Universities and schools
From lab equipment to hostel beds, on one register
School and university asset management: campuses as locations, lab and library items, equipment checked out to staff, and counts each term.
An asset tag as it could look for this sector. Illustrative.
The problem
An education institution holds everything: lab instruments, projectors, computers, library stock, desks, hostel furniture and vehicles, spread across campuses, faculties and a calendar that empties the place every holiday.
Equipment is borrowed by lecturers and clubs, donated by sponsors, and written off when it breaks. Without a register that tracks who has what, losses are found at the end of the year, when it is too late to ask anyone.
How VexCloud AMS helps
Campuses, buildings and rooms
Model the institution as it is: campus, block, floor, lab or hostel room, and filter to any of them.
Fixed asset register
Equipment checked out to staff
Projectors and laptops go out to a person with a return date, and come back by scan. See what is overdue.
Check-in, check-out and transfers
A count each term
Count a department or a block during the break and reconcile at once, without matching sheets in the new term.
Physical asset audits
Service and warranties
Lab equipment and ICT warranties and service plans, with alerts before they lapse.
Maintenance and warranty
Depreciation for the accounts
Policies by category, so the finance office has book value without a separate spreadsheet.
Depreciation
Scenario, not a client
A scenario: the end-of-term count
Imagine a secondary school that closes for the holidays. The bursar starts a count of the ICT lab and the science block. Two teachers scan assets with their phones in an hour, and the reconciliation shows three projectors not found.
Two of the three turn out to be checked out to staff who have not returned them, and the check-out record names the people. The third is investigated. In January the register is correct before anyone has asked for a laptop.
This is an illustration of how the product is used. It describes no real organization.
The tags are half of it
School assets are handled by many hands, so a durable tag matters. Vexar Solutions tags schools and makes labels for indoor IT and aluminium tags for furniture and equipment.
FAQ
Questions from this sector
Can parents or students see anything?
No. VexCloud AMS is for staff. Access is by role, and custodians can be people who never sign in.
How do we record donated equipment?
Register it as an asset, add the source in a custom field, and attach the donation letter as a document.
Can different departments manage their own assets?
Yes. Departments are part of each record and can be filtered and reported on. Roles control what each person may do.
Is it priced for a small school?
BUSINESS covers up to 200 assets for KES 25,000 a year plus VAT, and ENTERPRISE covers up to 1,000 assets.
See your own assets in VexCloud AMS.
Book a 30-minute demo.