How to Use Fixed Asset Inventory Software

how to use fixed asset inventory software

Fixed asset inventory software provides you with more accountability over your assets. You can track the lifecycle of IT assets, such as laptops or phones, using it as IT asset management software, or you can use it for construction equipment tracking.

With fixed asset inventory software, you can track asset movements and depreciation. But how do you use one? Why is fixed asset inventory software better than a spreadsheet? How do you make the most out of tracking fixed assets?

 

Fixed Asset Tagging

First of all, you’ll want to implement a fixed asset tagging strategy. Whether you’re using GPS asset tags for large scale movement, or if you’re using QR code asset tags for the day to day last seen locations of your assets, fixed asset tagging can show you where everything is and where it has been.

Asset tags allow you to link up your physical assets with their digital profile. This means to change data or information. You need only scan the tag, and the relevant asset will appear in your asset management system.

Here, the last seen location will update automatically, and you’ll be able to log any relevant maintenance, issues, or calibration information.

 

Fixed Asset Tracking

The next step is using your fixed asset tagging and fixed asset inventory software to create an audit trail and track the entire history of assets.

From the moment you tag your assets, all movements and maintenance will be logged and viewable, and you’ll be able to use this to create a full and transparent picture of what your assets are doing. 

For example, if you’re tracking small tools and they frequently move between sites, fixed asset tracking allows you to see which site the assets were last seen at. 

Not only does this allow for speedier retrieval of assets, but it also creates a full inventory of your assets, without the risk of ghost assets or zombie assets.

 

How to Make the Most of Your Fixed Asset Register Software

Making the most out of your fixed asset register software means using your fixed asset tracking to reinforce responsibility and accountability throughout your workforce.

The ability to use check in check out capabilities and to assign assets to colleagues shows everyone which assets are available, and which are in use or undergoing maintenance.

A fixed asset inventory software with a reminders feature also helps you see when warranties end, and when calibration is required, streamlining your processes.

 

Generating a Fixed Asset Register

After you’ve been tracking your fixed assets for a few days, a visible audit trail has been created with history against fixed assets.

This is where a reporting feature will come in. You can either export your entire fixed asset register or you can customise your reports. The entire fixed asset register will show you current asset costs after depreciation, as well as movement, location, and usage data. 

Customisable reports allow you to track IT assets separately to construction assets, create an audit trail of specific assets that contractors or maintenance workers have interacted with, or view assets in a particular location with ease.

Overall, these exportable reports create a full picture of what your assets are doing and provide proof of ownership and responsible use for insurance reasons, as well as acting as information to help make decisions. For example, it’s clearer when an asset needs to be decommissioned. If it’s uneconomical to run because of its depreciation, or uneconomical to repair due to a long history of maintenance, you’ll know.

You’ll be able to use itemit as your fixed asset inventory software for all of this and more. To find out how you can contact the team at team@itemit.com or fill in the form below.

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Wasting Time and Money? How to Track your Tools

how to track your tools to save time and money

Think about the amount of time you spend looking for tools each month. How did that spanner end up over there? Who used the drill last? Where’s the screwdriver?

According to asset tracking company HILTI, an average of 90 hours a month is wasted simply looking for tools. Just let that sink in for a minute…

90 hours a month. 

That’s over 2 weeks worth of one person’s time!!

Now, you don’t need us to tell you that this time and money could be better spent elsewhere… you know, like actually using the tools that have gone walkabout!

Luckily, if you need to know how to track your tools, then you’ve come to the right place, my friends.

 

Need to Know How to Track your Tools? SPOILER ALERT: Tag Your Assets

The core of finding and using your tools will come down to QR code asset tags and tracking the location of your tools and equipment. You can save hours on hours each month with this asset tracking system.

Whenever a tool is needed, simply check your asset tracking app to see where it was left. Then, when you pick it up, scan the tool’s QR code, and its geolocation will update.

Each of your tools, whether large or small, can be tagged up with any number of different types of QR. Tools that will get more weathered or have a larger strain put on them can benefit from robust anodised aluminium tags, but for most equipment, a low-cost vinyl asset tag should suffice.

Each of your tools will get a unique asset profile, and this QR tag is what links this digital profile to the physical tool. This way, whenever an asset moves you’ll be able to see exactly where that specific tool is thanks to this QR tagging.

 

The Benefits of Small Tool Tracking Software

Still wondering about how to track your tools in other ways? Small tool tracking software doesn’t just help with the location of tools, it also helps you manage crucial data and information about your tools.

An asset management system can help you track the smallest of spanners, or the largest of cranes, so using asset tracking software saves you time and money no matter what equipment you rely on.

As each tool gets its own unique profile, you’ll be able to add calibration reminders as well as maintenance and inspection due dates against each individual tool. Any equipment faults can be reported via the issues management feature and managed from the central web portal. What’s more, with handy features such as assigning assets and check in check out, you’ll know instantly who is using which tool.

All tool and equipment maintenance records are accessible historically, which means you’ll know when an asset is more economical to replace than repair.

 

Scaling up your Construction Tool Tracking App Tracking

Once your equipment maintenance management is streamlined, and all of your tools are kept in check, why stop there? You can use your asset tracking system for IT asset management, too, ensuring you know where all of your laptops and phones are and what state they’re in. In this sense, your construction tool tracking app doesn’t just have to be for construction equipment!

If you need to book or check in or check out assets, use Zapier asset tracking integrations to send emails or add important dates to your Google calendar.

Overall, when you’re looking at how to track your tools, finding an effective asset management software means that you’ll be able to solve not only that problem but so much more!

Asset tracking will save you time and money because you’ll know where everything is at any given moment.

To find out more, you can contact the team at team@itemit.com, or fill in the form below.

Find Out How to Track Your Tools… With A Free Trial!

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Using an Asset Management System: 3 lessons we’ve learned from global disruption

asset management system and global disruption

The world changed this year. What’s happening is unprecedented. Whether or not life will truly return to normal any time soon has been thrown into question. 

Undeniably, how business is conducted has changed. With recruitment stagnating in some places, and with more companies looking inwards to decide what’s necessary, there are a few lessons that have already emerged.

From overcommunicating to ensuring everything you need is running smoothly, it’s clear that an asset management system can help. Whether you’re working remotely or are an essential worker, asset tracking software can increase productivity, accountability, and transparency at a time where these things can no longer be taken for granted.

 

One: Overcommunicate

The itemit team have been working remotely for over five weeks now. We’ve been forced to adapt, much like every other business that’s still running at the moment and so we thought we’d share with you some of the things we’ve learned so far.

We’ve learned to overcommunicate what we’re working on. In an office environment, it’s a lot easier to see when someone is busy. You just have to look over and see them tuned in with headphones on. Now, it’s a lot easier to add to someone’s workload because you can’t see the progress happening across from you.

Add to that the isolation many of us are experiencing and it’s understandable that a little overcommunication could go along way to boosting morale and keeping the team spirit alive. We’ve opted for the odd houseparty quiz afternoon and have scheduled in coffee and cake breaks to give us that precious time together that isn’t focused solely on work.

 

Two: Knowing Who Has Which Assets Increases Productivity

When things were changing, we used our asset management system to see which devices and equipment were available for the team to take home. We even did a dry-run and trialled working from home when we could tell something very serious was afoot. We have a fixed asset tagging strategy already in place and our assets are QR tagged so it was quick and pain-free to find each piece of kit and assign to members of the team

Thanks to already having asset tracking software, this meant we had instant full visibility over who had taken which assets home. Location tracking allowed us to verify that it had gotten there safely.

This meant that if someone was missing a monitor, it could be rectified as a team. The increase in productivity was evident when everyone had the laptop, monitor, monitor stands, and tester devices that they required. A solution like ours gives you full visibility over not just IT hardware but all equipment, tools and machinery within the business

Sharing our asset tracking software within the business has helped with the visibility of what’s being worked on. As well as conducting daily meetings on Zoom, we can see who has which tester phones and tablets and, therefore, who is able to test which new asset tracking features!.

 

Three: No Asset Left Behind

The final thing we’ve learned is that with asset tracking software, you can ensure that everything that needs to be taken home is taken home, and more.

With an effective asset management system, we had the luxury of overpreparing. After staple assets, such as IT assets and other fundamental, work-related equipment, were accounted for, we could then turn to additional fixed assets.

Asset tracking software allowed us to account for everything, and over the course of a couple of days, everything that was and will be needed was safely home with the person that needs it.

 

Looking to the Future

We are very much looking forward to when things begin to return to normal. And when they do, we’ll all check in our equipment back to the office. This way, we can verify that everything has returned to the correct place.

With the government saying that lockdown and social distancing measures may remain in place somewhat over the course of the year, an asset management system is essential to ensure your assets are taken to and from the office correctly.

 

A bit of Positivity

As a team, we try to see the positives in any situation, and we do all we can to help wherever possible. We have partnered with the University of Cambridge to track PPE stocks and manage the distribution to Addenbrooke’s hospital. The system is live and used every day to help get critical PPE to the hospital. Read more here about our Cambridge PPE Tracking.

To find out more about how our asset tracking software can help you save time and increase productivity in this uncertain time, you can email us at team@itemit.com or fill in the form below.

Learn More About How Our Asset Management System Can Help

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Dedicated IT Asset Management Software vs Spreadsheets

IT asset management software Vs. Spreadsheets

itemit was created to supersede the use of spreadsheets. Dedicated IT asset management software will always have the edge over spreadsheets. However, spreadsheets do have their place for some (albeit limited) purposes.

 

Dedicated IT Asset Management Software Vs. Spreadsheets

The first thing to look at when weighing up dedicated it asset management software and spreadsheets are the differences. 

Spreadsheets aren’t built for asset tracking and management, and so, first of all, you’ll have to build your spreadsheet around your usage, instead of having a dedicated system.

However, spreadsheets are great for formulae, and so using them for financial information can be great to look at the specifics of your asset management. Ultimately, though, this is done best when used in tandem with dedicated IT asset management software, as you’ll be able to run custom reports on your asset data and export these reports into Excel.

IT asset management software is specifically built to categorise, tag, track, and manage IT assets, and so it’s automatically easier to audit and edit your assets. When you’re tagging your assets, you’re also creating a register of what you own which greatly reduces the chance of human error. This includes PCs, computers, and all other IT hardware your business owns.

 

Using spreadsheets to manage assets

Spreadsheets are great for two main reasons. They’re highly customisable, and they’re free. 

However, the customizability comes at a cost. A spreadsheet is usually great at doing one specific thing at a time, and not taking on or managing multiple processes. So, you’ll be able to use a spreadsheet for auditing, but it’s likely you’ll only be able to review one thing at a time, such as finances or depreciation.

Also, while free software is always going to be attractive, the use of spreadsheets will minimise your return on investment. As IT asset management software will be so streamlined and effective at filling in any gaps in accountability, the money you save in better processes is greater than the money you save by not investing and using spreadsheets.

 

Implementing IT asset management software in your business

With dedicated IT asset management software, you’ll get the benefit of a streamlined system which can hold more information and pull off more processes than a spreadsheet.

As IT asset management software is specifically built to house digital profiles of your assets, instead of having to categorise with a limited system of row per row, you’ll be able to use a highly effective user interface.

You can also add more information to each asset in an IT asset management software, as you’re not constrained by rows and columns. Each asset is unique, meaning you can record financial information, equipment maintenance, check in check out, and warranty information against that asset without the system becoming unwieldy. You can even assign assets to your colleagues, which a spreadsheet simply wouldn’t allow you to do.

With the use of QR code asset tags, you can link your physical asset to its digital profile, meaning you can find the asset simply by scanning the tag. This way, not only can you add a myriad of relevant information, but you can also access and edit it by merely scanning as opposed to searching. Every scan will also update the asset’s location information, meaning you’ll know where all of your assets have been.

Ultimately, this extra accountability saves you time and money, creating a greater return on investment than a free spreadsheet could possibly provide.

To find out more about itemit’s IT asset management software, you can email the itemit team or fill in the form below.

Start Using IT Asset Management Software, Today!

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Instant access. No credit card details required.

or, download the itemit app to get started

What Is Fixed Asset Management Software?

what is fixed asset management software

Fixed asset management software is a tool used to track, manage, and interact with all of your business’ key assets. This includes things like your tools, equipment, IT hardware and machinery.

You can use it to manage equipment maintenance, track the locations of your fixed assets, tag your assets, manage issues, track equipment checkouts, and more!

With fixed asset management software, you’ll get a desktop web portal and an app on your phone to view, edit, and manage all the information you need to do with your fixed assets. Now you can track your assets anytime and anywhere.

 

What Are Your Fixed Assets?

Your fixed assets will be your business’ more permanent fixtures. They’ll indirectly make revenue by helping your business run. So, your fixed assets may be IT assets, such as laptops or computers, tools and equipment, whether small tools or large or even office stationery.

Each of these fixed assets will require specific information, such as warranty end dates, or pre-emptive maintenance schedules, especially if you’re looking for a healthcare asset management system.

A fixed asset management software allows you to use QR code asset labels to link physical assets to an online profile. This way, you can have all of your maintenance information, location tracking data, and financial information all in one place.

 

What Can Fixed Asset Management Software Do?

Since we created itemit, the capabilities our fixed asset management software has have grown exponentially. Now our fixed asset management software can do any number of things, for any number of industries.

If you’re a business, you’ll have several fixed assets. Whether you’re in construction, healthcare, software development, an online marketplace, or any other number of industries, you’ll have tools, equipment, or technology that needs to be tracked and managed.

That’s why we’ve listened to our customers over the years and implemented the most helpful features possible. 

With our fixed asset management system, you’ll be able to:

We’ve found that these features are helpful for everyone. The core of itemit is to create accountability and transparency over your assets, that’s why we also have an effective and streamlined reporting feature so that you can run custom reports to turn your asset data into something useful.

 

Maintenance and Fixed Asset Management Software

Our fixed asset management software has a comprehensive system so that you can track and manage maintenance and issues. As part of our asset tracking system, anyone can quickly report an issue with public profiles.

For example, if somebody notices a broken fixed asset in an office, they can report it with their smartphone. This will then be automatically categorised by severity in your fixed asset management software and can be addressed accordingly.

You’ll also be able to set reminders for calibrations and routine maintenance, such as PAT tests or pre-emptive maintenance. 

Each time maintenance is undertaken, the asset’s tag can be scanned, and the change can be reported. This creates an audit trail which will help you see when an asset is no longer economical to repair.

Of course, reminders are customisable, so you’ll also be able to add warranty end dates, subscription dates, or contract dates. Any important date can be added to itemit’s fixed asset management software.

To find out more, you can reach the team at 01223 421611, or fill in the form below to find out more.

Start Using Fixed Asset Management Software, Today!

Start your free 14-day trial now

Instant access. No credit card details required.

or, download the itemit app to get started

itemit’s Medical Equipment Management Software and Free PPE Tracking

medical equipment tracking and management with itemit

PPE tracking and management is always crucial, but given the current crisis the world is facing, it’s now more critical than ever. That’s why we’re offering the itemit medical equipment management software for free to anyone fighting the COVID-19 crisis.

itemit is medical equipment management software, meaning it can help you track and manage your PPE, as well as your other crucial medical devices and equipment.

 

How is itemit Being Used?

itemit is already in use by the University of Cambridge and the NHS. In immediate response to COVID-19, the university set up a pop-up warehouse in Cambridge to store and distribute donations of PPE. The PPE is sorted on-site and categorised into approved and unapproved equipment, while the volunteers also record the stock of each item using itemit. Addenbrooke’s staff, view PPE stock levels using itemit and place orders for the equipment they need. Volunteers at the popup warehouse then deliver much needed PPE to the hospital.

 

How Can itemit Help in the Fight Against COVID-19?

If you’re a hospital or require PPE 

If you’re a hospital that has PPE stored off-site then itemit offers an easy way for you to record and monitor stock levels and even to order PPE to be delivered to you. The system logs each item of PPE and all of its key information such as whether it’s approved for protection against COVID-19, stock levels and usage instructions. itemit offers a web portal and mobile app to access PPE data.

All of the stocks of PPE will be visible to you, whether they be FFP3 masks, gowns, hazmat suits. You’ll be able to see what’s available to order and the stock count in your warehouse. 

You’ll also be able to use the medical equipment management software to track other healthcare assets, such as machinery, hospital beds, and other equipment, but more on that later.

 

If you’re storing and delivering PPE

If you’re a warehouse offering stock to a hospital, you’ll be able to use itemit to manage your stock levels and deliveries with ease.

Each time new stock arrives, such as 200 hazmat suits, scan the QR code associated with hazmat suits and update the quantity by 200. Then, when you’re sending stock off, say 300 gowns, scan the associated QR and reduce the quantity by 300. 

With the issues management system, you’ll get an email every time the hospital makes an order that’ll tell you how much stock they require. Then, upon delivery, you’ll be able to resolve the order.

 

Using itemit as your Medical Equipment Management Software

itemit is currently free for everyone fighting the COVID-19 crisis, no matter the industry.

Additionally, if you are a hospital, you’ll also be able to use itemit to track and manage your other medical equipment assets. itemit’s healthcare asset tracking software will help you keep track of pre-emptive maintenance, meaning you’ll know that all of your equipment is running to the best of its ability.

You’ll also be able to book assets out and assign them to your colleagues, track and manage IT assets to ensure patient confidentiality and GDPR compliance, and you’ll be able to track the location of all your necessary tools, equipment, and technology.

To find out more, you can contact the team at 01223 421611, email us, or fill in the form below. We’ll get you up and running right away!

Start Using Medical Equipment Management Software Free, Now!

Start your free 14-day trial now

Instant access. No credit card details required.

or, download the itemit app to get started