School asset tracking software is a solution adopted by districts worldwide to improve record-keeping, save money, avoid supply shortages, quickly locate assets, and more.

Between the cleaning supplies, equipment, buses, chairs, desks, and other consumables, districts need to keep track of the whereabouts of every item and ensure they function correctly.

In addition to the assets listed above, Gallup Inc. recently surveyed 3,210 public school teachers and found that 87% of teachers use digital tools at least a few days a week to educate their students. This means districts are tracking and maintaining more IT assets than ever before.

Discover why your school district should consider implementing an asset management system and ways to choose the perfect solution for your school.

What is school asset management software?

School asset management software is a centralized system for housing each asset in your district. Thanks to robust sorting options, you can segment your assets by each department so that everyone can quickly locate assets and view their status (in use, out of service, checked out, etc.).

school asset management software can include features like interactive mapping, asset QR barcode scanning, and reporting

While each may utilize the software slightly differently, public and private K-12 schools can benefit from the robust feature offerings of asset management software.

Key features of school asset management software

Some of the software features necessary to successfully manage your district’s assets include the following.

Mobile asset tracking

access to school asset management software on mobile devices

One massive benefit to digitally tracking assets is that you can access asset location and information anytime, anywhere, and on any device. You no longer have to log into a school computer or check a paper tracker to determine where an asset is and any necessary work order that needs to be done on said asset.

Asset booking and rental system

school scheduling request form with associated asset needs

Asset tracking software allows teachers, students, and other staff to rent out assets for use. From laptops to smartboards to art supplies, finding assets you need when you need them is a piece of cake.

Custom QR codes for each asset

With a school asset tracking system in place, each asset will get its own QR code. A simple scan with a smartphone or tablet will pull up all information related to that asset (asset history, prior and upcoming rentals, operating manual, any preventive maintenance schedules, etc.). See how easy it is!

Interactive Mapping

school map for all assets and equipment

With so many assets flowing through different classrooms and departments each day, it’s critical to understand where each asset is for quick and easy return and location tracking. Interactive mapping shows you where each of your assets is located on a map. Say goodbye to lost supplies and never-ending hunts for essential assets.

Centralized asset database

school asset reports for equipment maintenance and maintenance cost

Creating a centralized repository where all of your assets live allows you to report on your assets as a whole. You can:

  • Track cost and time spent on your assets in a specific timeframe
  • Understand which types of assets require the most attention
  • Learn who on your team spends the majority of their time repairing assets, and more!

The benefits of implementing asset management in schools

Improve record-keeping

It can be overwhelming if you’re using paper or spreadsheets to track your assets. Districts track thousands of items, and it’s unreasonable to ask for them all to be tracked manually. Bringing it into a digital software system not only allows you to access asset information easily but it protects your asset history from fire, damage, and misplacement. This information is also accessible when an audit is requested.

Avoid spending on duplicate assets

Having access to your district’s entire asset repository allows you to see what’s currently in use and, more importantly, what’s not in use. Say there’s a request for more desks in a classroom. A digital asset system allows maintenance teams to see where desks aren’t being used in the school district. Instead of purchasing more, there may be an opportunity to take unused desks from other classrooms or schools.

Keep track of money spent on equipment maintenance

Asset tracking software automatically calculates spending associated with each asset, whether that be purchasing costs, repair costs, or otherwise. Each department can see how much their assets are costing them and ensure they stay within budget requirements.

Quickly locate assets

Thanks to interactive maps, you can easily locate an asset in your school building. This lets teams locate overdue assets, find missing supplies, and finally uncover where those missing lab frogs went.

Make data-driven decisions regarding your assets

You can view how your assets are performing in an easy-to-consume report. While you may not need to check the performance of every single asset, some are going to be rather important: 

  • Expensive technology
  • Equipment (HVAC, air handling units, boilers, etc.)
  • Buses and other fleets

Looking at the performance of these high-value items allows you to decide when it’s time to repair an asset, when it’s time to replace it, and when it needs an inspection.

Learn about other benefits associated with equipment maintenance software.

Commonly tracked school assets

While every school district has its unique assets, many share similarities.

commonly tracked school assets are equipment, transportation, technology, and supplies

Several large equipment items need serviced and maintained in schools. These assets can be costly and, if not kept up-to-date, can lead to uncomfortable learning environments, expensive repairs, and safety hazards. School equipment often includes: 

  • HVAC units
  • Air handlings units
  • Boilers
  • Freezers and refrigerators
  • Ovens and stoves

School buses, vans, and other forms of transport are also considered assets. These often require inspections and preventive maintenance performed at set mile intervals. If not cared for properly, this can cost the school thousands of dollars.

As I mentioned before, the use of IT assets is increasing rapidly in school districts. Many information technology (IT) departments use asset tracking systems to better track where technology is and which inventory items are due for repair. Some of the most common IT assets include: 

  • Laptops
  • Tablets
  • Smartboards
  • Printers
  • Projectors
  • 3D printers

Supplies are one of the most diverse groups of physical assets for a district. When you think of all the various items students use and consume daily, you start to realize just how overwhelming the list becomes. Other assets schools track include:  

  • Textbooks
  • Stationery
  • Cleaning supplies
  • Sports equipment
  • Art supplies
  • Food for lunches
  • Laboratory equipment
  • And other physical inventory items

While these items are not nearly as expensive as equipment, fleet, or technology, not correctly tracking and managing these items can add up quickly. It’s essential to have a way to categorize and organize these items—otherwise, it can get out of hand.

What sets excellent asset management software apart?

When considering asset tracking software solutions, it’s essential to consider what makes for the best asset management system. Below are a few things to check:

Implementation

Many districts struggle to get all of their assets loaded into the new software database. Be sure to ask your shortlist of vendors what the process looks like and how long the process typically takes. It’s in your best interest to understand what’s expected of your team. Some vendors assist greatly with this step, but others leave it all on the school district.

Wide variety of integrations

You may already have systems in place for small portions of your asset management process. It’s important that your asset management software can integrate seamlessly with those other systems.

Configurability

Does the system feel like it was built to fit your needs or like you need to alter your way of working to fit how the software was designed? Many solutions are highly configurable to ensure that you can organize and categorize your assets the way you want. Don’t settle for less!

Excellent staff training and customer service

Many districts have trouble training their entire staff to use the software. Be sure the vendor you choose has a training plan in place and provides adequate instruction to anyone who will be using the system. For those who will be working with heavy machinery and equipment, ensure they are provided with the training they need to properly execute tasks.

Get the best school asset management software with FMX

FMX’s school asset management software was built by K-12 facility managers for K-12 facility managers. The system is trusted by hundreds of school districts worldwide and helps them track and maintain their assets with ease.

The best part? FMX is more than just an asset management system—it’s a one-stop shop for all of your operational needs:

See how Joplin Schools uses FMX to manage not only their asset management needs but their operations as a whole.

Making the switch is easier than you think! FMX gives you a dedicated Customer Success Manager to help you get your site up and running the way you want it.

Learn more about our facility management software for schools.