IT asset tracking software
Track laptops, devices and IT equipment across users, locations and lifecycle. Check-in/out, compliance registers and refresh scheduling in one platform, so you know who has what, what's due and what's available.
Trusted by construction, mining and field service teams
What we track
Every IT asset type in your organisation
MapTrack is built for the full range of IT equipment that moves between users, offices, storerooms and field locations - from laptops and phones to network gear and AV equipment.
- Laptops, desktops & workstations
- Tablets & smartphones
- Monitors & peripherals
- Docking stations & accessories
- Headsets & AV equipment
- Projectors & displays
- Network & server equipment
- Cables, adapters & consumables
- Fleet devices & field tablets
- Meeting room equipment
- Secure disposal & returns
- Licences & software (where tracked)
The challenge
The costs of poorly managed IT assets
IT equipment doesn't stay in one place. Devices follow users between offices and home, get issued without formal records, miss refresh cycles, and disappear between audits - costing your organisation money, security exposure and compliance risk.
Devices move with users and vanish between locations
Laptops and tablets follow employees between offices, home and field sites. Without a clear chain of custody you discover devices are missing only when someone asks for them, or at audit time.
No check-in/out system for issued and returned equipment
Devices get handed out at onboarding and never formally returned at offboarding. Without a check-in/out workflow, IT has no record of who received what or when it was supposed to come back.
Refresh and lifecycle dates missed across the fleet
Warranty expiry, refresh cycles and end-of-life dates are buried in spreadsheets. If they're tracked at all. Devices run past their useful life, security patches lapse and replacement budgets blow out because planning happens reactively.
Audits reveal missing devices with no chain of custody
Annual stocktakes take days and still produce gaps. Without timestamps showing who had a device and when, you can't trace where a missing laptop went - creating compliance exposure and write-off costs.
Multiple spreadsheets and tools with no single register
Asset data lives in spreadsheets, ITSM tickets, procurement systems and email threads. No single view shows the full picture across all offices and users. Leadership can't answer basic questions about fleet size, condition or spend without manual consolidation.
By the numbers
The real cost of untracked IT assets
IT asset sprawl drives licence waste, audit failures, and unnecessary replacement spend. The numbers make a clear case for a single source of truth.
42%
of IT asset audits reveal significant discrepancies between physical devices and the official register
Gartner IT asset management research
$1,200
average cost per untracked IT asset in licence waste, over-provisioning, and replacement spend
IDC IT asset lifecycle report
6 hrs
per month per IT coordinator spent manually reconciling device inventories across offices and remote workers
IT operations benchmarking
3×
faster hardware audits completed by IT teams using QR-scan asset tracking vs manual spreadsheet methods
MapTrack customer data
One platform
Accountability, lifecycle and maintenance in one system
Stop juggling spreadsheets, ITSM tickets and shared drives. MapTrack connects device tracking, check-in/out workflows, lifecycle management and maintenance into a single platform built for IT teams.
Device accountability & check-in/out
Assign devices to users, offices or storerooms. Check-in and check-out on mobile with timestamps and condition notes. Run bulk audits from any phone. Know who has what and what's available without spreadsheets.
Learn moreLifecycle & compliance
Track warranty, refresh dates, depreciation and compliance certificates on each device. Alerts before deadlines arrive. Condition inspections and evidence attached to each asset for audit-ready records.
Learn moreMaintenance & refresh
Work orders for repairs, replacements and refresh projects. Schedule maintenance based on age, usage or condition. Full service history and cost tracking so you can plan budgets with real data.
Learn moreCompliance
Device condition checks and compliance on any device
Build and run condition inspection forms for any IT asset directly on mobile or desktop. Scan the device's QR code, complete the check with photos if needed, and results attach to the asset record with a timestamp. Perfect for return inspections, periodic audits and compliance evidence.
- Condition checks at issue, return and periodic audit
- Failed items automatically trigger work orders
- Full inspection history attached to each device
- Compliance certificates and warranty evidence stored
- Build forms with AI or upload your existing templates
Accountability
Check-in, check-out and assign devices instantly
Scan a QR code to issue a laptop, phone or tablet to a user. Scan again when it's returned. Every assignment is timestamped with a clear chain of custody. Run bulk scans to audit what's in a storeroom, at an office or assigned to a team - in minutes, not days.
- Check-in and check-out on mobile or desktop
- Bulk scanning for office audits and stocktakes
- Assign to users, teams, offices or storerooms
- Full chain of custody with timestamps
- See available, issued and overdue devices at a glance
Maintenance
Refresh cycles, repairs and work orders - planned, not reactive
Schedule device refreshes based on age, warranty expiry or condition. Trigger work orders for repairs, replacements or disposal. Every service record lives alongside the device's tracking and assignment history, so you have the full picture when planning budgets or responding to incidents.
- Refresh scheduling by age, warranty or condition
- Work orders assigned to IT technicians on mobile
- Complete parts history and repair cost tracking
- Overdue alerts to keep refresh cycles current
- Depreciation tracking for financial reporting
“Before MapTrack we had laptops and devices tracked across three different spreadsheets with no clear chain of custody. Now every device has a QR label, check-in/out is instant, and we can see lifecycle status across the entire fleet. Audits went from a week-long exercise to a single afternoon.”
IT Manager
Australian enterprise organisation
800+
devices tracked across locations
Lifecycle
visibility from purchase to disposal
Audit-ready
records and chain of custody
Integrations
Fleet telematics for field devices
For IT teams managing field tablets, vehicle-mounted devices and fleet equipment, MapTrack integrates with telematics platforms to bring GPS location and usage data into your asset register automatically.
- GPS location for field tablets and vehicle-mounted devices
- Geofence alerts when devices leave an authorised site
- Usage data for field equipment utilisation reporting
- Integrate alongside your existing MDM for physical tracking
Enterprise-ready
Built for IT departments - secure and scalable
IT asset tracking should meet the same security standards you set for the rest of your environment. MapTrack supports SSO, Active Directory, RBAC and audit logging out of the box. Deploy to your entire organisation without per-seat costs holding you back.
Whether you're an internal IT team managing 200 devices across two offices or an MSP tracking thousands of client devices across dozens of sites, MapTrack scales with you. Per-asset pricing means unlimited users - helpdesk staff, office managers and end users can all access the system.
SSO & AD
SAML 2.0 and OIDC supported
RBAC
Role-based access by site or team
QR scan
Any standard phone camera
Unlimited users
No per-seat charges
Know exactly where every device is right now
Check-in/out, lifecycle management and compliance tracking for laptops, devices and accessories across your organisation.
- Used across Australia & New Zealand
- Per-asset pricing
- Unlimited users
Get started
How IT teams get started
Most IT teams have their device inventory imported and tagged within a week. Start with your existing spreadsheet or ITSM export and build from there.
Import your device and hardware inventory
Upload your existing spreadsheet or sync from your current ITSM. Add laptops, monitors, peripherals, networking gear, and licences.
Tag devices and assign to staff or offices
Print or apply QR asset tags and link each device to a user, cost centre, or office location. Remote workers included.
Audit, track lifecycle, and manage disposals
Run QR-scan stocktakes in minutes, track warranty and end-of-life dates, and maintain a complete chain of custody for every asset.
Key features for IT asset management
Everything an IT department needs to track devices and equipment in one platform.
Close the gaps
Device loss and audit gaps are the two biggest controllable costs in IT asset management
MapTrack gives your IT team the visibility, check-in/out workflows and lifecycle tracking to eliminate both without per-seat licensing that blocks rollout across the organisation.
Frequently asked questions
Common questions from IT departments and enterprise teams.
- What is IT asset tracking software?
- IT asset tracking software is a platform that helps IT departments and managed service providers track, manage and maintain laptops, desktops, tablets, monitors, peripherals and other IT equipment across users, locations and lifecycle stages. It replaces spreadsheets, shared drives and disconnected tools with a single register for who has what, where it is, what condition it's in and when it's due for refresh, return or disposal. MapTrack combines asset tracking (QR codes, barcodes and GPS where fitted), check-in/out workflows, condition inspections, maintenance scheduling, work orders and reporting, all accessible on mobile and desktop.
- Does MapTrack integrate with our ITSM or CMDB?
- MapTrack is focused on operational IT asset accountability - who has which device, where it is, check-in/out, condition tracking and lifecycle management. Many customers use MapTrack alongside their existing ITSM or CMDB. MapTrack handles the physical tracking, assignment and compliance layer; your ITSM handles tickets and configuration. If you need data to flow between systems, talk to our team about integration options.
- Does MapTrack support SSO and Active Directory?
- Yes. Single sign-on (SSO) and Active Directory integration are available for enterprise IT environments. SAML 2.0 and OIDC are supported. This means your team can log in with their existing credentials and user provisioning can be managed centrally, reducing admin overhead and improving security posture.
- How does the device check-in/out process work?
- When a device is issued to a user, the IT team scans the asset's QR code or barcode and assigns it to that person. When the device is returned, for example at offboarding, refresh or repair. It's scanned back in with a timestamp. The full chain of custody is recorded: who had the device, when it was issued, when it was returned and what condition it was in. This eliminates the 'I never received that laptop' problem and gives you audit-ready records.
- Can we track device lifecycle and refresh dates?
- Yes. Each asset in MapTrack carries its purchase date, warranty expiry, expected refresh date and depreciation schedule. You can filter and report on devices approaching end-of-life, overdue for refresh or out of warranty. Alerts notify you before refresh dates arrive so you can plan procurement and budgets proactively. Not reactively when a device fails.
- Where is data hosted and is it secure?
- MapTrack is hosted on enterprise-grade cloud infrastructure in Australia. Data is encrypted at rest and in transit. We support SSO, RBAC (role-based access control) and audit logging. For organisations with specific data residency or security requirements, talk to our team about your compliance needs.
- Can we manage IT assets across multiple sites or offices?
- Yes. MapTrack supports multi-site asset management with location-based filtering and reporting. You can see what's at each office, warehouse or storage location, and track transfers between them. RBAC means each site administrator sees only their assets if required, while central IT gets the full picture across all locations.
- How does MapTrack pricing work for IT teams?
- MapTrack uses per-asset pricing with unlimited users included. Not per-seat licensing. You can give access to every IT administrator, helpdesk technician, office manager and end user without your costs growing as the team does. This is particularly valuable for IT departments where you may want hundreds of people to be able to check devices in and out, but you don't want to pay per seat for each of them. Pricing scales with the number of assets you track, not the size of your organisation.
- How long does it take to get an IT team set up on MapTrack?
- Most IT teams are running on MapTrack within one to two weeks. The typical approach is to start with one device class or one office : import your asset register (CSV or manual entry), print and apply QR labels, set up your first workflows (usually check-in/out and lifecycle tracking), and roll out to the team. MapTrack's onboarding team supports you through setup and training at no additional cost. For larger rollouts across multiple offices, a phased approach works well.
- Can we run audits and stocktakes of IT equipment?
- Yes. Use bulk QR or barcode scanning to verify what's at a location, in a storeroom or assigned to a team. MapTrack records each asset scanned, when it was scanned and who scanned it. Compare scanned results to your expected asset register and immediately see what's missing, unscanned or unaccounted for. Reports by location, user or asset class give you audit-ready evidence. Stocktakes that used to take days with spreadsheets now take hours on mobile.
Resources for IT teams
Guides, calculators and pages relevant to IT asset management.
Enterprise features
SSO, RBAC, audit logging and enterprise-grade security for IT teams managing devices at scale.
Learn moreROI calculator
Calculate how much device loss, manual tracking and lifecycle gaps are costing your IT department each year.
Learn moreAsset audits
How to run fast, accurate IT equipment audits and stocktakes with bulk QR scanning on mobile.
Learn moreMulti-site asset management
Track IT assets across offices, warehouses and remote locations with one register and location-based reporting.
Learn moreCompare MapTrack
See how MapTrack compares to other IT asset management and tracking platforms.
Learn moreGovernment & councils
See how government and council IT teams use MapTrack for device tracking and compliance.
Learn moreIT asset tracking beyond the server room
Join IT departments and enterprise teams across Australia using MapTrack to track devices, manage lifecycle and keep audit-ready records, all in one platform.
Asset tracking · Enterprise · Audits · Government · Compare