How to manage your school’s equipment room

Effective Equipment Management Strategies for Schools and Universities to Minimize Losses

With countless items like cameras, laptops, lab equipment, and projectors, it's essential to have an organized system in place to prevent losses and ensure that your equipment is always in prime condition. Fortunately, with the right strategies and tools, managing your equipment room can be straightforward and efficient. This guide will walk you through best practices for achieving just that, ultimately saving time and reducing stress.

It's Time to Get Digital

In today's digital age, sticking with paper logs and manual checkouts is akin to using a typewriter in a world of word processors. Educational institutions, especially colleges and universities, must harness the power of technology to streamline equipment management.

How Schools and Universities Should Manage Their Equipment for Fewer Losses

For schools with an abundance of video gear and other technical equipment, ensuring that the right people take responsibility is paramount. With Cheqroom, an equipment management software, schools can seamlessly manage their inventory. Here’s how it simplifies the process:

• Easy Check-Outs and Check-Ins: Students can reserve and manage equipment through a user-friendly platform, minimizing human error.
• Accountability: By using asset labels and requiring electronic signatures, students are held accountable for the equipment they borrow.
• Damage Control: With features to flag broken equipment, maintenance issues can be addressed promptly.

See how Cheqroom works in 1 minute

Better Collaboration Through User Roles

Group projects are a staple in educational settings, necessitating efficient collaboration tools. With Cheqroom, you can assign roles to students, allowing them to interact with the equipment room according to their needs:

• Equipment Viewer: Ideal for students who only need to view available equipment.
• Self-Service Role: Allows students to book their own gear, which staff can then check out.
• Custom Access Levels: Tailor permissions based on class or project requirements, ensuring that only qualified individuals handle sensitive equipment.

These functionalities not only aid in better collaboration but also empower educational institutions to maintain control over their assets.

Gain Back Control Over Your Inventory with Equipment Access

Proper training and certifications are sometimes necessary for handling certain equipment to avoid misuse or damage. Cheqroom’s Equipment Access feature allows administrators to control who can book specific items, adding a layer of safety and security.

By categorizing assets and assigning access based on experience and training, schools can eliminate the risk of unqualified usage. It's about providing access to those who have earned it, ensuring responsible use of expensive and delicate equipment.

Know Where Your Equipment Is at All Times with Reservations & Custody

Cheqroom's reservation system allows for smooth transitions from bookings to check-ins, enhancing efficiency. The 'Custody' feature is particularly beneficial for handling long-term loans of IT equipment like laptops and tablets. By tracking the borrower and the duration, you can easily manage and maintain these assets throughout the school year.

Centralize Your Important Data with Our Import Feature

Gone are the days of manually entering data for each piece of equipment. With Cheqroom, you can import inventory data in bulk. Once uploaded, the system generates QR codes that can be used for quick scanning and management.

Asset labeling, combined with QR codes, gives each piece of equipment a unique digital identity, making tracking and management a breeze.

These QR codes can end up on a whole range of key tags and laminated labels. Check our asset label store for labels in varying shapes and sizes, all customizable with your school's logo.

Want more info on asset tagging? We’ve created a comprehensive guide to asset labeling; read it here!

Access Your Equipment Room Whenever, Wherever with Our Mobile App

In a world where you're never far from your smartphone, having mobile access to your equipment room is a game-changer. With Cheqroom's mobile app, students and staff can manage bookings, perform inventory checks, and handle checkouts from anywhere. This flexibility ensures that no reservation goes unnoticed, even outside of regular school hours.

Save Time with Automated Notifications

Automated notifications mean no more excuses for late returns. With customizable templates, reminders and confirmations are sent out without lifting a finger, ensuring everyone is kept in the loop and equipment is returned on time.

Flag Items for Repair, Maintenance, or Cleaning

Every organization wants its equipment to have a long, healthy lifespan. With Cheqroom, you can create custom, colorful flags to mark items that need attention—whether it's a low battery, repairs, maintenance, or cleaning. You decide who can flag items and whether flagged items become unavailable for upcoming bookings. When setting a flag, students or staff must leave a message and take a picture, ensuring maintenance can be planned accurately.

Better yet, automated email notifications instantly alert the maintenance team when an item gets flagged, streamlining the entire process.

Make Informed Decisions with Reports

Cheqroom's reporting tools provide valuable insights into equipment usage and management. By analyzing this data, schools can identify trends, such as the most popular items, and make informed purchasing decisions. Additionally, these reports can highlight areas for improvement, ensuring the equipment room operates smoothly.