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Asset Statuses and Tags: Organizing Your Fleet

Misti Moss
  • Updated

Hapn gives you two ways to label your assets: an asset status and tags. An asset has one status at a time — On-Rent, Off-Rent, Out of Service, or any status you define yourself — and can carry as many tags as you like. Both show on the asset card and both can be filtered on the map.

Applies to: the Hapn web app at app.gethapn.com. Defining statuses and tags is an account-wide setting, so you'll need admin access.

Three different things are called "status"

This trips people up, so it's worth separating them:

  • Asset Status — you set this. On-Rent, Off-Rent, Out of Service, or your own. It appears as a coloured dot and label next to the asset's name.
  • Live status — the tracker sets this automatically: Moving, Stopped, Online, Offline, Not reporting. You can't edit it.
  • Battery — also automatic: Full, Normal, Low, Critical, Dead, Charging, Plugged.

All three are separate filter groups, so an asset can be On-Rent and Stopped and Low battery at the same time.

Set up your asset statuses

  1. Go to Settings → Organization Platform Settings.
  2. Under Asset Status, turn on Enable Custom Asset Statuses.
  3. You'll see the three that ship by default — On-Rent, Off-Rent and Out of Service — each with a colour, a status label and a description.
  4. Edit any label or description to match how your business talks. Labels are limited to 14 characters. Reset puts a default status back the way it was.
  5. Select Add Asset Status to create your own — for example In Transit, At Yard, or Awaiting Repair.
  6. Select Save.

Statuses you define here are used across reports, alerts and the map, so it's worth agreeing on the list before your team starts applying them.

Set the status on an asset

  1. Open the asset from the map or your asset list.
  2. On the Asset Details tab, select Edit Asset.
  3. Under Basic Information, choose from the Status dropdown.
  4. Select Save.

The status then shows next to the asset's name everywhere it appears.

To change several at once, open the Full Asset List, tick the assets you want, and select Change Status in the action bar.

Tags

Tags are free-form labels, and unlike a status an asset can have several — you'll see them as small chips on the asset card, like fleet car or delivery fleet. Tags apply to places as well as assets.

Apply a tag to one asset

  1. Open the asset from the map or your asset list.
  2. Next to the existing tag chips under the asset's name, select +.
  3. Start typing in Search or create…. Tags already on the asset show a tick; select one to add or remove it.
  4. If the tag doesn't exist yet, type the name and create it from the same box.

Each tag in the list shows how widely it's used ("2 assets", "1 asset · 1 place"), which helps you pick the tag your team already uses instead of making a near-duplicate.

Tag several assets at once

  1. Open the Full Asset List.
  2. Tick the assets you want using the checkboxes on the left.
  3. In the action bar that appears, select Apply Tags.

That same bar also has Change Status, Create Alert, Add to Alert, Run Report, Update Mode and View in Map — so bulk-updating asset statuses works the same way.

Manage the whole tag list

Go to Settings → Organization Platform Settings and scroll to Tags. Each tag has a name, an optional description, and a usage count showing how many assets and places currently use it — useful for spotting duplicates and typos before they spread. Add Tag creates one, and the ✕ removes a tag from everything using it.

Filtering by status and tags

  1. On the map or asset list, select Filters.
  2. Tick what you want under Status, Battery, Tags or Asset Status. The groups combine, so you can ask for everything that is On-Rent and currently Offline.

The Tags group also has a No tags option, which is the quickest way to find assets nobody has labelled yet.

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