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Education

School asset management software for devices and IT gear

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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From $1 a tool and $12 a machine a month, AUD ex GST. Unlimited users.

G2 rating 4.9 out of 5
Capterra rating 5.0 out of 5GetApp rating 5.0 out of 5Software Advice rating 5.0 out of 5
All MapTrack reviews

600,000+ assets tracked since 2012 · Unlimited users, per-asset pricing · SSO & RBAC, enterprise-ready

Laptops on desks in a school computer room, with one laptop ringed, its QR label marked and a MapTrack asset record laid beside it.
Device record
MapTrack asset record on a phone: owned, purchased 12 Feb 2024, with Assign and Request.
QR labelExample: scan it out and back in
Device record
MapTrack asset record on a phone: owned, purchased 12 Feb 2024, with Assign and Request.
QR labelExample: scan it out and back in
Device record
MapTrack asset record on a phone: owned, purchased 12 Feb 2024, with Assign and Request.
QR labelExample: scan it out and back in

Asset tracking software for schools helps education providers manage laptops, Chromebooks, AV gear, science lab and PE equipment across campuses from one register. MapTrack combines QR check-in and check-out with test-and-tag records, AS 4685 playground inspections, chemical registers and SSO with Active Directory (Microsoft Entra ID) and RBAC for multi-campus rollouts. Schools use it to keep track of portable devices, keep WHS and SafeWork inspection evidence on each asset, and give IT, teachers and facilities staff access scoped to their site. In New York State Comptroller audits, 17 school districts between them could not locate more than 100 sampled IT assets, including 81 Chromebooks worth US$18,400.

Key takeaways

  • A New York City Comptroller audit found the city’s Department of Education could not properly account for 34.9% of the school computer hardware it sampled, 4,993 of 14,329 items.
  • WHS Act 2011 governs school workshops, science labs and PE asset risk; pre-start and inspection evidence sits on each asset for SafeWork audits and incident review.
  • AS/NZS 3760 test-and-tag and PAT testing records attach to every laptop, Chromebook and AV unit, with overdue alerts before items are issued to students.
  • AS 4685 playground equipment inspections and laboratory chemical registers stay live against each asset, replacing scattered paper folders for term-end audits.
  • In New York State Comptroller audits, 17 school districts between them could not locate more than 100 sampled IT assets, including 81 Chromebooks worth US$18,400; QR check-in and check-out closes the gap.
  • Multi-campus rollouts use SSO, Active Directory (Microsoft Entra ID) and RBAC so IT, teachers and facilities staff each see only the assets relevant to their site or department.

Pricing

One price per machine, with the hardware included: software and a QR tag from $12 a machine a month, GPS tracking from $27 and AI cameras from $72. Tools and equipment start at $1/asset/month. Every plan includes unlimited users. Prices are AUD ex GST, and machine prices are for annual billing.

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Jarrod Milford

Jarrod Milford

Co-Founder & Commercial Director

Published 15 February 2026Updated 26 October 2026

School asset tracking software for laptops, devices and equipment

School asset tracking starts with who has each device. In MapTrack every laptop, Chromebook, iPad, projector and piece of lab or sports gear gets a QR label and its own record with the make, model and serial. Sign it out to a student or staff member with its charger confirmed going out too, and when it comes back, anything short needs a reason. Staff book shared gear and the pool car for the days they need it. For the yearly stocktake, set up an audit for each room and scan what's there.

Education

MapTrack at a glance

Built for
Schools tracking laptops and devices, lab and sports gear, workshop tools, pool cars and buses.
Tracks
Laptops and tablets, workshop machines and tools, kitchen and science equipment, grounds buggies, ride-on mowers and tractors, pool cars and vans, buses.
Tracked with
QR labels, hardwired GPS trackers or AI dashcams with built-in GPS.
Works offline
Pre starts, inspections and other forms save with no reception and sync when the phone is back in range. A work order already loaded on the phone can be worked through with no reception too.
Phones and computers
In the browser on a computer, and Android, iPhone and iPad access through the mobile browser or the installable web app.
Connects to
Telematics and accounting integrations, a public API, and an MCP server for AI tools such as Claude.
Sign-in
Sign in with Microsoft, or SAML 2.0 single sign-on set up by our team (Enterprise, or a Pro add-on).
Set-up and support
24/7 support. Our team sets up single sign-on and OEM telematics feeds, and helps connect trackers you already run.
Track record
600,000+ assets tracked since 2012.

How to choose school asset tracking software

Look for:

  1. Every device on its own record, with make, model and serial
  2. Devices signed out to a student or staff member, with the charger confirmed going out too
  3. Shared gear and the pool car booked for the days staff need them
  4. The yearly stocktake run as an audit for each room, by scan
  5. Grounds equipment serviced on hours

Where MapTrack fits

Next to your finance system

If finance keeps the fixed asset register in a separate system, MapTrack can run beside it for who has each device and what's in each room. Its public API passes records between the two.

Next to telematics

A telematics platform tracks where vehicles go. MapTrack puts each vehicle and machine on the same register as the tools, with its pre starts and services. A GPS tracker or AI dashcam puts its latest position on the record, with estimated km and hours feeding its services, and MapTrack Telematics adds GPS tracking with trips, history and geofences.

See what MapTrack costs for your education assets

Per-asset pricing tailored to your education asset mix and a rollout plan, within one business day.

Get my Education pricingSee all plans

Trusted by teams that book, lend and audit gear

Saunders InternationalMineral ResourcesSupagasHacer GroupMetro TunnelUltrabuilt
G2 rating 4.9 out of 5
Capterra rating 5.0 out of 5GetApp rating 5.0 out of 5Software Advice rating 5.0 out of 5
15 reviews on G2 · the same 17 reviews on Capterra, GetApp and Software AdviceCapterra Best Value 2026 badgeCapterra Best Ease of Use 2026 badgeAll MapTrack reviews

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
  • Gators
  • Chargers as accessories on device loans

What you run, and how MapTrack tracks it

Workshop machines and tools
QR label
Kitchen equipment
QR label
Science equipment
QR label
Laptops and tablets
QR label
Grounds buggies, ride-on mowers and tractors
QR label and hardwired GPS tracker
Pool cars and vans
Hardwired GPS tracker or AI dashcam
Buses
Hardwired GPS tracker or AI dashcam

Running a mix like this? See how MapTrack handles it in a demo built around education teams.

Book a demo

30 minutes on Microsoft Teams

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 Assignments table listing eight tool and equipment assignments, a GNSS rover, robotic total station, two plate compactors, a lighting tower, a cordless drill, an angle grinder and a rotating laser level, each with its photo, the person it went to, a Complete or Active status and a due-back date. One plate compactor is flagged Overdue.

See who has each tool and when it is due back

Every sign-out in one list. Four assignments are back and marked Complete; four are still out as Active, each with the person and the due-back date. The plate compactor with James Ward was due back on 23 September, so it is flagged Overdue.

MapTrack app · Demonstration data · Captured

About this screenshot

Captured in a demonstration workspace on the All assignments view with the Person, Status and Due Back Date columns. The app shortens long asset and category names.

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.

From MapTrack's own data

What we see across MapTrack customer accounts

These figures come from MapTrack's own product data, de-identified and aggregated. Accounts aren't grouped by industry, so each figure covers every qualifying customer account, not one industry alone. Every figure counts at least 20 accounts, and each one says how it was measured.

37%

Check-outs that come back late

Across 37 MapTrack customer accounts over the 12 months to October 2026, 37% of check-outs with a due-back date came back late or were still out past it. One in five (21%) was more than a day late.

Method: MapTrack's own product data: 37 customer accounts, 6,794 check-outs with a due-back date (2,507 late), 12 months to 26 October 2026. Demo, test and trial-build accounts and anything MapTrack staff created are left out. Late means back more than an hour after the due-back time, or still out past it. Return times for a straight return are approximate. One account holds 54% of these check-outs; without it the late share is higher (45%).

73%

Gear that has been out for months

Across 63 MapTrack customer accounts, 73% of the items checked out on 26 October 2026 had been out for more than 90 days, and 16% for more than a year.

Method: MapTrack's own product data: 63 customer accounts, 19,211 items checked out, snapshot at 26 October 2026. Demo, test and trial-build accounts and anything MapTrack staff created are left out. Includes deliberate long-term allocations, such as a van given to a driver or a laptop given to a staff member, so this is time out, not proof that items are lost.

77%

Usual calendar service intervals

Across 37 MapTrack customer accounts with calendar-based service schedules, 6 months and 12 months are the usual intervals: together they cover 77% of calendar triggers.

Method: MapTrack's own product data: 37 customer accounts with calendar-based service schedules, 141 calendar triggers, schedules live on 26 October 2026. Demo, test and trial-build accounts and anything MapTrack staff created are left out. Counts: 6 months 55, 12 months 53, 3 months 18, monthly 7, other 8. This describes how customers set their own schedules, not what a regulation or standard requires.

1.5 days

How far ahead equipment is booked

Across 20 MapTrack customer accounts using equipment requests over the 12 months to October 2026, a typical request was booked 1.5 days ahead, and 45% were for gear needed within 24 hours.

Method: MapTrack's own product data: 20 customer accounts using equipment requests, 1,050 requests, 12 months to 26 October 2026. Demo, test and trial-build accounts and anything MapTrack staff created are left out. Exactly 20 accounts, and one holds 41% of requests; 404 of the 1,050 were cancelled.

Want to know what these costs look like on your own sites? Talk it through with us.

Book a demo

30 minutes on Microsoft Teams

Use cases

How schools use MapTrack

Sight every asset once a year, by scan

Set up an audit for each room, workshop and shed, then walk it and scan what's there. You see what was scanned, what turned up and what's still to find, instead of ticking off a spreadsheet.

Audits
MapTrack audit Workshop tool stocktake - September, assigned to Mike Chen and marked Complete. Tabs show 1 unscanned, 10 scanned, 1 discovered, 0 missing and 0 skipped; the scanned list starts with an extension reel, a fire extinguisher, a hydraulic road breaker and a cordless drill; the progress bar reads 11 of 12 assets.

See what a stocktake scanned, discovered and missed

A completed workshop stocktake. Ten listed assets were scanned and one asset that was not on the list was discovered, so progress reads 11 of 12. One asset is still unscanned and none are marked missing.

MapTrack app · Demonstration data · Captured

About this screenshot

Captured in a demonstration workspace on the audit’s Overview tab with the Scanned tab open; its activity log continues below the crop.

A MapTrack workshop tool stocktake on a phone: 12 assets, with 10 scanned, 1 discovered and 1 still unscanned, a CAT 140 motor grader, and audit progress at 11 of 12 assets, assigned to Mike Chen.

A stocktake on the phone

A stocktake on the phone: what has been scanned, what turned up that was not on the list, and what is still to find.

MapTrack app · Demonstration data · Captured

About this screenshot

Captured at a 430 x 932 phone viewport in a demonstration workspace and shown in a phone frame.

Book the pool car, then do the pre-start

Staff book the pool car, van or bus for the days they need it. Before driving off, they do the pre-start on their phone, licence check included.

Pre-start inspections
MapTrack Light Vehicle Daily Prestart on a phone, 5 of 25 answered: Yes selected for fit for work and free of fatigue and for holding the required licence, No Fault selected for tyres and spare from No Fault, Fault Present, Adjustment Carried Out and Not Applicable, the lights and indicators check next, and a Submit button.

Run a vehicle pre-start on a phone

A daily pre-start for a ute, part-way through. Driver checks such as fitness for work and licence take one tap, and each vehicle check records No Fault, Fault Present, Adjustment Carried Out or Not Applicable.

MapTrack app · Demonstration data · Captured

About this screenshot

Captured at a 430 x 932 phone viewport in a demonstration workspace and shown in a phone frame; the form was closed without submitting.

MapTrack Request #E5BB, Scheduled, Medium, for Alex Morgan at North Site: fulfilment 0 of 2 items, needed from 20 Sep 2026 until 26 Sep 2026, and two unfulfilled items, Cordless Drill 02 in Small Plant & Tools and a Topcon Laser Level in Survey & Testing, each with Substitute and Fulfil.

Book named items for set dates

A scheduled request books a drill and a laser level for one person at one site over set dates, and each item can be fulfilled or substituted.

MapTrack app · Demonstration data · Captured

About this screenshot

Demonstration workspace at a desktop viewport, on the request, cropped to its summary and items.

Not sure which of these to start with? We'll walk you through it in a demo.

Book a demo

30 minutes on Microsoft Teams

Grounds equipment serviced on hours

Put the buggies, ride-on mowers and tractors on a service plan that runs off their hour meters. Log the reading on the phone, and the service board shows what's over and what's coming up.

Meter-based maintenance
MapTrack Service Board sorted by next service, showing 3 overdue, 17 due soon, 6 open work orders and 20 on track: a Mitsubishi Triton 300 km overdue, a lighting tower 10 hours overdue and a CAT 140 grader 30 hours overdue, each with open work orders, then three fire extinguishers due in 5 days.

See the next service beside the current reading

Sorted by next service, the three overdue schedules come first: a ute 300 km past its service, then a lighting tower and a grader past their hour services. Each shows its open work orders. Extinguisher checks due in five days follow. Hours, kilometres and calendar checks share one board.

MapTrack app · Demonstration data · Captured

About this screenshot

Demonstration workspace with 40 schedule enrolments. Columns were chosen and resized in the board’s own display settings. Requires enrolled assets, configured schedules and an internet connection.

Laptops and workshop tools, out and back

Sign a laptop, tablet or drill kit out to a staff member, with its charger and batteries confirmed going out too. When it comes back, anything short needs a reason.

Asset transfers
MapTrack Return Assets dialog for Cordless Drill 01 with 2 accessories: two 18V 5.0Ah batteries marked Returned, 2 of 2, and two fast chargers marked Not returned, with the reasons Not in storage, Damaged / out of service, Already at site (selected), Not required for this job, Lost and Other, and a prompt to give a reason for any missing or short accessories.

Accessories back, or a reason why not

Returning a drill kit: both batteries are confirmed back, the chargers are marked not returned with a reason, and anything short asks for one.

MapTrack app · Demonstration data · Captured

About this screenshot

Demonstration workspace at a desktop viewport, in the Return Assets dialog, cropped to the dialog.

Seen one that fits how your team works? We'll show it to you in a demo.

Book a demo

30 minutes on Microsoft Teams

Customer proof

What customers say

We haven't published a school customer story. These are customers doing the same work in other industries, each labelled with their own industry.

“Very easy to learn and use across the team. Scanning and assigning assets takes seconds, and the custom forms help us make it fit our process.”

Shannon, General Manager, Machinery, 51-200 employeesVerified review on Capterra, August 2025

“Excellent, I'd highly recommend this software to any business wanting to track assets and inventory better.”

Scott, Director, Consumer Services, 11-50 employeesVerified review on Capterra, December 2025

Rated 4.9 on G2 (15 reviews) and 5.0 on Capterra, GetApp and Software Advice (one shared pool of 17 reviews). Capterra Best Ease of Use 2026 and Best Value 2026 badges. 600,000+ assets tracked since 2012. 24/7 support.

Want to hear how other education teams set MapTrack up? Ask us in a demo.

Book a demo

30 minutes on Microsoft Teams

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.

34.9%

of sampled school computer hardware that the New York City Department of Education could not properly account for, across nine sites

NYC Comptroller, Follow-up Audit FN17-098F (2017)

23–51%

of sampled IT assets not properly accounted for in state audits of school districts, which could not always locate laptops, tablets and monitors

Office of the New York State Comptroller, school district IT asset audits (2023)

19%

of a knowledge worker’s working week goes on searching for and gathering information

McKinsey Global Institute, The Social Economy (2012)

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 Assets table filtered to heavy plant and vehicles, showing 17 assets. Each row has a photo, the category path, a status of Available, Repair or Deployed, the person or location the asset is with, its QR tag ID and its make.

See every asset, its status and who or where it is with

The register filtered to heavy plant and vehicles. Each row shows the photo and category, whether the asset is available, deployed or in for repair, the person or site it is with, and its QR tag ID. Two utes are with named crew members; the rest are at the yard, the workshop or a project site.

MapTrack app · Demonstration data · Captured

About this screenshot

Captured in a demonstration workspace. The All assets view is filtered to the Heavy Plant and Vehicles categories and shows the Status, Person, Location, Tag and Make columns.

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.

Explore device & equipment accountability

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

Want to see how these fit together on your own sites? We'll show you in a demo.

Book a demo

30 minutes on Microsoft Teams

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
MapTrack Test and Tag schedule for AS/NZS 3760 inspection and test: 19 enrolled assets, 9 overdue and 10 on track; cordless drills, a 40m extension reel, a portable RCD and an inverter welder, each tested every 3 months with its last service and next due date, beside a MaintScore of 89, Excellent.

Test and tag, lead by lead

Every enrolled lead and tool with when it was last tested and when it’s next due, the overdue ones first.

MapTrack app · Demonstration data · Captured

About this screenshot

Demonstration workspace at a 1440 x 900 desktop viewport, cropped right of the navigation sidebar to a 16:10 frame.

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 (through a store or room for each department). 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 (through a store or room for each department)
  • GPS location for minibuses and fleet vehicles
  • Full loan history and audit trail per asset
Asset tracking
MapTrack Print Tags dialog: all 52 QR tags laid out on Avery L7160 A4 label sheets of 64 x 38 mm, 21 per page, each label showing the QR code, tag ID and asset name, with a Download PDF button for 3 pages.

Print QR labels for every asset

Print Tags lays QR labels out on standard label stock. Here all 52 tags fill three A4 sheets of 64 x 38 mm labels, each with the QR code beside the tag ID and asset name, ready to download as a PDF and print.

MapTrack app · Demonstration data · Captured

About this screenshot

Captured in a demonstration workspace with the Avery L7160 sheet and the QR + tag ID + name layout chosen. Each QR code holds the tag ID printed beside it.

See these on a phone and a desktop in a live demo.

Book a demo

30 minutes on Microsoft Teams

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
MapTrack on a tablet: a 250 hour service work order for a CAT 320 excavator, in progress with its timer running at 16:52, high priority and preventative, every 250 hours on a meter reading 4146 of 4393, with 1 hour 30 minutes logged, a total cost of $479, Dave Harris assigned and Southside Plant Services as the vendor.

A service job on a tablet

The same work order a mechanic runs on a phone or a desk, here on a tablet: the timer, the schedule that raised it, the time logged and the costs.

MapTrack app · Demonstration data · Captured

About this screenshot

Captured at a 1024 x 768 tablet viewport (the app at a 1024 px wide window) in a demonstration workspace; nothing pressed.

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.

Teletrac Navman
Geotab
  • 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 through Microsoft Entra ID (Azure AD) 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 featuresCompliance & certificatesWork orders

iOS & Android

No specialist hardware required

SSO & AD (Entra ID)

Sign in with existing credentials

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.

Book a demoStart free trial
  • 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.

Asset tracking & QR scanningQR & barcode labelsBarcode trackingGPS trackingInspections & complianceCompliance & certificatesMaintenance & work ordersScheduling & reservationsInventory & partsAudits & stocktakesService historyCost trackingAsset depreciationReporting & dashboardsAlerts & automationAsset transfersMobile appCustom formsEnterprise (SSO & RBAC)Asset lifecycle management

The equipment checks school rules ask for

Schools in Australia, the United States and the United Kingdom answer to different rules, but the records they ask for look alike: what was checked, when, by whom, and what's due next. Open a market to see its rules, the words buyers there search for, and how pricing is quoted.

Australia

AS/NZS 3760

Prices on our pricing page are in Australian dollars, ex GST.

  • Australia and New Zealand

    AS/NZS 3760:2022, in-service safety inspection and testing of electrical equipment

    What it asks for

    Sets how often electrical equipment is inspected and tested, by the kind of environment it's used in, and what each test record holds.

    How MapTrack keeps the record

    Each laptop charger, kettle and lab appliance carries its tag date and next due date, and a test and tag round runs room by room as one job, with a pass or fail on each item.

    Source: AS/NZS 3760:2022, In-service safety inspection and testing of electrical equipment (Standards Australia, checked 29 Aug 2026)

United States

OSHA 1910.157(e), 2 CFR 200.313(d)

Pricing is quoted in your currency, US dollars.

  • United States, general industry

    OSHA 29 CFR 1910.157(e), portable fire extinguishers

    What it asks for

    Portable extinguishers are visually inspected monthly and get an annual maintenance check. The employer records the annual maintenance date and keeps that record for one year after the last entry or the life of the shell, whichever is less.

    How MapTrack keeps the record

    The monthly check runs as one job across every extinguisher on a campus, with a pass or fail on each, and the annual service date and next due date sit on each extinguisher's record.

    Source: 29 CFR 1910.157, Portable fire extinguishers (US Occupational Safety and Health Administration, checked 26 Oct 2026)

  • United States, recipients and subrecipients of federal awards

    2 CFR 200.313(d), equipment bought under federal awards

    What it asks for

    Property records hold each item's description, serial or other identification number, funding source, title holder, acquisition date, cost, federal share, location, use and condition, and disposal details, and are updated when its status changes. A physical inventory is reconciled with the records at least once every two years, and any loss, damage or theft is investigated.

    How MapTrack keeps the record

    Custom fields hold the funding source, title holder and federal share beside each item's serial number, location and condition, and an audit by QR scan checks every room against the register, and when you finish you can mark anything not scanned as missing.

    Source: 2 CFR 200.313, Equipment (eCFR) (US Office of Management and Budget, via the Electronic Code of Federal Regulations, checked 26 Oct 2026)

Property records
The equipment records 2 CFR 200.313 asks for on anything bought with federal award money, reconciled with a physical inventory at least once every two years.

United Kingdom

HSE PAT guidance, Fire Safety Order article 17

Pricing is quoted in your currency, pounds sterling.

  • Great Britain, portable electrical equipment

    HSE guidance on portable appliance testing (PAT)

    What it asks for

    HSE says the Electricity at Work Regulations 1989 require electrical equipment that could cause injury to be kept safe, but don't set a test interval: how often depends on the equipment and where it's used, so a power tool on a construction site is checked more often than a lamp in a hotel room. Labels and records aren't a legal requirement, though HSE calls them a useful way to manage the scheme and show it exists.

    How MapTrack keeps the record

    Each appliance carries its test date, result and next due date, and a PAT round runs room by room as one job, with a pass or fail on each item.

    Source: PAT (portable appliance testing): HSE's answers to popular questions (Health and Safety Executive, checked 26 Oct 2026)

  • England and Wales, the responsible person for premises

    Regulatory Reform (Fire Safety) Order 2005, article 17, maintenance

    What it asks for

    Where it's needed to keep people safe, the responsible person makes sure the premises and the fire safety facilities, equipment and devices provided for them are under a suitable system of maintenance and kept in an efficient state, in efficient working order and in good repair.

    How MapTrack keeps the record

    Each extinguisher, alarm panel and fire door is its own record with a QR label, and routine checks run as one job across the school with a pass or fail on each item.

    Source: Regulatory Reform (Fire Safety) Order 2005, article 17 (legislation.gov.uk (The National Archives), checked 26 Oct 2026)

PAT testing
Portable appliance testing: the UK name for inspecting and testing portable electrical equipment, the job Australians call test and tag. HSE says how often depends on the equipment and where it's used.

MapTrack keeps the records these rules ask you to keep. It does not do the inspection or testing, certify your work or make you compliant, and the current text of each instrument is the authority.

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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.

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.

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.

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.

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.

Yes. Single sign-on (SSO) and Active Directory integration are available on enterprise plans (included on Enterprise, a Pro add-on): SAML 2.0 single sign-on, set up by our team, with Active Directory integration through Microsoft Entra ID (Azure AD). Staff can log in with their existing institutional credentials and join your workspace automatically the first time they sign in. No separate accounts to manage: people sign in with their institutional account, join as Field Users, and an Admin sets any other role in MapTrack. Role-based access control (RBAC) means IT admins, teachers, department heads and facilities staff each see only what's relevant to their role.

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.

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.

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.

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.

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.

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 set up for these requirements and is trusted by teams that book, lend and audit gear.

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.

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.

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.

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 through Microsoft Entra ID (Azure AD) single sign-on 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.

School asset tracking reduces costs in several ways: preventing device loss (the New York City Comptroller found the city’s Department of Education could not properly account for 34.9% of the school computer hardware it sampled), 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.

Put the warranty end date on each device's record and keep every repair on its service history, with the date, what was done and the cost, broken into labour, parts and external costs if you need to. Repairs can run as work orders, so the IT team sees what's open, and the history stays with the device when it moves to another student.

QR labels and the phones and iPads staff already carry. Sign each device out to a student or teacher with its charger, and run a scan audit of each room once a term. MapTrack is priced per asset with unlimited users, so every teacher can scan without a licence each.

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Get MapTrack pricing for Education teams

Tell us about your operations. Our team will share per-asset pricing tailored to your education asset mix and a rollout plan - within one business day.

Per-asset pricing. Unlimited users. Primary database hosted in Sydney.

Resources for education teams

Guides, calculators and pages relevant to education asset management.

Enterprise features

SSO, RBAC and multi-site controls for larger education institutions with complex access needs.

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ROI calculator

Calculate how much device loss, missed refreshes and audit inefficiency is costing your institution each year.

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Asset audits

How education teams run faster, more accurate audits with bulk scanning and real-time gap reporting.

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Multi-site asset management

Manage assets across multiple campuses, buildings and departments from a single platform.

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Compare MapTrack

See how MapTrack compares to other asset management and tracking platforms.

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Free asset templates

Download free asset audit checklists, tool handover forms and inspection templates.

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