IT equipment checkout and assignment
IT knows what it bought. IT does not always know who has it. The gap between the asset register and the actual desks is where laptops go at the end of a contract, and where the audit finds you out.
No card, no sales call. Set up as it & equipment issue and the whole system uses these words — consumables, devices, ticket.
Why the asset register stops matching reality
Assignment happens at the speed of the service desk, and the record happens later — or does not. A loan laptop handed over in a corridor during an incident is a laptop nobody wrote down.
Leavers are the sharp edge. If the register says a device is with somebody who left in March, you cannot tell whether it came back and was reissued, or walked out of the building. Both look identical in a spreadsheet.
Then there is the equipment room itself: docks, chargers, adaptors, headsets. Nobody tracks them individually and nobody should, but nobody counts them either, so they are ordered by vibes.
What Nilstock does in a it equipment room
Assign a device against a ticket
Scan the employee, scan the asset tag, and the device is against that person with a reference to the ticket that caused it. Serial number, purchase date and warranty end can all travel with it.
Prove who holds what, right now
One view lists every issued device and who has it, filterable by site. It is the answer to an auditor, a leaver checklist and an insurance question, and it is current rather than a monthly export.
Count the equipment room
Docks, cables, adaptors and headsets are counted rather than tracked, with minimum levels. The low-stock digest tells you to reorder USB-C docks before the day somebody needs one.
Warranty and refresh dates
Each asset can carry a warranty end and a service date, so the refresh list is a query rather than an annual spreadsheet exercise.
A leaver hands everything back
Search the person, see everything against their name, check it all in. What did not come back is a short, specific list rather than an argument.
All of it is the same engine everyone else gets — see the full feature list.
Questions people in this sector ask
- Is this an ITAM or a CMDB?
- Neither, deliberately. It is a custody and stock system: who holds what, what is on the shelf, and a ledger that says how it got that way. If you need software licence reconciliation and discovery agents, you need an ITAM product — this is the physical half.
- Can it import our existing asset list?
- Yes, from a spreadsheet, including serial numbers, purchase dates and warranty dates. The importer shows what will change before it changes anything, and re-importing sets values rather than duplicating rows.
- Do employees need logins?
- No. They are identified by badge, card or staff number at a terminal. Only administrators have passwords, which keeps the licence cost flat — pricing is per site, not per user.
- Does it integrate with our service desk?
- Not directly yet. Movements carry a free-text reference, which most teams use for the ticket number. A public API is on the roadmap and is not built, and we would rather tell you that now.
- What about mobile phones and SIMs?
- Handsets work exactly like laptops — tracked to a person by asset tag and serial. SIM and tariff management is not something Nilstock does.
Guides worth reading first
Equipment
How to stop losing tools on site without treating people like suspects
Most tools are not stolen — they are in a van or a toolbox and nobody wrote it down. What works for tool accountability, and what makes it worse.
Stock control
When a stores spreadsheet stops working (and why it is not the spreadsheet)
Most stores spreadsheets stop being accurate within months, and the cause is not Excel. Four signs you have crossed the line, and what actually fixes it.
Hardware
Choosing a barcode scanner for a store room: what actually matters
Keyboard-wedge versus everything else, 1D versus 2D, corded versus Bluetooth, and why the £30 reader is usually the right answer. A practical buying guide.
Same engine, other sectors
Stop guessing what is in the equipment room
Fourteen days free. Import your list, pair a tablet, and find out where things actually go. It takes about half an hour to reach a real movement.
Consumables counted, devices tracked to a employee, every movement logged.