What are asset groups?
Asset groups are how BaseUp organises and controls your parking bays.
In the Assets tab, you can see all of your bays and how they have been digitised. This is where you:
View every bay in your car park
Group bays together for reporting
Group bays together for configuration and booking rules
Think of asset groups as the “buckets” you put bays into so you can apply rules, policies and reporting to them.
What can I see in the Assets tab?
In the Assets tab you can see key information about each bay, including:
Bay number/name – the unique identifier for the bay
Floor / level – where in the car park the bay is located
Category – for example, Small car, Standard, EV, Motorbike, Truck
Asset group(s) – which group(s) the bay belongs to
Why use asset groups?
Asset groups are used for two main reasons:
Configuration
You link asset groups to policies
Policies then control who can book those bays, when, and under what conditions
Reporting
Asset groups decide how detailed your reporting can be
If you want to see usage for a specific type of bay, those bays need to be in their own asset group
Asset groups and reporting
How you group your bays will directly impact the reports you can run.
For example:
If you want to see utilisation of EV chargers only, all EV bays should be in a separate “EV Bays” asset group
If you want to see utilisation of visitor bays only, those bays should be in a separate “Visitor Bays” asset group
If you want to compare different areas or levels, you can create separate asset groups for each (e.g. “Level 1 Bays”, “Level 2 Bays”)
In Usage Reports configuration, you can select individual asset groups.
This lets BaseUp give you detailed, broken-down data on how different “buckets” within your car park are being used.
How asset groups work with policies
When you group bays into an asset group, you can then link that group to a policy.
The flow looks like this:
Create or update an asset group
Choose which bays belong to the group
Link the asset group to a policy
For example: “Employee Weekday Parking”, “Visitor Parking”, “EV Only”
Set the conditions in the policy
Who can book (e.g. specific user groups or companies)
When they can book (days, times, lead times)
Any special rules (e.g. maximum days per week, booking windows)
The policy then controls how those grouped bays can be booked.
This structure is what makes BaseUp parking flexible:
you can reuse the same bays under different rules, for different people, at different times.
Examples of asset groups
Here are a few common examples:
All bays in one group
Group all bays into a single “All Bays” group
Apply different policies for different user types (e.g. employees, contractors, visitors) that can all draw from the same pool of bays
Visitor asset group
Create a “Visitor Bays” group with only 2–3 bays
Link this group to a “Visitor Parking” policy
This ensures only visitors are allocated those specific bays
EV-only asset group
Group all EV bays together
Apply a policy so only EV vehicles can book these bays
Level-based asset group
Create groups like “Level 1 Bays”, “Level 2 Bays”, etc.
Use these for reporting or to give certain users priority on specific levels
Where do I manage asset groups?
You manage your bays and asset groups in the Assets tab of the Management Portal.
From here, you can:
View all bays and their current group(s)
Add bays to an existing group
Remove bays from a group
Create new asset groups (if enabled for your role)
Use this area whenever you need to change how bays are grouped or which bays are controlled by a particular policy.
How do I make a bay no longer bookable, or change how a bay is used?
If a bay should no longer be bookable (for example, it is under maintenance or permanently reassigned), you will need to update it in the Assets tab.
At a high level:
Remove the bay from its asset group(s)
Go to the Assets tab
Select Spaces > Bay you want to change
Remove any asset groups in the 'Asset Assignment' field and press save
From the moment you change the asset group, the bay will no longer be offered for new bookings through any policy that no longer includes it.
Update existing bookings
While still in that bay, select 'bookings'
Find any future bookings in that bay.
Select each individual booking and move them to a different bay (or cancel them, based on your process)
Select 'allocations'
Find any existing allocations in that bay
Cancel the allocation, and create the allocation again in a new bay if applicable.
Once the bay is no longer in an asset group that is used by a policy, it will stop being offered as a bookable option
Important things to keep in mind when changing asset groups
Changes apply from the moment you save them
The asset group change affects new bookings going forward.
Existing bookings and allocations stay where they are until you move or cancel them.
You must manually move any future bookings and allocations
If you remove a bay from a group, always check for future bookings and allocations in that bay.
Move them to another bay so drivers are not left without a valid space.
Common questions
Do changes to asset groups update existing bookings automatically?
No. Changes to asset groups and policies only affect new bookings from the time of the change.
Any bookings or allocations already in that bay must be reviewed and moved manually.
Can I bulk-move bookings?
Not yet. At the moment, you need to open and move each booking individually.
We know this can be time-consuming for larger changes and we are working to improve this flow.
What if I just want to temporarily block a certain number of bays?
If you are making temporary changes (for example, blocking a few bays for a short period), you should not remove bays from asset groups.
Instead, use Policy limits:
Policy limits let you temporarily reduce how many bays can be booked under a policy.
This is the recommended way to block or reduce capacity for a short time.
For more details, see the Policy Guide article.