One hardware register for laptops, monitors, phones, servers and network gear — who has each device, where it is, what warranty covers it, and what happens when people join, move and leave.
An IT team manages two kinds of hardware at once. End-user devices — laptops, monitors, docks, headsets, phones — belong to people and move with them between desks, offices and homes.
Add your offices, departments and the staff who use equipment.
Tag laptops, monitors, phones and peripherals.
Issue devices to employees, track returns and see the full history of each one.
Joiners get their kit faster, leavers hand everything back, and nothing disappears in between.
The day-to-day failures IT teams describe before they move off spreadsheets and paper registers.
Devices get swapped when one breaks, borrowed for a trip, or handed from a leaver to a new starter without anyone updating the spreadsheet. When a laptop needs a repair, a security response or a refresh, the first job is finding out who actually has it.
Offboarding checklists cover accounts but rarely hardware. If there is no reliable list of what a person was issued — laptop, charger, phone, monitor, security key — some of it doesn’t come back, and nobody notices until the asset count is short.
Warranty and support contracts live in purchase emails. A device fails a month after cover ended, or the team pays for a repair that was still under warranty because nobody could find the dates.
Returned laptops, old monitors and spare docks accumulate in an IT store with no record of condition or whether they are fit to reissue. Meanwhile new equipment is bought for starters.
Deciding which devices to replace next year needs purchase dates, age, condition and value for the whole fleet. Without them, refresh budgets are set on estimates.
Finance holds IT hardware as fixed assets with depreciation; IT holds it as a device list. When the two lists don’t match, audits and insurance claims take longer than they should.
Every device has an asset ID, serial number, model, manufacturer, supplier, invoice reference, purchase date and cost, location, custodian and condition. Add custom fields for anything else you track — hostname, OS build, specification tier, cost centre.
Learn moreIssue a laptop and its accessories to an employee on check-out, with the condition going out and an optional due date for loaners. The employee becomes the custodian, and you can list everything they hold in one filter.
Learn moreStarters are issued a kit from stock, movers’ devices are transferred to a new location or team with a reason, and leavers’ check-outs are returned with the condition recorded. Each step lands in the device’s history.
Learn moreRecord warranty, support, lease and AMC contracts against each device with provider, reference, start and end dates, cost and coverage notes. Warranty and contract expiry reports show what is running out.
Learn moreLog repairs as work orders against the device, set its status to In repair, and see its full repair history before deciding whether to fix or retire it. Schedule preventive maintenance for servers, UPS batteries and air conditioning in comms rooms.
Learn moreRun a stock-take for a floor, comms room or IT store. Scan QR labels or sweep RFID tags, and Asetavo lists what was found, missing, misplaced or unregistered.
Learn moreApply a depreciation method per category so finance sees net book value per device. When hardware is retired, record the disposal with method and proceeds; attach your data-wipe certificate to the record.
Learn moreUse the REST API to create and update assets from your own scripts and systems, and signed webhooks from alert rules to push events out.
Learn morePick a laptop and accessories from the IT store, check them out to the new employee with condition noted, and attach the signed handover form. The employee is now the custodian of each item.
When someone changes team or office, record a movement for their devices to the new location and department, with a reason. Their custody is unchanged; the register reflects where they now work.
Filter by custodian to see everything the leaver holds, return each open check-out with its condition, and move the items to the IT store. From there they are reissued, sent for repair, or retired and disposed.
Keep a pool of loaner laptops and projectors. Issue them with a due date; anything not back on time is flagged as overdue automatically.
On the phone · IT Teams
See every laptop that is out and what is overdue, and return a leaver’s kit with one tap. Bind a QR, barcode or NFC label to a new device as it is unboxed, and export the register to Excel or CSV for a renewal or an audit.
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An illustrative IT overview beside a real Asetavo screen.
Categories and custom fields keep the details each group needs — serials, warranty, custodian, room.
Laptops and desktops · Monitors · Docking stations · Tablets · Mobile phones
Keyboards and mice · Headsets and webcams · Chargers and adapters · Security keys · External drives
Servers · Switches and routers · Firewalls · Wireless access points · UPS units and PDUs
Projectors and displays · Conference cameras and speakers · Printers and scanners · Loaner laptops
New stock awaiting issue · Returned devices awaiting wipe · Spare parts · Devices awaiting disposal
Each employee’s record shows every device checked out to them: the laptop, its dock, monitors, headset and phone. When a manager asks what a new hire needs, or HR asks what a leaver must return, the answer is one filter away.
When a device needs to be located quickly — a lost laptop or a machine flagged by your security tooling — search by serial or asset ID to see its custodian, last recorded location and movement history. Asetavo shows the last scan or reader sighting — with the GPS position of that scan if it was made in the mobile app (Growth and up) — not a live device location.
Export the register with purchase date, model, condition, repair history and net book value. Sort by age to build next year’s refresh list and budget from real data rather than estimates.
Because the same record carries the IT view (custodian, location, condition) and the finance view (cost, depreciation, NBV), a single stock-take gives both teams a matching list. Finance fields can be restricted so only finance users see them.
Tag stock as it is received and keep it in an IT store location. With a UHF RFID reader at the store door, a zone rule can alert you when a tagged device leaves without an open check-out.
Know before you ship a laptop for repair whether it is under warranty, and keep the history that tells you when a device has cost more than it is worth.
IT hardware is usually a fixed asset. Asetavo keeps its cost and depreciation on the same record IT uses day to day, so both teams work from one list.
Track devices across every office, comms room and IT store, and keep remote employees’ equipment on the register through check-outs.
IT hardware already carries serial numbers and often manufacturer barcodes; the job is to link each physical device to its record quickly. Most teams use QR labels on end-user devices, and add RFID where they audit racks and stores frequently.
Small asset labels on laptops, monitors and docks. Scan with the mobile app at issue, return and audit.
What is QR?Where devices already carry an existing asset barcode, record it as the device’s tag and scan it instead of adding a new label.
What is Barcode?Tap-to-open asset records on shared meeting-room equipment and loaners, from any NFC-capable phone.
What is NFC?On-metal tags for servers and network gear so a whole rack or IT store can be audited in one sweep; fixed readers at the store door for zone alerts.
What is UHF RFID?Not sure which to use? Try the tag technology selector or compare plans.
Your hardware register lists who holds which device and where — useful information for an attacker. Access is deny-by-default and every change is attributed.
IT teams usually want their asset register to talk to HR, help desk, device-management and procurement systems. Asetavo provides the building blocks; there are no named, pre-built connectors today.
Set up hardware categories, depreciation defaults, and custom fields such as hostname, OS or cost centre. Add your offices, comms rooms and IT store as locations.
Import your existing spreadsheet or an export from another tool with the Excel/CSV import wizard.
Add departments and employees as custodians so devices can be checked out to named people.
Label devices as they pass through the IT desk, then run a stock-take per floor and store to confirm who has what.
Use check-out for joiners, movements for movers and returns for leavers, and connect other systems via the REST API if you need to.
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 demoBook a demo to see a joiner, a leaver and a warranty check on a sample IT register — or import your current hardware spreadsheet yourself in minutes.
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