Free it asset register template
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Free IT asset register template (PDF). Track hardware and software by assigned user, warranty, licence and expiry. Download free.
Commercial Director
Key takeaways
- An IT asset register lists each device and software licence with its asset tag, assigned user, location, warranty end and licence expiry.
- Tracking the assigned user and location turns the register into the basis for offboarding, recovery of devices and licence reclamation.
- Recording warranty end and licence expiry dates prevents paying to repair out-of-warranty kit or running unlicensed software.
- An accurate register supports an ISO 55001 or ISO 27001 control by showing every asset that holds or processes company data.
Updated 4 June 2026
How to use: download the PDF, print or complete digitally on any device.
- PDF format, ready to print or fill on screen
- Use as-is or customise to suit your operation
- Go digital in MapTrack for photos, alerts and audit trails
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Used by construction, mining and field service teams
What is a it asset register template?
An IT asset register template is a structured record of the information technology hardware and software an organisation owns, leases or subscribes to, with the detail an IT or facilities team needs to support, secure and account for it. For each item it captures an asset tag, the device type or software title, make and model, serial number or service tag, the assigned user, the location or site, the purchase date and supplier, the warranty end date, and the software licence key, seats and expiry. It is the working list used to know who holds which laptop, when a warranty runs out, which licences are in use and which devices still hold company data.
Unlike a general asset inventory that spans tools, plant and vehicles, an IT asset register is tuned to technology: it tracks the assigned user for offboarding and recovery, warranty dates for repair decisions, and licence expiry so software stays compliant and renewals are not missed. IT and facilities teams across construction, manufacturing, professional services and field businesses rely on it to recover devices when staff leave, plan refresh budgets and answer security questions about what holds company data. In MapTrack, each device carries its assigned user, warranty and licence detail in one profile, with check-in and check-out so custody is current. An accurate IT asset register also supports an ISO 55001 asset management approach and the asset inventory control expected under ISO 27001 for information security.
Learn more about asset tracking in MapTrack.
Benefits of using this it asset register template
- Device accountability: every laptop, monitor and phone recorded against an assigned user and location, so kit is recovered cleanly when staff move or leave.
- Warranty visibility: recording warranty end dates against each device stops the business paying to repair hardware that should be replaced or claimed.
- Licence compliance: tracking software licences, seats and expiry prevents unlicensed use and surfaces renewals before they lapse or auto-charge.
- Refresh planning: purchase dates and ages across the register show which devices are due for replacement, turning ad hoc spend into a planned budget.
- Security support: a complete register of what holds company data underpins the asset inventory control expected under ISO 27001 information security.
- Faster support: serial or service tags against each device speed up vendor support calls and warranty claims with no hunting for details.
- Disposal control: recording disposal and data-wipe status ensures retired devices are sanitised and removed from the active register, not left unaccounted for.
Benefits of digitising forms in MapTrack
When you move your asset registers from paper to MapTrack, you get:
- Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
- Automatically get alerts when faults are identified.
- Link every form digitally as a PDF to the relevant asset, location or person.
- Receive a digital PDF copy with every submission to your email.
- Ability to share forms digitally.
- Build conditional logic (show or hide questions based on answers).
- Take pictures or attach photos. Not possible with a paper-based form.
- Electronic signatures.
- Edit forms later without reprinting.
- Restrict permissions (who can view, complete or approve).
- Build forms with AI (describe what you need and MapTrack suggests the form).
- Maintain a live asset register with location, condition and custody history.
- Schedule and track calibration, certification and warranty expiry dates.
- Generate depreciation and total-cost-of-ownership reports per asset.
Book a demo to see how MapTrack handles asset registers.
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“Bloody amazing! We used to spend 1-2 days a week tracking and managing our generators alone.”
Steve McAllister
Asset Coordinator, Saunders International
What to include in a it asset register template
This it asset register template covers 11 key areas:
- Register details: organisation, prepared by, site or office, and the date.
- Asset tag: the internal IT asset tag or barcode for each device.
- Device or software: the type of hardware or the software title and edition.
- Make and model: manufacturer and model for hardware items.
- Serial or service tag: the manufacturer serial or service tag, used for support and warranty.
- Assigned user: the employee, role or team the item is issued to.
- Location: the office, site or remote location where the item is held.
- Purchase and supplier: the purchase or lease date and the supplier or reseller.
- Warranty end: the date warranty or support cover expires.
- Licence and expiry: the software licence key or seat count and the renewal or expiry date.
- Status and notes: in use, spare, in for repair, retired or disposed, plus data-wipe confirmation.
How to use this it asset register template
- Define the scope and set up the register columns before you start cataloguing.: Decide whether the register covers a single office, all sites or both hardware and software, then confirm the columns you need such as asset tag, assigned user, warranty end and licence expiry. Agreeing the scope first stops devices and licences falling through the gaps.
- Tag and record every hardware device against its assigned user and location.: Give each laptop, desktop, monitor, phone and network device an asset tag, then record the make, model, serial or service tag, who it is issued to and where it lives. The assigned user and location are what make later offboarding and device recovery possible.
- Capture purchase, warranty and supplier detail for each device.: Record the purchase or lease date, the supplier, and the warranty or support end date for each item. This turns the register into a refresh-planning and repair-decision tool, so the business does not pay to fix hardware that is out of warranty or overdue for replacement.
- Record software titles, licences, seats and expiry dates.: List each licensed software product with its licence key or seat count, the users or devices it covers and the renewal or expiry date. Tracking licences alongside hardware keeps the organisation compliant and surfaces renewals before they lapse or silently auto-charge the business.
- Set the status and confirm data handling for items being retired.: Mark each item in use, spare, in for repair, retired or disposed, and for any device leaving service record that the data has been wiped or the drive destroyed. Removing sanitised devices from the active register keeps the count accurate and the security position clean.
- Reconcile, store the register and keep it current as devices and licences change.: Check the register against finance and procurement records, correct discrepancies, then save it as the baseline. Update it whenever devices are issued, returned, repaired, retired or when licences are added or renewed, so warranty and assignment data stays reliable.
In MapTrack, you can manage your full asset register digitally. Each submission is stored as a timestamped PDF against the asset record.
Get the free templateEnter your email above to download the full it asset register template as a PDF.Back to download formHow often should you complete this asset register?
Build the IT asset register once, then keep it live. Review it in full at least annually and before security audits or budget cycles, but update individual records continuously as devices are issued, returned, repaired or disposed of and as licences are added or renewed. Check warranty end and licence expiry dates monthly so renewals and refreshes are planned rather than rushed. In MapTrack, each device updates its assigned user through check-in and check-out and carries its warranty and licence dates, so the register and the people holding the kit stay aligned without manual re-entry.
Frequently asked questions
Applicable regulatory standards
This template aligns with the following regulations and standards:
- ISO 55001 - Asset Management Systems (systematic management of physical assets including IT)
- ISO 27001 - Information security management (inventory of assets associated with information and processing facilities)
- Privacy Act 1988 (Cth) - Australian Privacy Principles (secure handling and destruction of personal information held on devices)
Need to manage your full asset register digitally?
Register every asset in MapTrack, attach digital forms, and get a complete history of every inspection, service and compliance record.