Higher Education Inventory Management Software
Streamline Asset Tracking for Colleges and Universities
Efficiently manage IT equipment check-in/out, facilities assets, and residence hall inventory across your entire campus. Start a FREE trial today!
Trusted by over 250 Educational Institutions for the past 14 years
Comprehensive Campus Asset Management
Effortless Check-In/Out
Track who has what, when it’s due back and receive automatic notifications for overdue items. Streamline equipment loans to students and staff with our intuitive iPad app. Perfect for library laptops, lab equipment and technology lending programs.
Enterprise-Scale Tracking
Manage everything from 500 to 30,000+ assets across multiple buildings and campuses. Easily track IT equipment, classroom technology, facilities assets, HVAC systems, furniture and residence hall inventory all in one unified platform.
Real-Time Visibility
Access up-to-the-minute information about every asset across your institution. Instantly generate custom reports for compliance, audits, budget planning, and departmental accountability. Empower facilities, IT and administrative staff with instant data access.
Mobile-First Solution
Our app-store rated mobile app works seamlessly on iPads and smartphones. Scan QR codes, update asset status, complete maintenance logs and check equipment in/out anywhere on any campus. No need to return to a desktop computer.
Core Use Cases for Education
IT Equipment and Technology Lending
The Challenge: Schools, colleges and universities loan thousands of devices, laptops, tablets, cameras, recording equipment, lab technology to students and faculty. Without proper tracking, equipment goes missing, accountability is unclear and replacement costs soar.
The GoCodes Solution:
Our customers love the iPad app for quick check-in/out transactions.
Staff can scan QR labels (included with your account) and complete loans in seconds.
Set scheduled return dates, receive overdue notifications and complete chain of custody records.
Perfect for:
- Library-technology lending programs
- Student laptop loan programs (1:1 initiatives)
- Media lab equipment (cameras, microphones, lighting)
- Scientific instruments and lab equipment
- IT help desk loaner devices
Key Features:
- Scheduled return dates
- Damage reporting
- Maintenance tracking
- Student/staff accountability
- Automated overdue alerts
- Bulk check-in/out for semester transitions
Facilities Management
The Challenge: Facilities’ teams struggle to track thousands of physical assets across campuses from furniture, HVAC units, mechanical equipment, tools, and building systems. Paper logs and spreadsheets make audits painful and preventive maintenance nearly impossible.
The GoCodes Solution:
Track all of your facilities’ equipment using our QR code labels that won’t wear off.
Maintenance teams can scan assets in the field, log service history and schedule preventive maintenance.
Access manuals or warranty information instantly.
- HVAC systems and mechanical plant equipment
- Classroom furniture and fixtures
- Grounds equipment and tools
- Building systems and infrastructure
- Laboratory furniture and safety equipment
- Athletic facility equipment
Key Features:
- Maintenance schedules
- Work order integration
- Location tracking across buildings
- Life-cycle management
- Warranty tracking
- Custom fields for asset-specific data (BTU ratings, installation dates, service contracts)
Student Residence Hall Inventory
The Challenge: Large universities must track furniture and equipment in hundreds of residence hall rooms from beds, desks, chairs, dressers, and appliances. With 30,000+ items to manage, knowing what’s in each room, its condition and when it needs replacement is nearly impossible without purpose-built software.
The GoCodes Solution:
Several large customers use GoCodes to track residence hall inventory at scale.
Tag every item with durable QR labels, assign assets to specific rooms, conduct room inspections using mobile devices.
Track damage or replacement needs.
Perfect for:
- Residence hall furniture (beds, desks, chairs, dressers)
- Appliances (dryers, refrigerators, AC, fans)
- Room fixtures and equipment
- Common area furniture and electronics
- Move-in/move-out inventory verification
Key Features:
- Room-level tracking
- Bulk QR label ordering
- Condition reporting with photos
- Replacement scheduling
- Preventative maintenance, damage billing
- Mass inventory audits during semester breaks
How GoCodes Works
Tag. Scan. Track. GoCodes integrates real-time tracking with asset management.
Label your items
Apply included QR code labels to your inventory items. Takes minutes, not hours.
Scan & check in/out
Check out on any device (no app required) → auto time/GPS stamp.
Real-time tracking
See who has it, where it is, and when it’s due back. Add GPS/beacons as needed.
Why Colleges & Universities Choose GoCodes
Scales with Your Institution
Whether you’re managing 500 assets at a school, or 30,000+ items across a large college or major university, GoCodes grows with you. Multi-campus support, unlimited users and enterprise-grade performance.
Designed for Workflows
Built for the unique needs of educational semester-based scheduling, student/faculty check-in/out, facilities’ maintenance cycles, and compliance reporting. Not a generic tool retro-fitted for education.
Labels Included, Upgrade At Cost
Unlike competitors, GoCodes includes patented QR code labels at no additional charge. For residence halls and facilities, we offer rugged metal foil labels and premium poly labels sold at cost. Everything you need, nothing you don’t.
Mobile-First, Desktop-Powerful
The iPad app excels for field work, residence hall inspections, equipment loans, maintenance logging. The web platform delivers powerful reporting, bulk imports and administrative controls for back-office staff.
Implementation in Days, Not Months
Import existing asset data via Excel template, receive your fully customized QR labels, and start scanning. Most institutions are fully operational within a week. We provide unlimited support to ensure success.
Budget-Friendly Discounts
Transparent pricing with no hidden fees. Labels included. Unlimited support included. No per-user charges that punish you for scaling across departments. Built for the realities of your budgets. Plus we offer a 10% discount to all our education customers.
Why Customers Choose GoCodes.
See Why Our Customers Rate Us!
GoCodes Asset Tracking
Case Studies
At GoCodes, we pride ourselves on facilitating meaningful asset management. But don’t just take our word for it. Learn how we have created impact for our satisfied users.
ANDREWS UNIVERSITY
Speech Pathology & Audiology
J&M Keystone
Flood and Damage Restoration
GoCodes makes asset tracking, easy!
GoCodes Use Cases
Asset Tracking
Instantly track and update the location, condition and status of your assets anywhere, on your phone (No Mobile Apps needed.) End loss and reduce cost.
Calibration Maintenance
Easily monitor, schedule and document equipment calibration and prevent equipment downtime. Now equipment is safe to use and legally compliant.
Compliance Management
Automate schedules, track maintenance history and ensure assets meet regulatory standards for everyone’s safety.
Inventory Tracking
Re-order when inventory levels are low with custom low-stock alerts and put an end to low stock emergencies. Charge inventory usage to departments and projects and increase productivity.
Lifecycle Management
Manage your assets from acquisition to disposal and maximize asset value and their operational efficiency. Use real-time data for asset forecasting, too.
Fixed Asset Management
Calculate depreciation and manage repairs, maintenance and disposal. Streamline year-end financial reporting and tax return filings and get the financials done fast.
Facilities Management
Monitor and manage the location, condition and maintenance of your facility’s physical assets for compliance and optimize their lifespan for an economic win.
Our total solution comes with training & support, included in the base software price. And you get tags, too!
We include patented QR code tags that can be customized to your project. They come ready to use with our web software and smartphone scanner apps.
Works on devices you already own
Our FREE scanner apps and tags mean there's no hand-held barcode scanners or printers to purchase – so you’re up-and-running fast.
307 ratings
Apple Mobile App
46 ratings
Android Mobile App
Frequently Asked Questions
Learn more about features, security, integration capabilities, and more!
What is Higher Education Inventory Management Software?
Education inventory management software helps schools, colleges and universities track physical assets across campuses from IT equipment and lab technology to facilities’ equipment and residence hall furniture.
Instead of spreadsheets and paper logs, institutions use cloud-based systems with QR code labels and mobile apps to know what they have, where it is, who’s responsible for it, and when maintenance is due. This prevents loss, improves accountability, and streamlines operations across IT, facilities, and housing departments.
What are compelling use cases for asset tracking in education?
The most impactful use cases are technology lending programs (laptops, tablets, lab equipment checked out to students/faculty with automatic overdue tracking), facilities’ management (tracking HVAC systems, furniture, and equipment across buildings with maintenance schedules), and residence hall inventory (managing 30,000+ beds, desks, and appliances across campus with room-level tracking).
Universities also track athletic equipment, library resources, media lab gear, and classroom technology. Asset tracking prevents loss, ensures accountability, streamlines audits, and provides data for better purchasing decisions across all departments.
What universities and colleges use GoCodes?
Yes, universities including University of Washington, Northeastern University, Florida State University, UC Santa Cruz, Virginia Tech, University of South Carolina, and many others use GoCodes.
Our education customers range from schools and community colleges tracking a few hundred assets to entire school districts and major universities managing 30,000+ items across IT departments, residence halls, campuses and facilities. We understand the unique workflows of academic institutions.
How much money can we expect to save by using GoCodes?
Our customers report significant cost savings through reduced equipment loss and improved utilization. Use our ROI calculator above to see your specific savings.
For example, if you lose 5% of $2M in equipment annually, that’s $100K in losses. GoCodes’ customers often reduce losses by 70-90%, paying for the software many times over. Additional savings come from better purchasing decisions, reduced emergency replacements, and improved compliance.
How does equipment check-in/out work for students and faculty?
Staff scan QR labels using our mobile app (works on phones and iPads, with no app install needed) to check equipment in/out in seconds. Set scheduled return dates and receive automatic notifications when items are overdue. Students/faculty can report damage during check-in. You’ll always know who has what, when it’s due back, and condition status. Perfect for library technology lending, lab equipment, media gear, and IT help desk loaners.
Is GoCodes secure enough for university data and compliance requirements?
Yes, GoCodes has completed the Cyber Baseline Security Assessment and Standard, a leading security certification for our industry. We host on Microsoft Azure, benefiting from enterprise-grade security practices including SOC 2 compliance. We take university data security seriously and have the infrastructure to meet institutional requirements.
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