Asset Tagging System

What is an Asset Tagging System, and How Do Teams Use Them to Manage Assets Across Buildings?

Key takeaways:

Asset tagging links physical items to digital records, enabling consistent asset identification and management over time.

Asset tagging systems reduce fragmentation across CRE portfolios, making it easier to locate assets, verify inspections, and maintain accurate service history across buildings.

Visitt uses QR code asset tracking to connect assets to daily operations, surfacing work orders, inspections, and historical activity directly from the asset or location being serviced.

What is asset tagging?

Asset tagging is the process of assigning a unique identifier to a physical item and linking it to a digital record within an asset tagging system. Once tagged, each item remains visible throughout its lifecycle, preventing data gaps and keeping asset information consistent and actionable as operations scale.

An asset tag is the physical label attached to the item. It serves as the stable reference point between the asset and its digital record. When scanning a tagged asset, team membersthey can directly access information about its status and history. 

Asset tags typically hold or link to details such as:

• A unique identification number 
• Basic descriptive information like type, model, or serial number
• Current or assigned location
• Ownership or responsibility details
• Maintenance, inspection, or compliance history

What types of asset tags are used in CRE?

Commercial real estate (CRE) firms use different asset tag systems depending on the asset’s value, mobility, and servicing needs. Common tag types include:

• Barcodes for fixed assets and scheduled commercial property inspections
• QR codes for mobile-friendly access to asset records, manuals, and maintenance history
• RFID tags for fast scanning of multiple assets in equipment rooms or relocation projects
• NFC tags for short-range interactions and controlled access scenarios
• IoT, BLE, or GPS tags for assets that require real-time monitoring or location tracking

What types of CRE assets should be tagged?

CRE portfolios include thousands of assets that directly affect uptime, compliance, cost, and tenant operations, including:

• Mechanical systems such as HVAC units, pumps, and boilers
• Electrical and lighting infrastructure, including fixtures and backup systems
• Fire, life safety, and security equipment tied to inspections and compliance
• Elevators, access control systems, and building automation components
• IT, AV, and smart building equipment supporting commercial real estate property management
• Furniture and shared equipment that move between spaces
• Outdoor and site assets such as generators, signage, and parking systems

Best practices for implementing an asset tagging system across CRE portfolios

To implement a successful asset tag inventory system:

1. Create asset records and link them to the correct tag type: Define each asset in the system with a unique ID, asset class, location reference, service interval, and ownership, then assign a tag type (QR, barcode, RFID, sensor) that matches inspection frequency, mobility, and scan method.
2. Standardize naming and location logic: Apply a single hierarchy for sites, buildings, floors, spaces, and asset IDs so records remain searchable and reportable across the portfolio.
3. Place tags based on inspection and service access: Install tags at consistent, reachable points on the asset, accounting for wear, visibility, and environmental exposure.
4. Integrate tagging with property management systems: Link tagged assets directly to the AI property management software and incident records your firm already uses, so asset data updates as operational activity is completed.
5. Regularly update and audit asset data: Review tag presence, location accuracy, condition status, and service history using preventive maintenance and predictive maintenance strategies to identify and act upon missing or sub-performing assets.

Why do CRE firms need asset tagging systems?

Commercial buildings depend on thousands of physical assets to operate day after day, yet many CRE teams still manage those assets without a reliable way to identify, locate, and verify them in the field. When equipment is not consistently tagged, maintenance teams lose time confirming what they are working on, inspections drift off schedule, and service history fragments. Over time, that fragmentation drives higher labor costs, more emergency repairs, and increased exposure during audits and regulatory reviews.

Asset tracking has become a core operational priority across industries, with the global asset tracking market reaching $28.9 billion and continuing to grow at an annual rate of roughly 14%. When technicians can immediately confirm asset identity and history on-site, preparation improves and repeat visits decline. Inspection programs become easier to run at scale because assets are clearly defined and traceable. And, as performance data accumulates, CRE teams can time maintenance based on live conditions, reducing downtime, avoiding premature spend, and keeping building operations predictable for an improved tenant experience.

How are asset tagging systems used by CRE firms?

These days, asset tagging and tracking systems are used as practical tools across various CRE activities.

Connecting on-site work to work orders and maintenance history

An asset tagging system links each physical asset to its record inside a CMMS or work order management system. When a technician scans a QR code on an HVAC system part, lighting panel, or access control unit, the asset tag tracking system pulls up the full service history, open work orders, and required parts. This allows teams to complete tasks and update records smoothly, improving first-time fix rates and future planning.

Verifying inspections and compliance at the asset level

When a commercial property inspection is due, the asset tagging and tracking system identifies the exact assets in that building, pulling prior findings and open follow-ups from the CMMS and work order management records. As inspectors move through the site, results attach to each asset inside the fixed asset tagging system and flow directly into equipment maintenance or re-inspection tasks. Thus, when compliance teams review the property using building compliance software or prepare for audits aligned with BOMA standards, they see a continuous, asset-level inspection history instead of disconnected reports or manually assembled evidence.

Managing assets consistently across multi-building portfolios

When property teams are responsible for dozens or hundreds of similar assets spread across different properties, an asset tag system powered by AI can identify irregularities and their likely causes: skipped inspections, delayed repairs, or unusually high service volume. This makes it possible to standardize maintenance expectations and correct discrepancies between buildings, even when different teams or vendors are involved. This consistency supports commercial real estate data analytics, making it easier to coordinate asset or amenities management across sites.

Supporting lifecycle tracking and financial alignment

When an asset is installed, serviced, or replaced, the asset tag tracking system feeds condition and usage data into accounting and lifecycle planning tools, in real time. This information supports depreciation schedules, capital planning, and replacement forecasting, helping CRE teams align resource management software initiatives with budget cycles and long-term asset strategies.

Improving asset accountability and loss prevention

An asset tagging system helps limit unplanned equipment damage or loss costs by showing asset performance and location over time, including recent repairs and recurring issues, so teams can decide quickly whether to repair, replace, or intervene earlier. This helps reduce repeat failures and unplanned outages. It also supports predictive maintenance, lowers the total cost of ownership, and helps protect NOI by keeping critical systems available. 

Additionally, when assets move between spaces or buildings, the asset tagging system records those changes, instrumental for risk management and clear accountability across facility management and building operations teams.

What does asset tagging look like with Visitt?

Built for active building operations, Visitt uses QR code asset tracking as the foundation of its asset management tagging system. A unique QR code is automatically generated for every space and piece of equipment, linking the physical asset directly to its digital record. When a team member scans a QR code on-site, the relevant asset or location page opens instantly, with no searching or menu navigation required.

From that QR-linked page, teams see related work orders, inspections, equipment details, and historical activity tied to the exact space or asset in front of them. If there are active inspections, tasks surface immediately and can be started on the spot. Tasks and inspections can also require a mandatory QR scan before completion, confirming work is performed on-site and at the correct location. QR codes can then be exported and printed for placement on doors, rooms, panels, or equipment, ensuring teams always access accurate, up-to-date context while working across buildings.

See how Visitt connects assets to daily work across your portfolio