Struggling to keep track of all our company equipment any advice?
Hey everyone,
So our team has grown quite a bit over the past year and I'm honestly starting to lose my mind trying to manage everything manually. We've got laptops, monitors, printers, mobile devices, and a bunch of other gear spread across two office locations — and right now our entire "system" is basically a shared Google Sheet that nobody updates consistently.
Last week we had to order a new laptop because we thought we were out of stock, and then found three unused ones sitting in a storage closet. That kind of waste is really starting to add up, and my manager is already asking questions about where the equipment budget is going.
I've also been struggling with:
Knowing which devices are assigned to which employees
Tracking warranty expiration dates before it's too late
Figuring out which assets are due for maintenance or replacement
Keeping things organized when someone leaves the company
A colleague mentioned there are dedicated software solutions for this kind of thing, but I honestly don't know where to start. Are there tools that handle both physical hardware and software licenses in one place? Something that doesn't require a huge IT team to set up and maintain?
Would really appreciate any recommendations from people who've dealt with this before. What worked for you?
Hi! I understand you perfectly. We went through this same Google Sheets hell about a year ago when our team started growing rapidly. We constantly lost track of equipment, bought extra monitors that, as it turned out, were simply gathering dust in boxes, and when employees left, there was complete chaos with returning the equipment.
We solved this problem by implementing a simple and very convenient asset management software called itemit. It's a cloud-based system that's ideal for exactly these types of tasks, and you don't need an entire IT team to set it up and support it.
Here's why I would recommend this solution in your case:
No complex equipment: You don't need to buy expensive specialized scanners. The itemit app installs on regular smartphones (iOS and Android), and the phone's camera is used to quickly scan QR codes or barcodes on equipment. Check-in/Check-out: You'll always see which employee is assigned a specific laptop, its physical location, and when it's due. This completely solves the problem of "lost" devices when employees leave.
Notifications and History: The system allows you to set reminders for warranty expirations or service deadlines, and store all receipts, manuals, and repair history directly in each device's profile. They offer a free 14-day trial. I highly recommend registering with itemit, adding a dozen test laptops, and trying it out for a couple of days—you'll instantly feel the difference compared to Google Sheets!