A Digital Asset Register
- Mobile app and desktop portal
- Import the register you already have
- Digital record for each asset
- Cost, location, custodian, documents and full history recorded
Council Asset Register and Equipment Tracking
Asset Register Software for Councils.
Every asset your parish, town or community council owns, on a digital register with every Practitioners’ Guide field and ready for audit.
- Complete digital asset register
- Locations, photos, documents and full history recorded
- Controlled access for auditors
No credit card required • Set up in minutes
Register of assets and investments
Mill Lane Recreation Ground
Mill Lane play area
ready Vouched 14 Mar 2026
Bus shelter, High Street
due Next check 22 Apr
Memorial bench, Church Lane
updated Gifted, recorded at £1
Trusted by Councils
-
Llantrisant Community Council -
North Tyneside Council -
Gateshead Council
Why Councils Choose itemit
How itemit Keeps Your Register Accurate All Year
A spreadsheet is only correct if someone remembers to update it. It also holds no proof that anyone has actually seen the asset. itemit solves both. You update asset data on the go. Every scan of a tag logs who scanned it, when and where.
Update Asset Records on the Go
- QR tag assets and scan to identify in seconds
- Update from a phone or tablet while you are stood at the asset
- Every action stamped with the date, the time and the user
- Scans automatically record the location of the asset
Audit-Ready
- Controlled access for your auditors
- Exportable reports
- Every date, location and photograph safely stored
- Live asset register readily available
Everything You Need on an Item Profile
Every asset in itemit has its own item profile, live and customisable. The Practitioners' Guide asks for four of these fields and recommends the other four, so all eight live in one place.
required
Date of Acquisition
When the council bought the asset or was given it. This is what your auditor reconciles the additions against.
required
Cost of Acquisition
What the council paid for the asset, net of VAT. Gifted items like a memorial bench go on at a nominal £1.
required
Useful Life Estimate
Roughly how long the asset should last, so you can plan its replacement before it fails.
required
Location
Set where the asset lives. Every scan after that records where it was, so any asset has a last seen location and you are not relying on memory.
recommended
Insurance Value
What the asset is insured for. Auditors compare the register against your insurance schedule, so this is the figure that shows nothing has been left uninsured.
recommended
Replacement Value
What the asset would cost to replace at today’s prices, rather than what was originally paid. Reviewed each year, it gives you a realistic figure to budget replacements against.
recommended
Custodian
Who is responsible for the asset. You can assign it to a person, check it out to them or record a custodian on the item, whichever suits how your council works.
recommended
Date Last Physically Vouched
The date the asset was last checked in person and confirmed to still exist. With itemit a simple scan records the location of the asset, who scanned it and when.
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.
Customer Story
A Council That Took Control of its Assets
“We’re no longer buying stock we don’t need, we can track every instrument in real time, and we know exactly where our funding is going.”
Music Hub, North Tyneside Council
- 80+ schools served
- 1,000s instruments tracked
What You Can Track
Everything a Council Looks After
Add all your assets to itemit along with as many different properties as you need to log and track. Completely customisable asset profiles mean you can track anything!
Full Visibility and Control Over Your Assets
See what you own, what condition it is in and who has it, all from one place. Set up takes an afternoon. After that the register keeps itself up to date from a phone, so the answer is already there when your auditor or your insurer asks.
Inspections
Every Inspection.
Dated and Photographed.
Log routine, operational and annual play 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.
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 in one afternoon walk, each with a date, a place and a photograph. For anything sited on land the council does not own, attach the permission letter to the record so it is there whenever anyone asks.
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.
Your Annual Internal Audit
Everything Your Internal Auditor Will Ask For
These are the tests your internal auditor works through each year. Here is how a spreadsheet compares with itemit.
| 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 |
| Line 9 reconciled to last year plus additions minus disposals | no | yes |
| Register checked against the insurance schedule at renewal | no | yes |
Tests taken from internal control objective H, Annual Internal Audit Report, AGAR 2025/26.
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.
- 14-day free trial, no card needed
- Import the register you already keep
- iOS, Android and web
Free Download
A Council 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 templateName
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.
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
Free Workshop
A Free Online Workshop for Clerks and RFOs
Thirty minutes online, with plenty of room for your questions. We show you how councils use itemit to track what they own, hold every field the Practitioners' Guide asks for and be ready when the internal auditor arrives. Let us know you are interested and we will send you the next date.
If this form does not load, email team@itemit.com and we will put you on the list for the next workshop.
Asset Tags
QR and RFID Tags, Scanned at the Asset
Attach a QR tag or an RFID tag to your asset, whether that's a laptop, a swing frame, a bus shelter or a mower. Scan it with your phone and the whole history opens up: what it cost, who looks after it, when it was last checked.
See the asset tagsFrequently Asked Questions
Everything you need to know about council asset tracking.
Yes. Most councils do. Your register imports straight from a spreadsheet or from your accounts package. There is a council template on this page you can start from if you would rather.
No, they do different jobs. 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. We are exploring direct integrations with the systems councils already use. In the meantime we have an API you can use to connect them. You can also move registers across by spreadsheet.
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. We are happy to walk through it with you once it is in.
Yes. We offer a 14-day free trial and it does not ask for a card. 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.
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, the register exports to Excel.
itemit logs 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.
Change its status rather than deleting the row, so the asset stays in the history with the date it went and the minute reference behind the decision. That is what lets you show an auditor what changed during the year rather than just what is left.
It gives you 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.
Quite possibly. 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 start with us when they take on a play area or more street furniture, because that is when photographs and inspection records begin to matter.
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.
