Keep one register of the sound desk, microphones, instruments, projectors, chairs, vehicles and donated items across every building and campus — who has each item, where it should be, and what it is worth when the trustees or the insurer ask.
A church owns more than most people realise, and very little of it is managed by one person. The sound and projection kit belongs to the media team, the instruments to the worship team, the tables and urns to whoever runs hospitality, and the minibus to the youth ministry.
The day-to-day failures church teams describe before they move off spreadsheets and paper registers.
Microphones, cables, projectors and PA speakers are borrowed for youth nights, weddings, outreach events and home groups. Without a record of who took them, items come back late, come back broken or do not come back at all.
The media team has a spreadsheet, the worship leader knows the instruments, the hall booking secretary knows the furniture, and the treasurer has a list of purchases. None of them match, and none of them includes the things that were donated.
A keyboard given by a family, a second-hand minibus, a set of chairs from a closing congregation: gifts often arrive without a value, a date or a note of any conditions, which makes them hard to report to trustees and hard to insure.
When the insurer asks for a schedule of contents, or the trustees want to know what the church owns and what it is worth, someone spends weekends walking the buildings with a clipboard.
The person who set up the sound system and knew where every cable lived moves on. Without a register, labels and history, the next volunteer starts from scratch.
Record every item once — description, serial number, ministry, location, custodian, condition, photo and purchase or gift value — and filter the register by building, ministry or category.
Learn morePrint QR or barcode labels and scan them with a phone camera to open an item’s record. Labels and scanning are included on the free Starter plan for up to 100 assets.
Learn moreA team leader checks a mic kit, projector or PA out to a volunteer with a due date, and checks it back in with its condition. Overdue lists show what is still out. Check-in/out is on Growth and above.
Learn moreAdd custom fields such as Donor, Gift date, Estimated value and Restrictions, and attach the gift letter or receipt, so every donated item has its story on the record.
Learn moreRun a stock-take room by room with phones, see what was found, missing or unregistered, and export the register with values and photos to Excel or CSV. Stock-takes start on Growth; exports are on every plan.
Learn moreSet up each campus, building and store cupboard as a location, so central staff see everything while each site manages its own kit. Multiple sites are on Growth and above.
Learn moreOn the Business plan, keep service schedules, work orders and contracts for vehicles, heating, PA systems and instruments on the asset itself.
Learn moreThe media lead scans the portable PA, mics and cables, checks them out to the volunteer running the event with a due date, and scans them back in on Monday with a note of anything damaged.
When a family donates a keyboard, register it with the donor, gift date, an estimated value and any conditions, attach the gift letter and stick a QR label on it before it goes to the worship team.
Volunteers count each building with their phones, the administrator resolves missing and unregistered items, and the register is exported with locations, values and photos for the trustees’ meeting and the insurance review.
Filter the register by the departing volunteer, collect everything they hold, scan each item and assign it to their successor or the store cupboard.
On the phone · Churches
Team leaders check kit out and back in by scanning its label, and volunteers count a building room by room. In the Asetavo app every action works without signal and syncs when the phone reconnects; everything also works in a phone browser today.
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An illustrative church overview beside a real Asetavo screen.
Categories and custom fields keep the details each group needs — serials, warranty, custodian, room.
Mixing desks and stage boxes · Microphones and in-ear monitors · Speakers and amplifiers · Projectors, screens and cameras · Streaming and recording equipment · Cables and stands (as kits)
Pianos and organs · Keyboards and digital pianos · Drum kits and percussion · Guitars, basses and amps
Chairs, tables and staging · Lecterns and communion furniture · Kitchen appliances and urns · Children’s ministry equipment
Minibuses · Vans · Trailers
Laptops and tablets · Printers and copiers · Routers and Wi-Fi equipment
Gifted instruments and equipment · Memorial furniture and fittings · Items with donor conditions
Replace the separate lists kept by the media team, the worship team, the hall secretary and the treasurer with one register that everyone works from, filtered by ministry or building.
Check AV kit, instruments and event equipment out to named volunteers with due dates. Volunteers do not need a login; the team leader records the loan and the return, including the condition it came back in.
Keep values, serial numbers and photos on each item, and export the register for your insurer’s schedule of contents. If something is stolen or damaged, the record, photos and receipts are already in one place.
Give trustees, elders or the parish council an up-to-date list of what the church owns, where it is, what condition it is in and what has been bought, donated or disposed of during the year.
Each campus keeps its own buildings and store cupboards, central staff see the whole picture, and equipment moved between campuses for big events is recorded as a move with a reason.
Organs and pianos need tuning, minibuses need servicing, and PA systems and heating need checks. On the Business plan, keep schedules, work orders and contracts on each asset.
Treasurers want to know what was spent, what was given and what things are worth now. Asetavo keeps the figures on each record; your own policies and your accountant decide how they are used in the accounts.
Model each campus, church plant or building as a site, with its rooms and store cupboards underneath. Equipment that travels between sites is moved, not re-registered.
Churches need tags that are cheap, discreet and readable with volunteers’ own phones. For most churches that means QR labels, with tougher options for vehicles and equipment that travels.
The default for AV kit, instruments, furniture and IT. Print labels yourself and scan them with any phone — included on the free plan.
What is QR?Use where items already carry barcodes, or where a handheld barcode scanner is kept at the AV desk or store cupboard.
What is Barcode?Small tap tags for flight cases, store cupboard doors and kit that is lent out often (Growth plan).
What is NFC?Rarely needed in a church. Worth considering only for very large venues that count hundreds of items often (Business plan).
What is UHF RFID?Not sure which to use? Try the tag technology selector or compare plans.
Volunteers should be able to scan and borrow without changing values or deleting records. Permissions are granted per role, and every change is recorded with who made it and when.
Most churches report from spreadsheets and their accounting package. Asetavo feeds those with exports, and with the REST API where a volunteer developer or integrator can help.
Collect the media team’s spreadsheet, the instrument list, the hall inventory and the treasurer’s purchases, or start from the church asset register template.
Create each campus, building, room and store cupboard as a location, and each ministry as a department.
Import the combined list with the Excel/CSV wizard, print QR labels and label one room at a time with a couple of volunteers.
Ask team leaders to check equipment out and in by scan, so every loan has a name and a due date.
Run a stock-take before the annual meeting or insurance renewal and export the results for the trustees.
Something we didn’t cover? Walk us through your sites and assets and we’ll show you how Asetavo would be set up.
Book a demoStart free with your first 100 items, or book a demo and we’ll show you a sample church set up with campuses, ministries and donated items.
No card required · Workspace ready in minutes · Simple USD pricing
