Asset management for schools: every lab PC, projector and bench accounted for
A school has hundreds of items spread across classrooms, computer labs, the science block, the library, the office and the sports room, and usually one register that nobody fully trusts by March. Assets Tracker gives you a register with photos, QR labels on every item and a scan-based audit that your lab assistant or admin staff can run from a phone.
- 15-day free trial
- 5 people
- No credit card
Where school asset records usually break down
None of this is anyone's fault. Schools buy in small lots over many years, items move every session, and the person who made the register may have left long ago.
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Computer labs change every year
Machines are swapped between labs, RAM is pulled out of one PC to fix another, a graphics card disappears from the senior lab. The register still says "Lab 2 – 30 computers".
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Projectors and smart boards in many rooms
These are the costliest items in a classroom. When one fails, nobody can find the bill, the warranty end date or which vendor holds the AMC.
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Furniture moves at the start of every session
Benches, desks, almirahs and staff chairs are shifted as sections grow or shrink. Within two sessions the counts on paper and in the rooms stop matching.
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The audit before the new session takes a week
Management, the trust or the auditor wants a physical verification. Staff walk around with printed lists and tick marks, and the result is another sheet that is out of date in a month.
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Things lent out don't come back
The DSLR for annual day, the portable PA system, laptops for a workshop, cricket kits for an inter-school match. Nobody wrote down who took them or when they were due.
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Consumables run out at the worst time
Printer toner during exam paper printing, lab consumables before practicals, stationery for the office. You find out only when the cupboard is empty.
How Assets Tracker helps a school
One register with photos, organised the way your school is
Every item goes into one register with at least one photo, so "steel almirah, 4 shelves" is never confused with the one next to it. Set up categories (Computers, Projectors, Smart boards, Furniture, Lab equipment, Sports), departments for wings such as Primary, Senior Secondary, Science Labs and Admin, and branches if your school has more than one campus. Add your staff as employees so every item has a named person responsible for it.
A QR label on every PC, projector and bench
Print QR and Code 128 barcode labels in batches by category, numbered like SCH/CPU/001, SCH/CPU/002 and so on. Use standard A4 label sheets (70×37 mm, 24 per sheet), the small 38×21 mm labels (65 per sheet) for remotes, keyboards and lab instruments, or a thermal roll if you have a label printer. A whole lab can be labelled in one batch. After that, anyone with the app can point a phone camera at a label and open that item's record.
CPU part history for lab computers
For each desktop, Assets Tracker records 11 parts, including the processor, RAM, SSD, graphics card and power supply, and keeps a history whenever a part is changed. When the lab technician moves RAM from PC 07 in Lab 1 into PC 14 in Lab 2, that change is on record, and you can see at a glance which machines still have their original parts.
Warranty and AMC reminders for projectors, smart boards and UPS
Record the warranty and AMC for each item and log every repair against it. Assets Tracker sends reminders by email before a warranty or AMC runs out, so the renewal decision is made in time and not after the projector in Class 9B has stopped working.
Lend items and get them back
Use check out for anything that goes out temporarily: give it to a teacher with a return date, and mark it returned when it comes back. Use assign for regular use, such as a laptop given to the computer teacher for the year. You can check out a single item or a whole kit together, for example a projector with its remote, HDMI cable and carry bag.
Teachers confirm what they hold
When an item is handed over, the teacher gets a link and confirms receipt with a code. That handover acknowledgement settles the "I never received it" conversation at the end of the year. With the employee role, a teacher sees only the items in their own name, nothing else.
Stock for consumables
Keep toner, lab consumables and office stationery as stock items. Record what comes in and what goes out, see the running balance, and get a low-stock alert before you run out. Stock is available on the Growth plan and above.
The pre-session audit, done by scanning
Physical audit by scanning is part of the Growth plan and above. It works branch by branch, so a school with two campuses can audit each one separately.
Choose the campus to audit
Start an audit for one branch. Different staff members can take different blocks.
Walk room to room and scan
Point the phone camera at each label. The app keeps track of what has been scanned, so the items not yet seen are easy to follow up instead of hunting through a printed list.
Sort out what's missing
Check with the person each item is assigned to. If something is broken beyond repair, send it for write-off; if your plan includes approval before disposal (Business plan), it waits for approval first.
Hand the result to the principal or auditor
Export to Excel or PDF. You can also give your auditor the read-only auditor role so they can look at the register themselves without being able to change anything.
Depreciation and write-offs for the accounts
If your accountant needs depreciation figures, Assets Tracker calculates depreciation as per the Income-tax Act and the Companies Act (Growth plan and above). Note that Schedule II of the Companies Act gives a shorter useful life (8 years) for furniture used in schools and other educational institutions than for general furniture (10 years). Our guide to depreciation under the Companies Act and Income-tax Act explains the difference, and the free depreciation calculator lets you check any single item.
Old CRT monitors, broken benches and dead UPS batteries need to come off the register properly. On the Business plan, disposal and write-off go through an approval step first, so nothing quietly disappears from the books.
If you are still building your register, the fixed asset register format guide lists the columns worth keeping and the mistakes to avoid.
Which plan fits a school?
Prices are before 18% GST. Paying yearly gives you 2 months free.
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Starter
₹799 / month
or ₹7,999 / year
- 5 users, 500 assets, 5 GB
- Good for a small single-campus school starting with labs and projectors
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Growth
₹1,499 / month
or ₹14,999 / year
- 15 users, 3,000 assets, 20 GB
- Adds audit by scanning, stock, software licences, depreciation and many branches
- Fits most schools with labs and full furniture lists
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Business
₹2,999 / month
or ₹29,999 / year
- 40 users, 15,000 assets, 50 GB
- Adds approval before disposal, branch-wise managers and priority support
- For school groups and large campuses
Running a large group of institutions? Ask about Enterprise pricing at support@apnaassets.com.
Questions schools ask
Can teachers and lab assistants use it on their phones?
Yes. Assets Tracker works in the phone browser and there is an Android app. The phone camera scans the labels, so no separate scanner is needed.
Our asset list is in Excel. Do we have to type everything again?
No. Copy the rows from Excel and paste them into Assets Tracker. You will still want to add a photo of each item, which is easiest to do while sticking the labels.
Can our staff use it in Hindi or a regional language?
Yes. The app is available in 13 Indian languages: English, Hindi, Marathi, Bengali, Telugu, Tamil, Gujarati, Kannada, Malayalam, Punjabi, Odia, Assamese and Urdu.
Can our auditor see the register without being able to change it?
Yes. Give them the auditor role, which is read-only. You can also export the register and audit results to Excel or PDF.
Where is our data stored?
On servers in Mumbai, India, with nightly backups. Logging in from a new device needs a code sent by email.
हिंदी में पढ़ना चाहते हैं? एसेट ट्रैकिंग सॉफ्टवेयर – हिंदी पेज
Get your register ready before the next session
Start with one lab or one block: paste your Excel list, add photos, print labels for that category and assign items to the staff who look after them. The rest of the school can follow the same way.
- 15-day free trial
- 5 people
- No credit card