When a problem occurs, whether it's a broken coffee machine or a faulty HVAC system, your technicians need to know exactly where to fix it.
That's why mapping out your building structure is a crucial first step.
In this help center article, you'll learn how to:
- Access our Excel template
- Understand and complete the template
Step 1: Download the Excel template
Download and open the Excel template on your computer by clicking the link below: - Click here!
Step 2: Understanding the Excel file
The Excel file contains 3 tabs:
- Sheet 1 - "Add your spaces and assets here": Enter your building data here.
- Sheet 2 - "Dropdown settings": Configure your asset categories, groups, and subgroups here.
Focus on Sheet 2: “Add your spaces and assets here”.
You will see that this sheet is divided into 2 parts: a table on the left and one on the right:
- Part 1: General information (Spaces & Assets"): Here you define the layout of your building and the location of various assets
- Part 2: On the right side you will find “Asset Information”, where in the corresponding row you can enter more details about each specific asset.
Part 1: General information
This section contains several columns (from "CHOOSE SPACE TYPE FROM DROPDOWN" to "level 5"). The first column indicates what type of item you're adding—whether it's a building, floor, department, room, or an asset (an object within a space).
Here are the key questions to help you fill out the template:
- Does your site have one building or multiple buildings?
- For multiple buildings: Create one Excel file per building. Select "Building" in the first column and enter the building name in the second column.
- For one building: Select "Building" in the first column and enter the building name in the second column.
- How many floors does your main building have?
- List these floors in the third column and mark them as "Floor" in column 1.
- What are the room numbers on each floor?
- List rooms under their respective floor, placing them one column to the right.
- What assets are in each room?
- Focus on assets that commonly need attention, such as coffee machines, printers, central heating boilers, and water heaters.
- List assets under their respective room, placing them one column to the right.
Een voorbeeld:
This company manages multiple garage boxes.
They have 1 building called "Zonneschijn". This consists of 2 large departments: "De Vrijmoed" and "De Morgenstond".
Each department has multiple floors ("Floor 1", "Floor 2", "Floor 3"), with numbered garage boxes on each floor.
Each garage box may contain a charging station, which is classified as an asset.
Here's how this appears in Excel:
To the right of the page, you'll find the "Asset Information" section. Here you can add details about the assets you listed in the first part of this tab. While all fields are optional, filling them in will help you better analyze and manage your assets in Fixform.
You can add these details to Fixform later. Learn more here:
Key Points:
- Always fill in the first column by selecting an option from the drop-down menu
- Enter only one space or asset per row
- Only one building should be included in each Excel file
- Asset details go in the right section
Part 2: Dropdown Settings & Asset Information
Let's start with tab 3: "Dropdown settings". Here you'll need to specify which categories, asset groups, and subgroups you want to use. You can modify and complete these settings in this tab.