Asset tracking software for schools and universities

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.

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.

Frequently asked questions about school asset tracking

Common questions from schools, TAFEs and universities.

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.