Council Asset Register and Equipment Tracking

Every Bench, Bin and Play Area on One Asset Register.

Every field the Practitioners’ Guide asks for, on every asset your council owns, with the date each one was last physically checked.

  • Complete digital asset register
  • Locations, photos, documents and full history recorded
  • Play area inspections logged with photos and dates
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20 minutes, no obligation. Pro plan from £799 a year with code CLERK20. No card needed for the trial.

Register of assets and investments

Mill Lane Recreation Ground
Vouched 2026
A council play area with the Mill Lane Play Area record open in the itemit app, vouched and photographed
Mill Lane play area

Vouched 14 Mar 2026

ready
Bus shelter, High Street

Next check 22 Apr

due
Memorial bench, Church Lane

Gifted, recorded at £1

updated

Trusted by Councils

  • Llantrisant Community Council
  • North Tyneside Council
  • Gateshead Council

Why teams switch

Your Spreadsheet Cannot Tell You When an Asset Was Last Physically Checked.

On a spreadsheet today

  • No date of last inspection The register says the asset exists. It cannot say when anyone last stood in front of it.
  • No photographs or documents attached Evidence sits in somebody else's folder, not against the asset.
  • No history when the clerk changes Every edit overwrites the last one, so the trail goes with the person who left.
  • The March scramble The register gets rebuilt from memory in the weeks before the audit, every year.

How it works

From Spreadsheet to Vouched Register in Four Steps.

Import the register you already keep, then build the evidence on top of it.

1

Import your existing asset register

A quick and easy transition to itemit. Your digital asset register is created instantly.

2

QR tag every asset

Scan on site and the full record comes up on a phone. Instant verification for whoever is standing in front of it.

3

Proof you were there

Scan the tag, take a photo and note the condition. You have just recorded the date of last physical check.

4

Controlled access for your auditor

Give them a read-only view whenever they ask. Your committee gets the year end totals the same way, so nobody is emailing files about.

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Why itemit

Built Around the Practitioners' Guide.

  • Every field the Guide asks for Four required fields and four recommended ones, all in one item profile.
  • Date of last physical check on every asset The one thing a spreadsheet cannot give you. You get it every time somebody scans.
  • Additions and disposals you can trace Change an asset’s status rather than deleting it, so last year reconciles to this year.
A play area inspection recorded in itemit, showing the date the asset was last vouched

And Anything Else Your Council Wants to Record

Item profiles are yours to shape. Add your own fields for things like make and model or a minute reference.

  • Reminders
  • Assignees
  • Check-out
  • Full History
  • Depreciation
  • Attachments
  • Comments
  • Custom Fields
  • Collections

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What You Can Track

Everything a Council Looks After

Every council owns a different mix. Whatever is on your register goes into itemit with the fields you need against it, from a play area down to a grit bin.

Open Spaces and Play

  • Play areas
  • Skate parks
  • Goalposts
  • Benches
  • Trees
  • Allotments
  • Footpaths and bridges

Street Furniture

  • Bus shelters
  • Litter bins
  • Noticeboards
  • Street lights
  • Grit bins
  • Speed indicator devices
  • CCTV

Buildings and Land

  • Village halls
  • Public toilets
  • Sports pavilions
  • Cemetery gates
  • War memorials
  • Leisure centres
  • Piers

Plant and Equipment

  • Mowers
  • Vehicles
  • Tools and equipment
  • Laptops and IT
  • Defibrillators
  • Christmas lights

Anything else your council owns goes on the same register.

Full Visibility and Control Over Your Assets

See what you own, what condition it is in and who has it, all from one place. Your team updates it from a phone as they go, so the answer is already there when your auditor or your insurer asks.

Inspections

Every Inspection.
Dated and Photographed.

Your caretaker or play inspector logs routine, operational and annual inspections on a phone at the equipment. Photograph a defect, raise it and track it through to the repair. The whole inspection history stays on the asset for as long as a claim could be brought, which is what your auditor is looking for when they ask how play areas are monitored.

A council officer photographing surface damage at a play area, with the issue and the inspection recorded in itemit

Tags and Location

Every Asset,
Easy to Find.

A QR or RFID tag on the bench, the bin or the shelter, with its position recorded on every scan. Twenty benches vouched by your maintenance officer in one afternoon walk, each with a date, a place and a photograph. Switch on public profiles and a resident who scans that same tag can report a full bin or a broken swing straight onto the asset record, with no account and no email to the office. For anything sited on land the council does not own, attach the permission letter to the record so it is there whenever anyone asks.

Scanning a QR tag on a park bench with itemit, and the bench record showing where it was last seen

Check-out and Servicing

Always Know
Who Has What.

Fire and PAT records for the hall and the equipment inside it. The ride-on mower checked out to the groundsman and back, with the custodian filled in by the act of lending. Each item carries its own service schedule and its own inspection log, so maintenance and inspection stay separate where they need to be.

A laptop checked out to a named IT technician in itemit, with its PAT test date and next check

Your Annual Internal Audit

Everything Your Auditor Asks of Your Asset Register

These are the tests your internal auditor works through on your asset register each year. Here is how a spreadsheet compares with itemit.

What the internal auditor tests, on a spreadsheet and on a tracked register
What your auditor tests Spreadsheet Recommended itemit
A formal register, updated as assets are bought and disposed of yes yes
Purchase cost and replacement value held and reviewed each year yes yes
High value assets verified in person, with photographs and dates no yes
Additions and disposals traceable from last year to this no yes
The register total reconciled to last year plus additions minus disposals no yes
Register checked against the insurance schedule at renewal no yes

Tests taken from the asset register internal control objective of the Annual Internal Audit Report: objective H of the AGAR in England, and the equivalent objective of the Annual Return in Wales.

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Customer story

A Council That Took Control of its Assets

“We’re no longer buying stock we don’t need and we know exactly where our funding is going.”

Music Hub, North Tyneside Council
  • 80+ schools served
  • 1,000s instruments tracked
Read the case study
A school violin tagged and checked out in itemit, showing who has it and when it is due back

Free Download

Your Asset Register Template, Ready to Import.

A handy template to show you how to import assets into itemit, with examples of the properties required against each asset.

Download the template
Name
Locationrequired
Purchase daterequired
Purchase pricerequired
Asset liferequired
Insurance valuerecommended
Replacement valuerecommended
Custodianrecommended
Date last vouchedrecommended

All eight Practitioners' Guide fields, the four it requires and the four it recommends. The sheet also carries a description, a collection, a status and an inspection reminder.

What It Costs

Priced for a Council Budget.

Plans are priced on how many assets you track, so there is a package to suit councils of all sizes.

From £799 a year

Pro plan for up to 500 assets with code CLERK20 (standard price £999). Unlimited users.

14-day free trial

No card needed. Import the register you already keep and see it in place.

iOS, Android and web

Works on the phone the clerk already carries and in the office browser.

All prices exclude VAT at 20%.

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Support

A Friendly UK Team, Here to Help

Our team is here in the UK, so you always speak to a person who knows the product well. If you would like a hand getting your own register set up, we would be very happy to go through it with you.

Get in touch
Three members of the itemit UK support team

Frequently Asked Questions

Everything you need to know about council asset tracking.

Yes. Your register imports straight from a spreadsheet or from your accounts package. You can also download our council template and start from that if you prefer.

They do different jobs, so you keep both. Your finance system keeps the ledger and produces the accounts. itemit keeps the evidence behind them: the photograph, the condition, the inspection, who has it and where it is. You can move registers across by spreadsheet and we have an API if you want to connect them directly.

A friendly UK team on +44 (0)1223 421611 or at team@itemit.com. You get a person who knows the product rather than a ticket number. If you would like a hand getting your register set up, just ask and we will walk you through it.

Yes. We offer a 14-day free trial. Import a handful of assets, tag one, scan it and see how the record builds. If you would rather be shown round first, book a demo and we will walk you through it.

Yes. There is an itemit app for iOS on the App Store and one for Android on Google Play, and there is a full web version for the desktop. The same register sits behind all three, so the clerk can work at a desk while whoever does the inspections works from a phone out on site.

Our Pro package comes with unlimited users, so you can add the clerk, the RFO, the whole grounds team and your internal auditor without your price moving. Pricing is based on how many assets you track, not how many people use it.

No. You can use our QR or RFID tags. You can also bring your own barcodes and asset labels if the council already has some.

Yes. The simplest way is to add your auditor as a user with view access, so they can see the photographs, the locations and the date each asset was last vouched without anyone preparing anything. If they would rather work from a file, you can export the register to Excel.

You log routine, operational and annual main inspections against each piece of equipment. Photograph a defect, raise it and track it through to resolution. You set the frequency to suit usage and wear. Every inspection carries a date, a photograph and a note of what you did next.

Yes. You can set up a public profile for any asset with an itemit QR tag. Anyone who scans it with their phone can see the details you choose to share and report an issue. The report arrives against the right asset in your issues list, alongside the ones your own team raises. You choose what the public sees and the feature stays off until you switch it on.

You change its status rather than deleting the row. That way the asset stays in the history with the date it went and the minute reference behind the decision, so you can show an auditor what changed during the year rather than just what is left.

You get the register behind the figure, along with a clear list of the year’s additions and disposals so you can bridge from last year. You still enter the number yourself, so it stays your number.

It can be. Exemption changes what you send the external auditor, not the duty to keep a register or to have an internal audit. A lot of exempt councils come to us when they take on a play area or more street furniture, because that is when photographs and inspection records start to matter.

Your register is the council’s, not ours. itemit is built and run by RedBite Solutions in Cambridge and our primary hosting is in Ireland, as set out in our privacy policy. You can export the whole register to Excel whenever you like, so nothing is locked in. If your council needs a fuller answer for procurement or a data protection impact assessment, ask us and we will send one.

Yes, we have community councils in Wales who have kept their register on itemit for years. Everything on this page works the same way. The register total feeds Cell 12 of the Annual Return rather than Box 9.

Before Your Next Internal Audit

No Scramble in March.

When your auditor asks what was added, what went and when each asset was last seen, the answer is already there.

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