Getting Started with EZO- The EZ Way to Manage Assets 

EZO is physical asset management software that helps you track items, set maintenance for them, group them together, and assign ownership. This guide will cover the basic workflows in EZO. We start from the Dashboard, then move on to the Navigation Bar on the left, and then the Quick Actions bar on the right and briefly cover integrations. Detailed blogs on in-depth workflows are linked below each video.

Features & functionality overview 

EZO helps you manage your business assets throughout their lifecycle with the following main modules:

1. Asset Management

End-to-end lifecycle management: Track every asset from its purchase to disposal. Track depreciation and maintenance to extend useful life. 

Custody tracking: Know who owns an asset at any given time, how it’s being used, and where. 

Location tracking: Log every location, and the warehouse your asset is located at, to minimize chances of loss. 

Mobile tracking: Stay in control while on the move. Get all the important asset information right when you need it. 

Inventory optimization: Get notified when your item levels are underoptimized or overutilized and stock up to match demand. 

2. Maintenance Management

Work order management: Assign work orders, share them with vendors and track progress all from a single platform. Use a planner to assign work to technicians and manage work deadlines proactively. 

Preventive maintenance: Set up meter-based triggers that ensure maintenance tasks are scheduled on time. 

Automated maintenance: Manage maintenance tasks faster and better with automations powered by a robust workflow engine.

AI assisted checklists: Detailed and customizable checklists for each task also reduce the risk of errors and maintain consistency for all tasks.

3. Request Management and Fulfillment Center 

Self-serve portal: A customizable request portal to accommodate staff logging item requests. Staff can check availability, track request status, and communicate with you – all in one place. 

Fulfillment center: A single screen to receive all requests from users without having to chase emails down. 

4. Data and Reports

Default  reports: Leverage hundreds of out-of-the-box reports that help you keep tabs on what works for you and identify opportunities for growth. 

Custom reports: Create & schedule a custom report that works just for you. 

5. AI and Predictive Analytics 

AI powered chatbot: AI chatbot ZOE trained on EZO so you don’t have to go looking for user manuals to trouble shoot.  

Predictive stock analysis: Real-time insights into catalog health depicting usage trends for assets, asset stock and inventory. Get notified about low-stock warnings based on your previous usage trends through the catalog optimizer. 

NLP Reporting: This is a talk to your report functionality. You create a standard or custom report and then ask ZOE questions about it. Solves your queries without having to run the report again and again. 

Now, let’s walk through the core features of the EZO application, and their key functions:

1. Side Navigation Bar

The side Navigation bar hosts all the core modules offered in EZO. 

After the Dashboard, the first module is Items which includes Assets, Asset Stock, Inventory, Bundles, and Packages. Here is a quick overview of what each item is:

Assets	Asset Stock	Inventory	Bundles	Packages	Groups
Items that are used over time and tracked individually, e.g. forklift trucks and cars.	Items that are used over time and are tracked in bulk rather than individually, e.g. cables and chairs.	Perishable items that are consumed and permanently removed from stock count once utilized, e.g. water bottles or fuel.	Includes Assets, Asset Stock, and Inventory. Bundle quantities are flexible, and can be edited. Construction Crew Bundle: 1 jackhammer + 2 safety helmets + 1 extension cord	Includes only Assets. All assets are checked out/ reserved together. Excavation Package: Excavator + Hydraulic hammer attachment + GPS unit	Groups include a set of items placed together to take actions on it. Depreciation is applied to a group of assets. Vehicle Fleet Group: 10 Toyota Hilux trucks purchased in 2023

2. Top Navigation bar

The top Navigation Bar hosts a series of actions designed for quick access to critical modules such as asset availability calendars, carts and quick item center. 

Key Functions:

• Quick item center gives you instant access to carry out critical item actions, without the numerous clicks. Instantly checkout/check-in, reserve, move items, or extend checkouts. 
• Add a new Item, Purchase Order, Bundle, Location or Package in just one click. 
• Add, and manage Carts 
• View all important notifications 

Watch this video here to learn how to use the Quick Item Center in EZO

Here are some additional actions available in the top Navigation Bar:  

 3. Exploring Items 

Items is the first module on the Side Navigation bar. Let’s start with how to populate items, and take actions on them: 

3.1 Adding and Importing Assets

Click on Items → Assets. To populate your account, you will need to first add/import assets. Watch the video below to get started: 

3.2 Asset Listings

Once you have uploaded all your assets, you can view them on the Listings page. Here you can search for assets, apply filters, sort through different states, and change view settings.

Let’s explore all this in detail below: 

3.3 Asset Actions 

Lifecycle tracking is made easier in EZO. You can update asset actions as soon as they happen. The video below covers important asset actions in detail:

• Updating/adding locations for assets
• Sending custody verifications for assets 
• Setting up service and maintenance 
• Viewing history of all asset actions 
• Checking in/out assets 
• Adding Items to Purchase Orders 

Watch the video for action details :

3.4 Asset Stock & Inventory actions 

The workflows for Inventory are pretty similar to those for assets. You can add/remove asset stock and inventory and track how it’s used in EZO. The video gives you a short overview of how to get started with asset stock and inventory: 

3.5 Predictive asset management 

The Catalog optimizer showcases how assets, asset stock, and inventory are being used by your team. It displays all utilization stats in easy-to-understand charts. These insights drive demand forecasting, and enable users to make informed decisions about asset procurement, and allocation. With the catalog optimizer you can:

• Look up utilization trends for a certain asset/asset stock/inventory 
• Filter assets according to optimal, stockout risk, underutilized 
• Set utilization rates for items to reflect any changes in demand 

Watch the full video on how catalog optimizer works:

4. Groups

Groups help you organize related items for easier tracking and management in EZO. They act as a central category for assets that share similar attributes, making it simple to manage depreciation, locations, and user associations.

You can:

• Create and manage groups to classify items by type, function, or department.
  
• Assign assets to groups for consistent tracking and reporting.
  
• Link groups with modules or set group alerts for better accountability.
  
• Set depreciation rules at the group level for automated calculations.

Watch the video to learn how to create groups, assign assets, and set up depreciation: 

5. Locations

EZO enables multi-site tracking so you can manage assets across offices, warehouses, or job sites with ease. Add multiple locations, view them on a map, and assign assets for complete visibility and accountability.

Watch the video to learn how to add and mass-import locations in EZO: 

5. Purchase Orders

The Purchase Orders (POs) module helps you manage and track procurement with complete transparency. You can create POs for new items, manage quantities and costs, and verify received goods, all within EZO. This ensures accurate records and smoother coordination between procurement, inventory, and finance.

Key Functions:

• Add or edit items to a purchase order as needed.
  
• Set item quantities, unit costs, and applicable taxes for precise billing.
  
• Attach vendor details and notes for clear communication.
  
• Record and track payments in multi-currencies directly within the PO.
  
• Verify received items to update stock and maintain data accuracy.
  
• Monitor PO status (draft, sent, received, closed) to keep workflows on track.

Watch this video on how to make a Purchase Order and add items to it:

6. Members and Access

Use Members & Access to control who can sign in, what they can do, and where they can act inside EZO. Roles define permissions, while user scope (and teams) define visibility. 

Member type	What they are	Typical powers
Account Owner	Primary admin for the account	Full control over settings, billing, and roles
Administrator	System-wide admin	Manage settings, items, members, and reports
Supervisor	Team/operation lead	Approve/oversee workflows; manage items within privileges
Staff User	Everyday user/requester	Create requests, check in/out, update items within permissions

Custom roles let you clone or build roles with fine-grained permissions and restrictions (by items, users/teams), so you can tailor access beyond the four defaults.

User scope separates what a user can do (role permissions) from where/on what they can do it (locations, groups, teams, or subsets of items).

What you can do

• Add/remove members manually; assign a default role or a custom role.
  
• Import/sync members at scale via CSV, SSO, or SCIM provisioning (e.g., Microsoft Entra ID/Azure AD, Okta) to automate onboarding/offboarding. 
• Assign custom roles to match job functions and compliance needs. 
• Define user scopes/teams to confine access by location, group, or item set—ideal for multi-site, multi-department setups.

Watch the live action workflows in the video: 

7. Request Management 

The Request Management portal is a self-serve site separate from your EZO account. It acts as a central platform to cater requests coming in from employees. Here staff can search, reserve and request for items they need in a simple, stripped-down, online store-like environment. All these requests are then populated for approval in the Fulfilment center within the app. On the portal users can:

• Filter and search for items to reserve them
• Add/ edit reservation periods according to needs
• Track reservation status at all times
• Give feedback regarding the request process 
• Add general requests other than item requests 

To access the Request Portal Go to Settings → Request Portal and open the portal link from 

there. 

Here is a video depicting all the request workflows in detail:

With the Fulfillment Center admins can: 

• Track all types of requests coming in at a single place
• Set SLA requirements and meet compliance 
• Take into account requester feedback and resolve any roadblocks
• Perform quick in-line actions on request listings for a faster go-ahead

To Access the Fulfilment Center, go to the notification bell icon → Fulfillment Center. The Fulfillment Center shows all the requests hosted at a single place: 

Key KPIs are displayed right at the top for immediate attention.  From here, admins can approve/deny reservations or make edits to the requests. 

8. Maintenance management (CMMS Add-on)

Keep all your assets in optimal, working condition to get your projects completed on time. You can track, plan, schedule and optimize your work with the CMMS system in EZO:

Work order management: Create work orders from start to finish. Attach additional documents, labor hours, and service history within the work order to track progress. 

Maintenance planner: Assign work to technicians and track its progress with a calender-based planner. 

Checklists and SOPs: Standardize work quality and reduce errors by attaching step by step checklist guides for crew. 

Sign up for trial and select construction industries to have it enabled for your account. View this video to watch how:

Here are some of the prominent actions you can take in your CMMS account:  

9. Reports

The Reports module in EZO gives you complete visibility into your asset and inventory data through prebuilt and customizable reports. These insights can be visualized as graphs and exported to your dashboard for instant updates.

Key Functions:

• Access legacy reports for standard metrics like asset utilization, maintenance, and inventory status.
• Bookmark or save reports to quickly revisit commonly used views.
• Schedule reports for weekly stakeholder meetings. 
• Tag reports to club all related reports together. 
• Create custom reports to meet specific business or compliance needs.
• Convert reports into visual graphs for trend analysis and decision-making.
• Export reports to dashboards for automated, ongoing visibility.
• Download or share reports in multiple formats for cross-team collaboration.
• Generate AI powered reports with ZOE and pull up in-depth stats within minutes with zero manual settings involved. 

Watch the full video to help you get started with analytics: 

11. Dashboard

The Dashboard is your central hub for tracking everything that matters — from assets and inventory to maintenance and usage trends. It offers a quick visual overview of your operations through customizable widgets and reports, helping you make faster, data-driven decisions.

Key Functions:

• View essential metrics on assets, inventory, maintenance, and more at a glance.
  
• Add or edit widgets to display KPIs, graphs, or reports that matter most to your role.
  
• Drill into reports directly from the dashboard for deeper insights.
  
• Create multiple dashboards for different teams or users to streamline workflows.
  
• Rearrange and resize widgets for a personalized view.
  
• Track performance over time with dynamic graphs and visual summaries.

When you sign in to your account, you will land on your Dashboard. To view how the Dashboard works watch this video:

12. Add Ons and Integrations

EZO offers a wide range of Add-Ons:

Carts: Add, remove and checkout a variety of items together by placing them in a Cart. 

Work Orders: Create Work Orders and assign items to them, add services and record maintenance costs. 

Purchase Orders: Add items to Purchase Orders and communicate with vendors. 

Bundles: Bundle together a flexible combination of items to create a kit, to checkout or reserve

items together.

Packages: Use Packages to clamp assets together so they are always checked out & checked-in together.

EZO CMMS: Enable the EZO CMMS Add-on to get advanced work order management, preventive maintenance and automated workflows. Sign up for trial and select construction industries to have it enabled for your account. View this video to watch how: https://app.storylane.io/share/zpvnd42xafzg 

Here are some of the prominent actions you can take in your CMMS account:  https://app.storylane.io/share/dtqxiawelbce

Integrations:

Service Desk: Zendesk, and Jira to create service tickets and track issue resolution. 

Single-Sign On (SSO): User provisioning via SCIM with Azure AD, SAML, Okta, and OneLogin. 

Data Backup: OneDrive, and Dropbox. 

GPS Integrations: Integrate with Samsara and TrackUnit to view locations in real-time. 

Watch here on how to enable integrations: https://app.storylane.io/share/vqsmp8qprgyd 

EZO is also available on iOS and Android mobile applications. Click here to view the detailed mobile app guide.