Schools and multi-academy trusts (MATs) across the UK manage hundreds or thousands of IT devices, from classroom Chromebooks to staff laptops and admin workstations. Keeping track of them with a shared spreadsheet quickly becomes unmanageable. School asset register software UK schools rely on needs to handle pooled devices, staff assignments, warranty dates, and GAG funding accountability, all without adding to the workload of an already stretched IT team.
AssetGraph is built for UK organisations that have outgrown spreadsheets. It connects to your existing email and IT systems, reads purchase invoices automatically, and pulls device data from Google Workspace, Microsoft 365, and MDM platforms, so your asset register populates and stays current without manual entry. Start a 7-day free trial with no card required.
The Asset Tracking Challenge in Schools
Schools and MATs face asset tracking pressures that other organisations do not. Devices move between classrooms, year groups, and sites. Pupils share trolleys of Chromebooks. Staff take laptops home. Leased equipment comes and goes each term. And every device purchased with GAG funding or conditional grant money needs to be accounted for in the Schools Resource Management Checklist and during external audits.
The result is a spreadsheet that nobody fully trusts. Duplicate rows appear when a device is re-enrolled. Warranty dates go untracked. And when a laptop goes missing, there is no record of who last had it or when it was last seen. For MATs operating across multiple schools, the problem multiplies, because each site may keep its own register in its own format.
How AssetGraph Helps Schools and MATs
- Passive device tracking – connects to Google Admin, Microsoft Intune, and Entra ID to see every Chromebook, laptop, and managed device assigned to users, without anyone updating a sheet.
- Email invoice scanning – reads purchase emails and renewal notices from your inbox, capturing device model, serial number, cost, and supplier for GAG funding records.
- SaaS licence monitoring – tracks how many Google Workspace or Microsoft 365 seats you have, what they cost, when they renew, and which are unused. Schools often pay for leavers’ licences for months after they depart.
- Multi-school visibility – MATs can see devices across all schools in one dashboard rather than combining separate spreadsheets.
- Timestamped audit trail – every asset change is logged, which supports the record-keeping expected by auditors and the ESFA.
Replacing Your School Asset Spreadsheet
If your school or trust is still tracking devices in Excel, you are not alone, but the cracks widen quickly once you pass 100 devices. Duplicate rows, broken formulas, and stale data make the spreadsheet unreliable exactly when you need it most, during an audit or when a device goes missing. AssetGraph lets you import your existing spreadsheet as a starting point, then keeps the data current automatically. For the broader case, read our guide on moving from spreadsheets to automated asset tracking.
Tracking Devices Across a Multi-Academy Trust
For MATs, the asset tracking challenge scales with every school you add. A trust with five schools may have 1,500 devices, each purchased through different procurement cycles, enrolled in different MDM tenants, and managed by different IT contacts. Consolidating that into a single view is where spreadsheets fail completely, because each school keeps its own version and nobody has the time to merge them manually.
AssetGraph brings every school’s devices into one dashboard by connecting to the IT systems each site already uses. If one school runs Google Workspace and another uses Microsoft 365, both feed into the same register. You can see which devices are assigned to which school, which are approaching end-of-life, and where licence waste is concentrated across the trust. This is the level of visibility that trust leaders and auditors expect, and it is available without asking each school to submit another spreadsheet.
The same visibility applies to software. If your trust holds a Microsoft 365 agreement covering all schools, AssetGraph shows you the total seat count, the cost, and the renewal date, alongside which seats are assigned to users who have not logged in recently. That information is what you need to make informed decisions before the annual renewal, not after. For more on the fundamentals, see our complete guide to asset registers.
Pricing for Schools
AssetGraph is priced for UK organisations of all sizes. Plans are paid by direct debit and cancellable at any time. Prices exclude VAT:
- Starter – £29/month for up to 100 assets. Ideal for a single school.
- Professional – £99/month for up to 500 assets. Suits a small MAT.
- Enterprise – £299/month for unlimited assets. Built for large trusts.
Annual billing saves 50%, so the Starter plan starts from £14.50/month. View full pricing or start your free trial.
Learn More
- Complete guide to asset registers – the foundation of everything covered here.
- What is passive asset discovery? – how AssetGraph finds devices without manual scanning.
- Cutting software costs without losing tools – reduce wasted education licence spend.
Get Started
Stop chasing staff for device lists and start seeing your estate clearly. AssetGraph connects to your existing systems and populates your asset register within the hour. Start your 7-day free trial, no card needed, or review the plans to find the right fit for your school or trust.