Spreadsheets are often the first place businesses turn when they need to keep track of equipment.
For a small number of assets, that can work perfectly well.
But once laptops, tools, keys, devices and other equipment regularly move between employees, departments or locations, keeping that spreadsheet accurate becomes much harder.
That is where asset check-in/check-out software can make a real difference.
The problem with manually tracking equipment
A spreadsheet only tells you what somebody last entered into it.
If an employee takes a laptop, tool or piece of equipment without updating the sheet, the information can become outdated almost immediately.
That can leave teams asking:
- Who currently has this item?
- When was it taken?
- Has it been returned?
- Which location is it at?
- Who was the last person responsible for it?
Finding the answer can mean checking spreadsheets, searching through messages or asking several members of staff.
The problem is not necessarily the spreadsheet itself. It is relying on people to manually keep it accurate every time something moves.
What is asset check-in/check-out software?
Asset check-in/check-out software provides a structured way to record when equipment is issued and returned.
Instead of simply changing a cell in a spreadsheet, each movement can be recorded against the asset.
With AssetControl, organisations can create individual records for their equipment and use barcode and QR code asset scanning to quickly identify items during everyday tracking tasks.
This gives teams a clearer record of where equipment is, who is responsible for it and how it has moved over time.
Know who has your equipment
One of the biggest benefits of a check-in/check-out system is accountability.
If a member of staff is issued a laptop, key, tool or other asset, that handover can be recorded.
When the item is returned, it can be checked back in again.
AssetControl's check-in and check-out feature helps teams maintain a clearer history without relying on memory or manually updated spreadsheets.
Reduce time spent searching for missing assets
When equipment cannot be found, the first question is usually:
Who had it last?
Without a reliable tracking process, answering that question can take longer than it should.
A digital asset history gives teams somewhere to look immediately.
Instead of asking around the workplace or searching through different records, staff can review the relevant asset information and previous activity.
For organisations managing larger quantities of equipment, physical asset tracking can provide clearer visibility across people, locations and departments.
Use QR codes to make tracking easier
Manually typing asset numbers or searching through a spreadsheet every time equipment moves adds unnecessary work.
QR codes and barcodes provide a quicker way to connect physical equipment with its digital record.
A label can be attached to an asset and scanned when staff need to identify it, helping speed up check-outs, returns and equipment audits.
AssetControl's barcode and QR scanning tools are designed to reduce the manual steps involved in finding and updating asset records.
Keep a clearer history of each asset
Knowing where an item is today is useful.
Knowing what has happened to it over time can be even more valuable.
Rather than continually overwriting information in a spreadsheet, a dedicated asset tracking system can maintain a history of activity.
That gives businesses a clearer picture of equipment movement and can make internal checks and audits easier to manage.
For IT teams dealing specifically with laptops, monitors, phones and other devices, AssetControl also provides IT asset tracking software for managing equipment assignments and returns.
When should you move away from spreadsheets?
A spreadsheet may still be enough if you only have a handful of assets that rarely move.
However, it may be time to consider dedicated asset tracking software if:
- Equipment regularly changes hands
- Staff frequently need to find out who has an item
- Assets move between different locations
- Your spreadsheet is regularly out of date
- Teams spend too much time manually updating records
- Equipment occasionally goes missing without a clear history
- You want a more consistent check-in/check-out process
The more assets, users and locations involved, the harder a manual system becomes to maintain.
A simpler way to keep track of workplace assets
AssetControl is designed to help organisations keep track of physical equipment and keys without relying on complicated spreadsheets or disconnected records.
From check-ins and check-outs to scanning, asset history and multi-site tracking, teams can keep more of their equipment information in one place.
If your current spreadsheet is becoming difficult to maintain, you can try AssetControl for 30 days and test the process using your own equipment and workflows.