A school asset management system for laptops, labs and AV rooms: issue devices to students and staff with due dates, keep equipment accounted for room by room, and finish the year-end inventory in days instead of weeks. One register for IT, facilities and the finance office — across every faculty, building and campus.
A university or school group is a set of campuses, each with faculties, departments, libraries, labs and admin offices — and every one of them owns equipment. Asetavo gives each campus its own branch of the location tree, and each building and room its place underneath.
Add each school, building, lab and classroom.
Tag laptops, tablets, projectors and lab kit.
Lend devices to staff and students with due dates, and see what’s overdue.
Year-end counts become a quick check instead of a week of spreadsheets.
The day-to-day failures education teams describe before they move off spreadsheets and paper registers.
Laptops and tablets are issued at the start of term on a paper form or a shared spreadsheet. By the end of the year, some students have left, some devices are broken and some were swapped between siblings — and the IT team has no reliable list of who has what.
Auditors and governing bodies want a confirmed asset count. Staff walk every classroom with a printed list, tick boxes, and then spend weeks reconciling what they found with a register that was already out of date.
Microscopes, data loggers, oscilloscopes, projectors and portable speakers move between rooms and departments. When something is missing before a practical or an exam, it is found by asking around.
IT, facilities, departments and each campus maintain separate lists in different formats. Nobody has a complete picture, and the finance office can’t reconcile any of them with the fixed asset register.
Without purchase dates, repair history and depreciation in one place, it is hard to show which devices are due for replacement next year — or to justify the budget request that pays for them.
Issue devices to named people with due dates, track overdue returns and see each person’s current equipment.
Learn moreCampus, building, floor and room for every asset, so each campus manages its own while the institution sees everything.
Learn moreScan a classroom or lab, and Asetavo reconciles found, missing and unregistered items for that room automatically.
Learn moreRead a trolley of laptops or a whole IT store in seconds with a UHF RFID handheld instead of scanning one by one.
Learn moreSchedule servicing and calibration for lab instruments, and log repairs on projectors, boilers and kitchen equipment.
Learn morePurchase value, depreciation and age on every asset, reported by campus, department or funding source.
Learn moreTeachers, lab technicians and IT staff look up and scan assets from their phones — no dedicated hardware required.
Learn moreAt the start of term, each laptop is checked out to a student with a return date. At the end of the year it is checked back in, inspected for damage and either reassigned or sent for repair — with the condition recorded against the device.
Staff devices are issued against the employee record with an attached handover form. When the person leaves, HR and IT can see exactly what needs to come back.
Portable lab kit is checked out to a teacher or class for a practical and returned to the prep room afterwards, so technicians know what is in use and what needs attention.
The annual count is split into audit sessions by campus or building. Staff scan each room, and the variance report of missing and unregistered items goes straight to the finance office.
On the phone · Education
Count a classroom, lab or store room by scanning QR or barcode labels, even where the Wi-Fi drops; the scans sync once you are back online. The check-outs list shows who has each laptop or lab kit and what is overdue, with one-tap Return.
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An illustrative education overview beside a real Asetavo screen.
Categories and custom fields keep the details each group needs — serials, warranty, custodian, room.
Student laptops & Chromebooks · Tablets · Staff laptops · Desktop PCs · Charging trolleys · Network equipment · Printers
Microscopes · Data loggers · Oscilloscopes · Fume cupboards · Engineering workshop tools · Musical instruments · Art & design kit
Projectors · Interactive displays · Document cameras · PA systems · Portable speakers · Cameras
Furniture · Boilers & HVAC · Kitchen equipment · Sports equipment · Grounds machinery · Minibuses · Keys
Loanable laptops · Calculators · Headphones · Special collections equipment · Exam-room devices
Run a one-device-per-student programme with a real record of who holds each laptop, its condition at issue and return, and the repair history in between. Overdue devices are listed by class or year group, so follow-up goes to the right teacher.
Every PC, printer, switch and display is registered to a campus and room with serials, warranty and purchase date. IT sees what is out of warranty, what is due for refresh and what has gone missing since the last count.
Lab technicians keep instruments in a register with service and calibration records, check portable kit out to teachers for practicals, and audit the prep room in minutes before exam season.
Estates teams track boilers, HVAC, kitchen equipment and grounds machinery with PM schedules and work orders, and see everything installed in a building before a refurbishment or change of use.
Produce a campus-by-campus verified asset count for auditors, governors or the ministry, with variances explained and a record of who counted each room.
Tag equipment bought with a specific grant or donation using a custom field, so you can report on where it is and how it’s used when the funder asks.
Finance offices need the fixed asset register to agree with what is actually on campus. Asetavo keeps purchase value, depreciation and location on the same record, so the numbers finance reports are backed by a physical count.
Multi-campus universities and school groups get a single asset register with a branch of the location tree for each campus. Local teams manage their own assets; central IT and finance see across all of them.
Most schools start with an asset register in a spreadsheet: one row per item, with its room, value and condition. A school asset management system keeps that register but adds labels, scanning and history, so the register stays true between audits instead of being rebuilt every summer.
Education has many small, mobile devices and many rooms to count. QR covers everyday lookups; UHF RFID makes term-end counts and charging-trolley checks fast.
Durable QR labels on laptops, projectors and furniture let any staff member open an asset record from a phone. Included on every plan.
What is QR?Reuse library-style barcodes or existing asset numbers if your school already has scanners at the loans desk.
What is Barcode?Count a charging trolley of 30 laptops or a full IT store in one pass, and fit a reader at the IT store door so devices leaving without check-out raise an alert.
What is UHF RFID?Tap-to-open tags for lab instruments and musical instruments where a printed label would be damaged by handling.
What is NFC?Not sure which to use? Try the tag technology selector or compare plans.
Schools handle information about students and staff, so Asetavo keeps personal data to what is needed for custody — a name and identifier on a check-out. Roles control who can see custodians, change records or dispose of equipment.
Asetavo works alongside your student information system, device management tools and finance software. It exchanges data through exports and a REST API rather than prebuilt connectors.
Campuses, buildings and rooms set up to match your estate.
Bring in existing IT, lab and facilities spreadsheets with the Excel/CSV import wizard.
Label devices over a holiday or during the start-of-term issue, room by room.
Check laptops out to students and staff with due dates as they are handed over.
Run a room-by-room count to confirm the register before year-end.
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 demoBring your device list and campus map — we’ll show you check-outs, room audits and replacement planning set up for your institution.
No card required · Workspace ready in minutes · Simple USD pricing
