Managing Sites, Systems, and Assets

Create the site from customer context

Create the site under the correct customer account when CRM is already in place.
Record the address, building details, access notes, and responsible contacts in the site record.
Keep site-level notes for information engineers need before arrival, not for system-level technical detail.

Use systems for the logical service layer and assets for the inspectable equipment under it.
Keep mixed smoke-control and fire-damper detail out of one generic asset record.
Use system notes for operational context that should follow all related assets.
Use asset detail for exact equipment information, condition, QR labels, and field identification.

Start from the contextual import entry points in CRM, Sites, Systems, or Assets when the source data already exists elsewhere.
Pick the dataset that matches the source you are moving: customers and sites, systems and assets, or work orders and tasks.
Review the staged preview before applying anything so you can catch duplicate sites, mismatched systems, or weak identifiers while the run is still reversible.
Download the issue CSV when validation fails and correct the source file rather than patching around the same bad mapping row by row.

Add asset names, identifiers, and locations in a way the engineer can search quickly on the phone.
Keep QR labels and asset numbers consistent so field lookup and CSV exports match the physical equipment.
Review the site map and linked CRM context together before the first visit, especially when the customer already uses an external system.

Add only the assets that belong to the relevant industry and system.
Avoid using free-text notes to stand in for missing assets because checklist filtering and exports depend on real records.
Revisit the register when engineers report missing equipment so the next inspection starts cleaner.

Problem	What to check
Engineers cannot find the right asset in the field	Confirm the asset identifier, site assignment, and QR or search terms match the physical label.
Exports group the wrong equipment together	Check whether assets were created under the wrong system or industry.
A staged import produced duplicates or weak matches	Re-open the import run, review the candidate matches, and fix the source identifiers before applying the rows.
A site looks correct in notes but not in workflow	Move important information from narrative notes into structured site, system, or asset fields.

Use Sites, Systems, and Assets for the full register-level control map.
Use Connected Systems when the page-to-page relationship involves imports, external sync, or staged data application.
Use the Entity Lifecycle Atlas when you need to trace how site, system, and asset records feed scheduling, inspections, and reports.