Asset Management Software for Schools
Track Equipment, not Spreadsheets
GoCodes transforms school asset tracking from chaos to control in just 2 days. No complex training, just simple QR codes and a mobile app that even substitute teachers can use. Start a FREE trial today!
Trusted by over 250 Educational Institutions for the past 14 years
The Only Asset Tracking System That’s Actually Easy to Use
Implemented in days, not months
Start tracking equipment in under 2 weeks
Total solution software + hardware
Software + mobile apps + free QR code labels
Complete asset visibility
Know where every asset is and who has it
Key Challenges Schools Face with Asset Management
Schools lose 10-15% of assets annually while budgets shrink.
Yet schools continue using Excel spreadsheets that can’t answer basic questions:
Where are our iPads?
When was the HVAC last serviced?
Which assets were bought with Title I funds?
Who has the portable stage equipment?
When audit time comes, staff spend weeks scrambling for information that should take seconds to retrieve.
Budget constraints meet growing technology needs
The Problem: Schools manage 5x more devices than a decade ago with the same staffing levels
The Reality: One IT coordinator managing 2,000+ Chromebooks across multiple buildings
The Impact: Devices purchased with precious budget dollars, disappear without accountability
Compliance requirements without proper tools
The Problem: State audits demand detailed asset records, federal grants require usage documentation
The Reality: Excel can’t track depreciation, maintenance history, or funding sources effectively
The Impact: Failed audits risk funding; insurance claims get denied without proper documentation
Scattered assets across multiple locations
The Problem: Equipment moves between districts classrooms, and buildings without documentation
The Reality: The band room projector ends up in the gym, microscopes vanish during summer break
The Impact: Duplicate purchases waste money while needed equipment sits unused in closets
No dedicated asset management staff
The Problem: Teachers, coaches, and custodians all manage equipment alongside their primary duties
The Reality: The football coach tracks helmets on paper while teaching five classes
The Impact: Inconsistent tracking leads to losses, liability issues, and budget overruns
Maintenance neglect shortens asset lifespan
The Problem: No systematic maintenance scheduling for thousands of assets
The Reality: HVAC filters replaced too late, projector bulbs burn out damaging units
The Impact: Equipment fails prematurely, turning $200 maintenance into $2,000 replacements
Manual processes can’t scale
The Problem: Paper sign-out sheets and spreadsheets work for 50 assets, not 5,000
The Reality: Check-out logs disappear, Excel files corrupt, version control becomes impossible
The Impact: Staff waste hours on data entry instead of serving students
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.
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)
What Schools Track with GoCodes
Student technology & 1:1 device programs
Classroom and lab equipment
Shared district resources
Athletic equipment and sports gear
Facilities and maintenance assets
Tool Tracking ROI Calculator
How much money are you losing every year due to lost and stolen tools?
Key Asset Management Features for Schools
QR Code Scanning with Any Smartphone
- No special equipment needed
- Turn every phone into an asset scanner
- Teachers, custodians, coaches all participate
- Works offline in buildings with poor WiFi
- Instant photo documentation of condition
Student and Staff Check-Out System
- Library-simple accountability
- Dropdown selection for quick assignment
- Automatic due date calculation
- Email/SMS return reminders
- Overdue escalation alerts
- Bulk check-out for classroom sets
Multi-Location Tracking Across Campus
- Know where everything is, always
- Track transfers between buildings
- GPS tracking for buses and outdoor equipment
- Geofencing alerts for unauthorized movement
Automated Maintenance Scheduling
- Prevent expensive failures
- Service schedules by asset type
- Automatic technician notifications
- Track warranty expirations
- Document compliance inspections
- Cost tracking per service
Grant & Funding Source Tracking
- Audit-ready compliance
- Custom fields for funding sources
- Generate reports by grant program
- Monitor allocation requirements
- Document usage for compliance
Depreciation and Lifecycle Management
- Smart refresh planning
- Automatic depreciation calculations
- Multiple depreciation methods
- End-of-life alerts
- Total cost of ownership tracking
- Evidence-based budget requests
Custom Fields for Education Needs
- Track what matters to your district
- Grade level assignments
- Textbook adoption years
- Curriculum alignment
- Safety inspection dates
Instant Audit and Compliance Reports
- Right access for every user
- Teachers: Classroom assets only
- IT Staff: All technology management
- Custodians: Facilities’ equipment
- Coaches: Athletic gear access
- Administrators: View-only oversight
Mobile Apps for Field Management
- Manage assets anywhere
- Complete iOS/Android functionality
- Offline mode for poor connectivity
- Camera integration for documentation
- Barcode and QR code scanning
- Push notifications for alerts
Instant Audit and Compliance Reports
- From weeks to seconds
- One-click compliance reports
- Export in any format needed
- Historical tracking included
- Photo documentation attached
- Chain of custody records
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 asset management software for schools?
Asset management software for schools is a cloud-based system that helps K-12 institutions track and manage all physical equipment, from Chromebooks and projectors to athletic gear and maintenance tools, using QR codes and mobile scanning. Instead of juggling multiple spreadsheets, schools use one centralized platform where teachers, IT staff, custodians, and administrators can check equipment in/out, schedule maintenance, and generate audit reports instantly from their smartphones.
How does school asset tracking software work?
School asset tracking software works in four simple steps:
- Apply QR code labels to equipment like Chromebooks, projectors, and lab instruments
- Staff scan codes with their smartphones using a free app, no special scanners needed
- The system instantly updates showing who has what equipment and where it’s located
- Automatic alerts notify staff of overdue returns or upcoming maintenance. The entire check-out process takes under 10 seconds, scan, select student name, done.
What are the benefits of a school inventory management system?
The primary benefits include reducing equipment loss by 70-80% (saving $30,000+ annually per school), cutting audit preparation time from weeks to 30 minutes, achieving 94% on-time equipment returns, eliminating duplicate purchases by identifying unused assets, saving 15-20 hours monthly on manual tracking, ensuring compliance with federal grant requirements, and extending equipment lifespan through automated maintenance scheduling. Most schools see complete ROI within 60 days.
How can schools budget maintenance using asset data?
Schools use asset data to predict and budget maintenance by tracking service patterns and costs per equipment type. The system shows that preventive maintenance prevents expensive failures, tracks total cost of ownership to justify purchasing decisions, forecasts annual maintenance budgets based on equipment age and history, and documents ROI for budget requests.
What solutions are available for managing school assets?
Schools typically choose between:
- GoCodes which provides simple QR code tracking for all asset types with 2-day implementation.
- Free spreadsheets that result in 15-20% annual loss rates and weeks of audit prep
- Education-specific platforms like School Asset Manager or Frontline ($5,000-$15,000/year) that often only track IT assets and require lengthy implementation
- Enterprise systems like ServiceNow ($50,000+/year) that overwhelm school staff and need consultants
Best tool tracking solution for schools?
GoCodes is the best tool tracking solution for schools because it combines simplicity (any staff member can use their smartphone to scan), comprehensive coverage (tracks maintenance tools, athletic equipment, science instruments, and facilities equipment in one system), proven results, and affordability.
How much does asset management software for schools cost?
Asset management software for schools is usually priced based on the number of items being managed, and the number of user logins required or a combination of the two. For solutions intended for individual schools a price of around $1/item per year is a common starting point. For groups of schools or school districts, the prices can be higher due to the requirement for more sophisticated features like SSO, app integrations and data analytics. Many companies offer discounts for schools, so you should always ask about that too.
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