filters use <field>_before / <field>_after suffixes, e.g. warrantyexpires_before=2024-06-30&warrantyexpires_after=2024-01-01.
• Related data is opt-in: GET /api/Asset/5001?includedetails=true.
• Aggregates use groupby plus count=true.

See references/api.md for full request/response examples covering create, search, update, bulk update, ticket/asset linking, and reports.

RMM Integration

HaloPSA integrates with RMM tools to auto-sync assets.

Auto-Sync Fields

When integrated with an RMM, these fields typically auto-populate and will be overwritten on the next sync — do not hand-edit them:

• devicename
• operatingsystem
• operatingsystemversion
• ipaddress
• macaddress
• lastauditdate

Matching Assets

RMM sync must resolve to an existing asset or it will create duplicates. Match in this order of confidence: RMM device ID (ncentral_device_id, datto_device_id, connectwise_device_id) → serial number → hostname scoped to the client. Hostname alone is not unique across clients.

See references/examples.md for a matchOrCreateAsset implementation.

Common Workflows

Hardware Procurement

1. Create asset as "On Order" (status_id for On Order, plus client_id)
2. Receive and configure
   • Update with serial, asset tag
   • Install software
   • Update status to "Spare"
3. Deploy to user
   • Assign user_id and site_id
   • Update status to "Active"
   • Create deployment ticket

Hardware Refresh

1. Identify aging assets

   GET /api/Asset?purchasedate_before=2020-01-01&inactive=false
   

2. Generate refresh report

   • List assets over X years old
   • Calculate replacement cost

3. Plan replacement

   • Order new equipment
   • Schedule deployment tickets
   • Update old assets to "Retired"

Warranty Management

1. Find expiring warranties

   GET /api/Asset?warrantyexpires_before=2024-06-30&warrantyexpires_after=2024-01-01
   

2. Generate renewal quotes

3. Update warranty dates after renewal

Asset Audit

Compare RMM inventory against PSA records and flag assets missing warranty dates, missing serials, or running an out-of-support OS. See references/examples.md for an auditClientAssets implementation and an asset-value-by-client roll-up.

Error Handling

Code	Message	Resolution
400	devicename required	Asset must have a name
400	client_id required	Asset must be linked to client
400	Invalid devicetype_id	Query /api/AssetType for valid IDs
404	Asset not found	Verify asset ID exists
409	Duplicate serial number	Serial already in use

Serial numbers are enforced unique instance-wide, so a 409 on create usually means the device already exists under another client — search before creating rather than generating a new record. See references/examples.md for a pre-flight validateAsset helper.

Best Practices

1. Use consistent naming - Establish hostname conventions (CLIENT-TYPE-###)
2. Track serials - Essential for warranty and vendor support
3. Link to clients - Every asset should have a client_id
4. Update status promptly - Keeps inventory accurate
5. Document lifecycle - Purchase date, warranty, refresh date
6. Sync with RMM - Automated updates reduce manual effort
7. Regular audits - Compare RMM data vs PSA records
8. Track costs - Purchase price and depreciation

Related Skills

• HaloPSA Tickets - Link assets to tickets
• HaloPSA Clients - Client and site management
• HaloPSA Contracts - Asset billing and coverage
• HaloPSA API Patterns - Authentication and queries