Everything in Eze IT hangs off three decisions: where your assets live, what you record about them, and who is allowed to change it. Getting those right on day one saves a cleanup later, and none of them take long.
Create the organization profile
Open Settings and enter your legal entity name, primary currency and financial year end. Eze IT uses the currency for purchase values and depreciation, and the year end to align reporting periods, so it is worth setting both before any assets exist.
Choose your hosting region at this point as well. Records stay in the region you pick, and it cannot be changed later without a migration, so confirm it with whoever owns data residency in your organization first.
Define your sites and locations
Locations in Eze IT are a hierarchy: site, then building or floor, then room or storage area. Start with sites only. Adding forty rooms before you know which ones matter creates a long dropdown that technicians will ignore.
Add a site for every office, warehouse or data center, plus one called Remote for equipment in home offices, and one called In transit for anything between locations. Those last two prevent the most common inventory error, which is equipment marked as present at a site nobody has visited in months.
- One site per physical address, named the way your team already says it out loud
- A Remote site for home office equipment
- An In transit site for shipments and repairs away from the building
- Storage areas only where you actually keep stock
Choose the fields you track
Eze IT ships with more than forty fields, covering make, model, serial number, asset tag, purchase date, purchase price, supplier, warranty end, condition and current owner. Most teams need to add only a handful of their own.
Add custom fields for the things your finance and audit colleagues ask about, typically cost center, depreciation class and security classification. Mark a field required only when you genuinely have the value for every asset, otherwise imports will fail on rows that were fine.
Invite your team and set roles
Give each colleague a role and a scope rather than a shared login. Technicians get their own site, managers get a region, finance gets read only across everything, and only one or two people need full administration.
Read only viewers are free and unlimited, so there is no reason to share an account. If you use Microsoft Entra ID, Okta or Google Workspace, connect it now and let people arrive from the directory with their department and site already filled in.
Before you move on
Check that a test asset can be created, assigned to a real person and moved between two sites without anything looking wrong. If the dropdowns read cleanly and the owner resolves to a directory account, the workspace is ready for a real import.
Next
Import your first assets