School Inventory Management Software

Managing school equipment can be chaotic - lost items, double bookings, and missed maintenance cause constant disruptions. These issues waste time and impact both teaching and learning.

Itefy simplifies equipment management with one centralized system. Track, reserve, maintain, and manage school assets - easily and efficiently.

Key features:

  • Track school-owned equipment
  • Reserve items for classes
  • Log staff and student checkouts
  • Schedule regular maintenance
  • Avoid booking conflicts
  • Monitor item locations
  • Report and resolve issues
  • Manage multi-user access
01

Prevent Lost or Misplaced School Equipment

Keep classroom tech, teaching aids, and shared resources from getting lost - especially when moved between rooms, departments, or staff.

  • Centralize all school inventory in one always up-to-date system
  • Track last known or assigned location of each inventory item
  • Organize by room, department, or custom tags
  • See who has what equipment and when it's due back
Items registry in Itefy with tabs, search and filters
02

Eliminate Double Bookings and Equipment Conflicts

Make the most of shared school resources - like classroom tech, lab kits, or AV equipment - without overlapping reservations or last-minute surprises.

  • Staff can view real-time equipment availability
  • Reserve items in advance to avoid scheduling conflicts
  • Group multiple items into a single booking
  • Scan QR codes to reserve quickly on the spot
New reservation in Itefy with classification and period selection
03

Track Real Equipment Usage with Checkouts

Reservations show who plans to use school equipment - checkouts track who actually has it, helping maintain accountability and reduce loss.

  • Enable self-checkout to track real-time possession
  • Flag overdue items for follow-up
  • Set home locations to ensure correct returns
  • View usage history to monitor demand and wear
Checkout log in Itefy with statuses and due dates
04

Scan Equipment QR Codes for Fast Handling

Speed up daily routines and reduce mix-ups—label school equipment with QR codes for instant identification and action.

  • Print QR labels using standard Avery or Herma sheets
  • Export item lists with unique codes for bulk label printing
  • Use the Itefy GO app to scan and instantly access items
  • Quickly create reservations, checkouts, and updates on the go
QR label generation in Itefy
05

Maintenance Scheduling and Tracking for School Equipment

Prevent classroom disruptions by keeping equipment in good shape with timely maintenance and clear issue tracking.

  • Set scheduled, repeating maintenance reminders
  • Assign tasks to the right staff and locations
  • Track full maintenance and usage history per item
  • Let staff log updates and results during maintenance
Issue ticket in Itefy with a Schedule repair action
06

Gain Full Control of School Supply Usage

Avoid running out of essential classroom or office supplies - track usage, manage stock levels, and stay ahead with timely alerts.

  • Enable self-service logging for supply use
  • Label supply containers with QR codes for fast updates
  • View complete usage history by item
  • Get low-stock alerts with custom thresholds
Item page in Itefy with insights and full history
07

Quick Equipment Overview on the Dashboard

Get a clear snapshot of your school’s equipment status in seconds—no digging required.

  • Color-coded boxes highlight key info instantly
  • Spot issues or overdue items at a glance
  • View stats and recent activity on one screen
  • Access all key functions with quick shortcuts
Itefy dashboard with live equipment status
08

Delegate Responsibility Across Your Team

Empower staff with shared access to equipment management - reduce bottlenecks and increase accountability with a centralized system.

  • Set custom permissions for each user
  • Assign specific equipment to responsible staff
  • Track who currently holds each item
  • Generate usage reports grouped by person
User permissions setup in Itefy

A Toolbox for All Your School Equipment

Itefy isn’t just a simple inventory list—it’s a complete toolbox for managing school equipment, classroom resources, and shared assets with ease!

Asset Database

Keep track of, organize and categorize all your assets in one database.

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Reservations

Plan and schedule usage, maintenance or whatever needs to be scheduled for your assets.

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Checkouts

Keep track of actual asset usage, and make sure it's being returned in time.

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Location Tracking

Keep track of where your assets are located at any given time.

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Issue Tracking

When equipment breaks, Itefy's issue management module helps to efficiently resolve it.

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Event Tracking

Keep track of events such as purchases, license renewals, maintenance etc.

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Mobile App

Use our mobile app Itefy GO to create reservations, checkouts and more on the go.

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Statistics

Get live statistics on utilization, performance, condition, inventory etc.

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Collaboration

Share the equipment management by delegating responsibility to multiple people.

From the blog

More on the blog

Why Education Asset Tracking is Important: 7 Best Practices

Top 4 Ways to Improve School Inventory Management

Create an Equipment Inventory Database : A Step by Step Guide

Plans & Pricing

  • USD
  • EUR
  • NOK
Monthly Yearly

  • Basic

    N/A
    per month, paid N/A
    • N/A items
    • N/A locations
    • N/A users included
    • Extra seats N/A/month
    • N/A GB storage

    Core features

    • Items, check-in & check-out
    • Reservations & scheduling
    • Issues, maintenance & events
    • QR labels, NFC & mobile app
    • Public item pages
    • Custom specifications
    • Excel import & export
    • Sign in with Google
    Start free trial
  • Most popular

    Startup

    N/A
    per month, paid N/A
    • N/A items
    • N/A locations
    • N/A users included
    • Extra seats N/A/month
    • N/A GB storage

    Everything in Basic, plus

    • Recurring reservations
    • Kits
    • Contacts
    • Reports & insights
    Start free trial

  • Business

    N/A
    per month, paid N/A
    • N/A items
    • N/A locations
    • N/A users included
    • Extra seats N/A/month
    • N/A GB storage

    Everything in Startup, plus

    • API access for custom integrations
    • Up to 5 API keys
    Start free trial

  • Enterprise

    N/A
    per month, paid N/A
    • N/A items
    • N/A locations
    • N/A users included
    • Extra seats N/A/month
    • N/A GB storage

    Everything in Business, plus

    • Up to 25 API keys
    • Highest limits, built for large fleets
    • Lowest extra-seat price
    Start free trial

Take control of your equipment

Try every feature free for 14 days. No credit card, no obligations.

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