The University of Texas at Arlington

Key Highlights

• Moved from a cumbersome Access database (a "glorified Excel sheet") to a simple, scannable system.
• Gained the ability to easily manage and segment equipment inventory for 10 different classes.
• Praised the system's high level of customization and the wide variety of asset tag options (like "super tiny QR codes").

Challenge

The university's technical operations team was "in the weeds" trying to manage equipment for a large number of students spread across 10 different classes, all using different gear. Their previous system was a Microsoft Access database, which the manager described as a "glorified Excel sheet." This manual process was slow and created logistical bottlenecks, like long lines of students waiting to check out equipment.

Results

Implementing Cheqroom "made things a lot simpler" and "saved us a lot of time." By using barcode and QR code scanners, the entire check-out and check-in process became "so much faster."

Beyond speed, the team can now:

• Efficiently manage their full inventory.
• Track equipment purchase prices.
• Separate items that need repair.
• Segment their inventory by classroom to see exactly what gear is used for each course.

The most significant impact was on the student experience. As the manager noted, "We don't have lines waiting out the door for students to check out equipment."