What is education asset tracking software?

Education asset tracking software is a platform that helps schools, TAFEs and universities track, manage and maintain IT devices, AV equipment, lab gear, furniture and other assets across campuses, departments and users. It replaces spreadsheets, paper sign-out sheets and disconnected inventory lists with a single source of truth for where assets are, who has them, what condition they're in and when they're due for refresh or service. MapTrack combines asset tracking (QR codes, barcodes and GPS for fleet), check-in/out workflows, inspections, maintenance scheduling and reporting, all accessible on mobile and desktop.

Can we manage device lifecycle and refresh planning?

Yes. MapTrack tracks purchase dates, warranty expiry, depreciation and planned refresh dates on every asset. You can filter and report on devices approaching end of life, plan bulk refresh cycles by year group or department, and track the full cost history of each device over its lifetime. This gives IT coordinators and procurement teams the data they need to budget accurately and avoid running devices past their useful life.

How does check-in and check-out work for student loans?

Assign devices or equipment to students, staff or rooms with a simple scan or search. When a student borrows a laptop or a teacher checks out AV equipment, MapTrack records who took it, when, and where it was issued from. Check-in reverses the assignment and updates availability. You get a complete audit trail of every loan, so at the end of term you know exactly who has what and what hasn't been returned.

Can we track assets by room, building or campus?

Yes. MapTrack supports location hierarchies - campuses, buildings, floors, rooms and departments. Assign assets to any location level and run reports or audits filtered by site. This is especially useful for multi-campus institutions where IT and facilities teams need visibility across locations without physically visiting each one.

Does MapTrack support SSO and Active Directory?

Yes. Single sign-on (SSO) and Active Directory integration are available on enterprise plans. Staff can log in with their existing institutional credentials. No separate accounts to manage. Role-based access control (RBAC) means IT admins, teachers, department heads and facilities staff each see only what's relevant to their role.

How do we run term-end audits and stocktakes?

Use bulk scanning (QR or barcode) to verify what's in a room, building or campus. MapTrack records each asset scanned, when it was scanned and who scanned it. Compare scanned results to expected asset lists and immediately see what's missing, unscanned or not returned. Reports by campus, department or asset class give you audit-ready evidence. Stocktakes that used to take days with clipboards and spreadsheets now take a fraction of the time on mobile.

Can we track both IT devices and non-IT equipment?

Yes. MapTrack supports mixed asset types in a single platform. Track laptops, tablets and Chromebooks alongside projectors, lab equipment, sports gear, furniture, cleaning equipment and minibuses. All asset types live in the same system with their own service history, compliance records and assignments. No need for separate tools for IT and facilities.

How does MapTrack work for multi-campus institutions?

MapTrack is built for multi-site operations. Each campus, building and department can be set up as a location in the system. RBAC means campus-level administrators see their own assets while central IT or leadership gets the full picture. Assets can be transferred between campuses with a tracked handover. Reports roll up across the entire institution or drill down to a single room.

How does MapTrack pricing work for education?

MapTrack uses per-asset pricing with unlimited users included. Not per-seat licensing. You can give access to every IT coordinator, teacher, lab technician, facilities manager and front-office staff member without your costs growing as the team does. This is a significant advantage in education where dozens or hundreds of staff may need to check equipment in and out, run audits or log maintenance requests. Pricing scales with the number of assets you track, not the size of your team.

How long does it take to get an education team set up?

Most education teams are running on MapTrack within one to two weeks. The typical approach is to start with one asset class or one campus : import or scan in assets, set up your first workflows (usually device check-in/out or audits), and roll out to staff. MapTrack's onboarding team supports you through setup and training at no additional cost. For larger institutions with multiple campuses, a phased approach works well: get adoption solid on one workflow, then expand to more asset types and sites.

What is the best asset tracking software for schools?

The best asset tracking software for schools combines QR code and barcode scanning, device check-in/out workflows, multi-campus support, audit tools and lifecycle management in a single platform. Look for per-asset pricing (not per-seat - schools have many staff who need access), an offline-capable mobile app for campus walkarounds, and compliance features like test-and-tag records. MapTrack is purpose-built for these requirements and is trusted by Australian schools, TAFEs and universities.

How do schools track laptops and Chromebooks?

Schools track laptops and Chromebooks by attaching QR code labels to each device and using asset tracking software to manage assignments. With MapTrack, staff scan a QR code to check a laptop out to a student, record which device they received, and check it back in when returned. This creates a full audit trail of every device loan. For 1:1 laptop programs, devices are assigned to individual students for the term or year, with bulk import and assignment tools to set up hundreds of devices quickly.

What is K-12 asset management?

K-12 asset management is the process of tracking and maintaining all physical assets across primary and secondary school campuses, including laptops, tablets, Chromebooks, AV equipment, lab equipment, furniture, sports gear and fleet vehicles. A K-12 asset management system replaces spreadsheets and paper-based tracking with a digital platform that records where every asset is, who has it, its condition, warranty status and maintenance history. MapTrack supports K-12 schools with QR scanning, check-in/out, audits, lifecycle planning and maintenance scheduling.

Can MapTrack track assets across multiple school campuses or districts?

Yes. MapTrack supports location hierarchies - districts, campuses, buildings, floors, rooms and departments. Each campus can have its own administrators who see their local assets, while district-level or central IT leadership gets a complete view across all sites. Assets can be transferred between campuses with tracked handovers. Reports can roll up to the full organisation or drill down to a single room. Role-based access control (RBAC) ensures each user sees only what is relevant to their role.

Does MapTrack work for university and higher education asset management?

Yes. MapTrack serves universities, TAFEs and higher education institutions tracking research lab equipment, shared AV and media equipment across faculties, IT devices across departments, and fleet vehicles. SSO and Active Directory integration are available for institutional login. Features like asset depreciation tracking, grant-funded equipment tagging, multi-campus location hierarchies and large-scale audit tools make MapTrack well suited to the complexity of higher education asset management.

How does school asset tracking reduce costs?

School asset tracking reduces costs in several ways: preventing device loss (the average school loses 5-15% of portable assets annually), avoiding duplicate purchases by knowing what you already have, extending asset life through proactive maintenance and refresh planning, reducing audit labour from days to hours with mobile scanning, and tracking warranty status so repairs happen under coverage. MapTrack's per-asset pricing also means unlimited users, so every staff member can participate without increasing costs.

Education

Asset tracking software for schools and universities

Track laptops, devices, AV gear and equipment across K-12 schools, TAFEs and university campuses. Check-in/out, lifecycle management, audits and maintenance in one platform, so you know who has what, what's due and what's missing.

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4.8★ G2highest-rated in AU

Unlimited usersper-asset pricing

SSO & RBACenterprise-ready

Education campus with laptops and devices. MapTrack tracks IT equipment and assets across schools and universities

Lachlan McRitchie

GM of Operations

|Reviewed by Jarrod Milford

Updated 17 April 2026

Trusted by construction, mining and field service teams

32+ verified reviews on G2 & Capterra

Capterra Best Value 2026 badge for Fixed Asset Management

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What we track

Track every asset type across your school or campus

MapTrack is built for the full mix of assets that move across your classrooms, labs, departments and campuses - from Chromebooks to minibuses.

Laptops, tablets & Chromebooks
Projectors & displays
AV equipment & sound systems
Lab equipment & science kits
Cameras & media equipment
Furniture & movable assets
Sports & PE equipment
Library equipment & trolleys
Cleaning & facilities equipment
Vans & minibuses
Tools & maintenance equipment
Consumables & inventory

The challenge

Why schools and universities need asset tracking software

Education assets don't sit still. Devices move between students, classrooms and campuses. Equipment gets borrowed, shared and loaned out. Refresh cycles slip. And the first time you discover what's missing is usually the worst time - during an audit.

MapTrack mobile asset card showing a school device assigned to a student with check-out and due-back dates

Devices move between students and locations with no visibility

Laptops, tablets and Chromebooks get loaned to students, moved between classrooms or taken home, and nobody knows where they are. Without a clear chain of custody, devices go missing and you only find out at the end of term.

AV and lab equipment borrowed and not returned

Projectors, cameras, science kits and sound systems get borrowed between departments and buildings. Without a check-out system, equipment disappears into another faculty's storeroom and isn't available when the next class needs it.

No check-in/out system for shared or loaned equipment

Sign-out sheets get lost. Spreadsheets go out of date the moment someone borrows a device. You need a real-time system that records who has what, when it was taken and when it's due back. Not a paper form that nobody fills in.

Refresh and lifecycle dates missed across the fleet

Warranty expiry, lease return dates and planned refresh cycles slip through the cracks when tracked in spreadsheets. You end up running devices past their useful life, paying for repairs on out-of-warranty units, or missing budget windows for replacements.

Audits at end of term reveal missing assets

Without ongoing visibility, the first time you discover assets are missing is during the annual or term-end audit. By then it's too late to recover them. You need continuous accountability. Not a once-a-year reckoning.

By the numbers

The cost of poor asset management in education

Australian schools and universities manage thousands of devices and pieces of equipment across multiple sites. Without a system, the losses add up fast.

5–15%

of portable devices lost annually by schools without tracking systems

Industry average

$300–$800

average replacement cost per lost laptop or Chromebook

AU education procurement data

2–3 days

spent on manual term-end audits with spreadsheets and clipboards

IT coordinator surveys

30%+

of repairs done on out-of-warranty devices when refresh dates are missed

Device lifecycle studies

One platform

School asset management and maintenance in one platform

Stop juggling spreadsheets, sign-out sheets and disconnected tools. MapTrack connects device accountability, lifecycle planning and maintenance into a single platform built for education teams.

MapTrack new asset form for school assets, showing category, tag code, description and total assets fields

Device & equipment accountability

Assign devices and equipment to students, staff or rooms. Check-in/out on mobile with QR scan. Run bulk audits by campus or department. Know who has what without spreadsheets or sign-out sheets.

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Lifecycle & compliance

Track warranty, refresh dates and depreciation on every asset. Store test-and-tag certificates, PAT records and inspection evidence. One place for lifecycle planning and compliance - audit-ready at all times.

Explore lifecycle & compliance

Maintenance & refresh

Log repairs, schedule preventive maintenance and plan device refresh cycles. Work orders assigned to IT or facilities staff on mobile. Service history and cost tracking so you can make informed replacement decisions.

Explore maintenance & refresh

Compliance

Compliance inspections and audit evidence for education assets

Run test-and-tag, PAT testing or custom inspection forms directly on mobile. Technicians scan a QR code, complete the form with photos, and results attach to the asset record with a timestamp. No more paper certificates in filing cabinets.

Test-and-tag and PAT testing records on each asset
Failed items automatically trigger work orders
Full compliance history searchable and exportable
Custom forms for any inspection or check type
Build forms with AI or upload your existing templates

Compliance & certificates

Accountability

Device check-in and check-out for students and staff

QR-label any device or piece of equipment. Assign assets to students, staff, rooms or departments. Check-in and check-out with a scan on any phone with a full audit trail of who had what, when.

Check-in and check-out on mobile or tablet
Bulk scanning for room audits and term-end stocktakes
Assign to students, staff, rooms or departments
GPS location for minibuses and fleet vehicles
Full loan history and audit trail per asset

Asset tracking

Maintenance

Device maintenance, repairs and refresh planning for K-12 and higher education

Log repair requests, schedule preventive maintenance and plan device refresh cycles, all linked to each asset's full history. IT and facilities staff receive work orders on mobile. Every repair, cost and part is recorded so you can make data-driven replacement decisions.

Work orders assigned to IT or facilities staff on mobile
Scheduled maintenance for HVAC, fleet and equipment
Device refresh planning with depreciation and warranty data
Complete repair history and cost tracking per asset
Overdue alerts so nothing slips through the cracks

Maintenance & work orders

“We went from spreadsheets and paper sign-out sheets to having complete visibility of every device and piece of equipment across all our campuses. Term-end audits that used to take days now take hours, and we always know who has what. It’s exactly what our IT team needed.”

IT Coordinator

Australian school & university group

500+

assets tracked across campuses

Campus-wide

visibility across all locations

Term-end audits

sorted in hours, not days

Integrations

Fleet tracking for school minibuses and vehicles

Many education institutions run minibuses, vans and fleet vehicles alongside IT and campus equipment. MapTrack integrates with telematics providers so you can track vehicle location, odometer and service schedules alongside your other assets, all in one platform.

Odometer and service interval tracking for minibuses and vans
Live GPS location for fleet vehicles across campuses
Scheduled maintenance triggers based on usage or calendar
All fleet assets in the same system as IT and campus equipment

See all integrations

Built for education

Mobile-first asset management for multi-campus schools

Education asset management happens across campuses, not from a single desk. MapTrack runs on any phone or tablet - no specialist hardware required. IT coordinators, teachers, lab technicians and facilities staff can scan assets, check equipment in and out, and log maintenance requests from wherever they are.

SSO and Active Directory integration mean staff log in with existing credentials. RBAC ensures each role sees only what's relevant. Unlimited users means you can roll out to every staff member without per-seat costs. Critical in education where dozens of people need access.

Enterprise features Compliance & certificates Work orders

iOS & Android

No specialist hardware required

SSO & AD

QR scan

Any standard phone camera

Unlimited users

No per-seat charges

Never lose a device again

Check-in/out, audits and lifecycle tracking for every laptop, tablet and piece of equipment across your campus.

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Used across Australia & New Zealand
Per-asset pricing
Unlimited users

Get started

How schools and universities roll out MapTrack

Most education teams are tracking assets within one to two weeks. Here is the typical rollout approach used by schools, TAFEs and universities across Australia.

Week 1

Import your register

Upload your existing asset list from a spreadsheet or CSV. MapTrack maps your data to the right fields and creates your asset register. No manual entry required for the initial setup.

Week 1–2

Label and organise

Print QR code labels and attach them to devices, equipment and furniture. Set up your location hierarchy: campuses, buildings, rooms, departments. Assign assets to their current locations.

Week 2

Set up workflows

Configure check-in/out for device loans, inspection forms for compliance, and maintenance schedules for equipment servicing. MapTrack's onboarding team helps you build these at no extra cost.

Week 3+

Roll out to staff

Give access to IT coordinators, teachers, lab technicians and facilities staff. SSO means they log in with existing credentials. Start with one campus or department, then expand as adoption builds.

Key features for school and university asset management

Everything a school, TAFE or university needs in one platform.

Close the gaps

Device loss and audit gaps are the two biggest controllable costs in education asset management

MapTrack gives your team the visibility, accountability and lifecycle tools to cut both without adding headcount or replacing your existing systems.

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Frequently asked questions about school asset tracking

Common questions from schools, TAFEs and universities.

Resources for education teams

Guides, calculators and pages relevant to education asset management.

Explore

Keep school equipment accounted for

Join schools, TAFEs and universities across Australia using MapTrack to track devices, manage equipment and run audits - all in one platform.