asetavo.
Book a demoStart free
Free template · Excel, CSV & printable PDF

School asset register template

A free fixed asset register for schools in Excel or Google Sheets. Record every projector, computer, lab instrument, desk set and vehicle by block, classroom and department — with who funded it, its condition, and depreciation if your school needs it.

Download Excel (.xlsx)Download CSVPrintable version
No email required Working formulas & dropdowns Excel, Google Sheets, LibreOffice
What’s inside

Sheets in the workbook

Each workbook opens on an Instructions sheet and includes clearly labelled example rows to delete before you start.

School asset register

28 columns you fill in — location, responsibility, funding, cost, condition, tags — plus accumulated depreciation and net book value.

Summary

Items, cost and net book value by category; items and cost by funding source; items in Poor or Scrap condition; items never verified.

Settings

The reporting date used for depreciation (only needed if you depreciate).

Instructions & Lists

Thirteen school asset categories and six funding sources, all editable.

XLSXasetavo-school-asset-register.xlsxExcel workbook · opens in Excel, Google Sheets, LibreOffice and NumbersCSVasetavo-school-asset-register.csvCSV · input columns and example rows only, for importing or pasting
How to use it

5 steps to a working school asset register

  1. Download the workbook, read the yellow example rows, then delete them. Edit the category and funding lists on the Lists sheet if your school uses different ones.

  2. Agree a numbering scheme (e.g. SCH-000001) and print labels before you start — the asset ID generator and label generator are free.

  3. Go room by room with the printable classroom inventory sheet below, label each item and record it, then type the sheets into the register.

  4. Record the funding source for every item, and the donor or grant name where there is one.

  5. Repeat the room check at least yearly (each term for laptops and tablets) and update “Last verified”. Use the Summary’s Poor/Scrap count as your replacement list.

Column guide

The school-specific columns

The register uses the standard asset fields (ID, name, serial, cost, condition, status, tag). These are the columns that make it work for a school.

ColumnTypeWhat to enter
Site / property → Building → Room / locationYou fill inCampus, block and classroom, lab or office — e.g. Main campus › Science block › Biology lab.
DepartmentYou fill inThe subject department or office responsible: Sciences, ICT, Sports, Administration, Boarding.
CustodianYou fill inA role is often better than a name in schools — “Head of Sciences” survives staff turnover.
CategoryDropdownICT equipment, Furniture, Science & laboratory equipment, Teaching aids & AV, Sports equipment, Musical instruments, Kitchen & catering, Library equipment, Office equipment, Vehicles, Buildings & land, Grounds & maintenance, Other.
Funding sourceDropdownSchool budget, Government grant, Donor, Parents / PTA, Fundraising, Other.
Donor / grant nameYou fill inWho paid for it — so you can report to donors and grant bodies on what their money bought.
Depreciation methodDropdownStraight-line or None. Many schools only record cost; choose None if you do not depreciate.
Accumulated depreciation, Net book valueFormulaStraight-line from the acquisition month to the reporting date on the Settings sheet.
Last verifiedYou fill inDate the item was last seen in a room check.

The formulas, in case you want to adapt them

Accumulated depreciation (column AC)
=IF(OR(Q2="",P2=""),"",IF(U2="Straight-line",IF(N(T2)<=0,0,ROUND((Q2-N(S2))*MIN(months,T2)/T2,2)),0))
months = whole months from the acquisition month to the reporting date, counting the first month in full.
Net book value (column AD)
=IF(Q2="","",Q2-N(AC2))
Example

Worked example: five school assets

Example rows from the workbook, depreciated to a reporting date of 31 December 2026.

AssetRoomFundingCostLifeNet book value
SCH-000101 Classroom projectorBlock B › Form 2 EastDonor (alumni association)520.0060 months312.00
SCH-000102 Student desks (set of 40)Block B › Form 2 EastGovernment grant1,600.00120 months1,120.00
SCH-000103 Microscopes (set of 10)Science block › Biology labSchool budget2,300.0096 months1,173.96
SCH-000104 Desktop computers (lab of 25)Block A › Computer labParents / PTA13,750.0060 months10,083.33
SCH-000105 Football goal posts (pair)Grounds › Main pitchFundraising900.00Not depreciated900.00

The microscopes went into use in February 2023: 47 months of a 96-month life by December 2026, so 2,300 × 47 ÷ 96 = 1,126.04 of depreciation and 1,173.96 left.

School assets list

Examples of school assets to record

Most schools register anything above their capitalisation threshold, plus portable or attractive items below it that are easy to lose. Typical school assets include:

  • ICT: computer-lab PCs, teacher laptops, tablets, printers, routers, servers.
  • Teaching aids & AV: projectors, interactive displays, speakers, cameras.
  • Science & laboratory equipment: microscopes, balances, fume cupboards, models and kits.
  • Furniture: desks and chairs (often as sets), lockers, library shelving, staffroom furniture.
  • Sports and music: goal posts, gym equipment, instruments, sound systems.
  • Kitchen & boarding: cookers, fridges, beds and mattresses (as sets).
  • Vehicles, buildings and land, if your school owns them.
Beyond the register

From register to a school asset management plan

The register is the foundation of a school asset management plan. Once it is complete you can plan replacements from condition and age, budget for maintenance, show donors and governors what their funding bought, and prove at the end of each term that laptops and tablets came back. Agree who owns the register (often the bursar or business manager), how often rooms are checked, and the value above which items are capitalised.

Rules differ by country and by who runs the school — ministries of education, local authorities, trusts and donors each set their own thresholds, useful lives and reporting formats. Treat this template as a neutral starting point and adjust it to what your governing body, auditor or donor requires.

Asset tracking for schools and universities Depreciation for schools Audits for education
Google Sheets

Use it in Google Sheets

The workbook is a standard .xlsx file, so it opens in Google Sheets without a separate version. Upload it to Google Drive, open it, and choose File → Save as Google Sheets — or open a blank sheet and use File → Import → Upload → “Replace spreadsheet”.

Formulas, dropdown lists and frozen header rows carry over. If dates you type are not recognised, check File → Settings → Locale so the sheet expects the same date format you use.

Spreadsheet vs software

When a school outgrows the spreadsheet

Schools usually move to asset tracking software when:

  • Teachers borrow laptops, tablets and AV kit and nobody knows who has what at the end of term.
  • The annual room check takes several staff a week because every item has to be found by hand in a long list.
  • More than one school or campus shares the register.
Free asset tracking software Check-in / check-out
Printable version

Printable classroom inventory sheet

Use one sheet per room for the first walk-round and every room check. Print it or save it as a PDF.

Choose “Save as PDF” as the printer to download a PDF. Only the document below prints.

Classroom / room inventory
School asset register — room check sheet
OrganisationRef.

Room details

School / campus
Block / building
Room
Teacher or staff in charge
Department
Date checked

Items in this room

Asset ID / tagItemQtySerial no.Funding / donorConditionPresent ✓Notes
        
        
        
        
        
        
        
        
        
        
        
        
        
        
        
        

Condition: New / Good / Fair / Poor / Scrap. Record items found in the room that are not on the register at the bottom, with “NEW” in the first column.

Sign-off

Checked by
Name
Signature
Date
Teacher / staff in charge
Name
Signature
Date
Bursar / business manager
Name
Signature
Date
Free template from asetavo.com/templates · Adapt it to your organisation’s policies.
In Asetavo · Asset tracking for schools

Ready to move beyond the spreadsheet?

Label every projector, laptop and lab item, check rooms from a phone, lend devices to teachers and know where everything is at the end of term.

  • Start free: up to 100 assets and 2 users, QR and barcode labels
  • Import your completed spreadsheet yourself with the Excel/CSV import wizard
  • Export to Excel or CSV at any time, on every plan
Start freeSee asset tracking for schools
FAQ

About this template

It is a record of everything the school owns above an agreed value — and portable items below it — with a unique ID, description, location, who is responsible, how it was funded, its cost and condition, and, if the school depreciates assets, its depreciation and book value.
Related
Excel
Fixed asset register (Excel, with depreciation)

An Excel fixed asset register with live formulas for straight-line, reducing-balance, DDB and SYD depreciation, net book value and disposal gain/loss — plus the 32-column CSV.

Excel
Church asset register

A church inventory for sanctuary, sound and AV, instruments, vehicles and hall equipment — with donor, insurance value and insured status.

Excel
Fixed asset verification report & certificate

Record a physical verification asset by asset, log unregistered items, calculate verification accuracy and sign a verification certificate.

Church asset register template Fixed asset verification report Fixed asset register with depreciation All free templates

Ready to account for every asset?

Tag, track and audit everything you own — from a handheld scanner to a boardroom report.

Start freeBook a demo

No card required · Workspace ready in minutes · Simple USD pricing