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 booking systems allow you to reserve resources or event spaces digitally and seamlessly. You can coordinate within requests as needed to keep everyone on the same page and to avoid forgotten or double-booked resources when the event day arrives. Built-in payment processing systems and automated reports can also enable full oversight to recognize scheduling patterns and track utilization.

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!

1:1 asset management

1-to-1 Asset Manager allows you to search for contacts or equipment and associate IT equipment with users

As device usage in the classroom grows, schools must be prepared with the necessary technology to support this new norm. With 1:1 asset management software, you can track the deployment and collection of school devices, making the initiation or continuation of a 1:1 technology initiative easier to carry out.

Whether your school uses Chromebooks, laptops, or tablets, any 1:1 technology rollout will be quicker and more configurable with a simplified digital management system.

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:


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.


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.

asset and equipment management includes QR barcodes, maintenance history, photos, manuals, and equipment details

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 facilities management software for schools.