Assets

Go to Assets to see every IT device your role reaches: Chromebooks, laptops, tablets, carts and the rest. Find a device, change it, or change hundreds at once.

Selecting a row opens that device's page. See A device's page.

You need View assets (assets.view), on an account with schoolAssets. What else you can do depends on your permissions. See Who can do what.

The header#

The title is Assets, with a count of the devices that match, like "Showing 1-20 of 1,204 assets".

The Actions menu#

• New Asset adds one device. Needs Add assets. The screen is laid out like a device's page: the device's picture on the left, the tag, location and assignee across the top as you fill them in, and the fields in the page's own sections, Asset Details, User Information, Purchase Information, custom fields and Notes, all on one page. Edit on a device's page opens the same screen with its details filled in.
• Import from CSV adds or updates many. See Import assets. Needs Add assets.
• Bulk Check In and Bulk Check Out open Check-in/out. Shown if you hold Check assets in and out, the same permission checking in one device needs. Add assets isn't needed.
• Audit Inventory opens Audit. Shown if you can open Audit. Add assets isn't needed.
• Export filtered CSV exports every device that matches your search and filters. With devices ticked, it reads Export N selected CSV instead. See Export to CSV.
• Export history lists your recent exports.
• View in Report Builder opens the list, as you've filtered it, in Insights › Reports: a table of device counts broken down by the first two of your visible columns that a report can show (Asset ID, Status, Assignee, Location, Type, Model, Purchase date, Replacement year or the pool), with the filters a report can carry (module, status, type, manufacturer and model by id, location, purchase date and custom fields). Change the chart, add measures or breakdowns, and save it as a report. Search, is not, and the department scope stay on the list; a notice names them when that happens. Shown if you can open the Report Builder.

Views#

The view picker is at the top left:

• My Location's Assets. Devices at your own school or building, the location on your account. Shown if your account has a location.
• All Assets. Every device you can see.
• Assigned to Me. Devices assigned to you.
• Spare Pool. Devices in the Spare pool, ready to lend from a ticket. See Which pool?. If you can edit assets, Add Devices to Spare Pool is always there: in the middle of the page while the view is empty, and next to Actions at the top once it has devices. It opens your location's devices (or every device) with a banner: tick the ones to keep as spares, select Add N to Spare Pool, and the list shows the Spare Pool with them in it.
• Deleted. Devices someone deleted, newest first, with who deleted them and when. Shown if you hold Delete assets. See Restore deleted devices.
• Saved filters. Views you or your team saved.

To save one, set your search and filters, then choose Save filter. Give it a Filter name and, if you like, a description. If you can share views (Share saved views), choose Who sees it. Update view saves your changes to the view you're on. Delete view removes the view you're on (it asks first); the trash on a view's row in the picker does the same. You can also pick the view the page opens on.

The list opens on the view you were last on. Without one, it opens on the default view you set; without a default, on My Location's Assets if your account has a location, and All Assets if not. The first time My Location's Assets is there for you, the list opens on it once even if you were last on All Assets. Set All Assets as your default to always start with every device.

Your last filters are remembered in this browser.

A view name too long for the picker ends in "…". Point at it, or move to it with the keyboard, to read it in full.

Search and filters#

Search devices... finds the text anywhere in a device's name, asset tag, serial number, type, manufacturer, model, status, room, location details, location, or its assignee's name or email. It also looks in asset fields that are set to be searchable. Use * as a wildcard: AHS* finds values that start with AHS.

Filter opens the list of filters. Type in Find a filter... to jump to one, pick it, then its values. Filters and their values are listed A to Z (Me, Unassigned and Any room stay at the top; catch-alls like None and Does not exist go last, below a line), except Status, which follows your account's status order, and Grade, which goes K to 12. A list longer than five values has its own search box. Each filter you set shows as a chip under the bar, with an × to remove it. Clear all removes them all. For some filters, like Status or Location, you can switch the chip from is to is not to leave those devices out.

The filters, by group:

• The device. Status, Asset Type, Assignee (who or which room it's assigned to; Me, Unassigned and Any room are at the top, then people, then rooms), Location, Room, Manufacturer, Model, Name, Pool (Spare or None), AppleCare (Covered, Expired or None), PO Number, Purchase Price (with Purchase Price Comparison: Equals, Greater than, At least, Less than, At most or Between), Invoice Number, Vendor, Warranty Info, Notes and Location Details.
• Dates. Created, Purchased, Deployed, Retired, Warranty, Support End and Last Inventory, each as a From and To date.
• Device Health. Device health (the device's worst check status, or No health data) and Health check needing attention (devices where that check is failing or warning). See Device Health.
• Audits. Last Audited Reason (Scan or manual, Recent MDM sync, School network or Never audited), Open audit, Audit result and Last completed audit. Recent MDM sync is a device confirmed when its audit started because it had synced recently (Auto-confirm recently-synced devices on a new audit). Audit result is the device's result in an open audit (or in the audit a link picked). Last completed audit is its result in the most recent audit that closed with it in: Missing in the last audit lists the devices that audit couldn't find, whatever has happened since. Deleted audits don't count.
• MDM. MDM Last Sync From and To, Never Synced by MDM, Synced by MDM, and the fields your device management tool sends.
• Assigned user. The assignee's School role, Grade, School / location, System role and Account (Active, or Inactive: left or disabled). Signed-in user finds devices whose last signed-in user is Not the assignee, The assignee, or unknown.
• Links. Parts (with or without linked parts), Linked assets (holds other assets, like a cart) and Linked to (sits in a cart or kit).
• Repairs & fees. Repairs, Open repair, Repairs since, More than N repairs and Outstanding fees.
• Check-in/out. Checked out more than N days.
• Value. Depreciation schedule, Purchase price & date (both recorded, or one missing) and Replacement fiscal year.
• Custom fields. One filter per asset field, named "Custom: " and the field's name, listed after the built-in filters under a Custom fields heading. Pick values, or Exists or Does not exist (last).

Some links, like one from an import or from Otto, arrive with a filter the bar doesn't show. It appears as a banner or chip above the list, with Clear. Imported assets view shows only the devices one import created.

Columns#

The columns button, next to Filter, opens Columns: what the table shows, in order, on the left (drag a column or use its arrows to move it, × to hide it) and every other column on the right, grouped and searchable (select one to add it at the end). Changes apply as you make them; Reset to default puts the list back. Your choice is saved for you in this browser.

Shown to start with: Asset ID, Name, Status, Assignee, Location and Last Activity.

Select a column's header to sort by it, and again to reverse. The sort covers every device that matches, not just the page you're on. Devices with nothing in that column, like unassigned ones when sorting by Assignee, come last. Assignee sorts people and rooms together, by the name the column shows.

Hidden to start with: Type, Model, Serial Number, Purchase Date, Purchase Price, MDM Last Sync, Linked Assets (how many assets it holds), Linked To, Pool, AppleCare agreement, AppleCare ends, Support ends, MAC Address, Health (the device's worst health check status), Book Value, Accumulated Depreciation and Replacement FY.

The last three are worked out from each device's depreciation schedule, purchase price and purchase date. A device missing any of these shows a dash: hover over it to see why. They take a moment longer to load.

Under Custom fields: one column per asset field, hidden to start with.

The list shows 20 devices a page. Use the page numbers at the bottom.

Change one device from the list#

Select a device's Status, Assignee or Location in the list to change it in place:

• Status needs Change asset status.
• Assignee needs Assign assets to people.
• Location needs Update assets.

If the device holds other assets, like a cart full of Chromebooks, schoolOS asks whether the change should apply to them too.

Change many devices at once#

Tick the box on each row, or the one in the header to select every device that matches your filters, not just this page. A toolbar appears at the bottom. What's on it depends on your permissions:

• Bulk Edit Fields... opens Edit N assets. Set any of Asset Type, Category, Manufacturer, Model, Funding Source, Purchased Date, Deployed Date, Warranty Expiration, Support End Date and Notes. Only the fields you change are applied. A large change asks you to type the count to confirm.

  Each device is saved the way editing it on its own page would be. A device missing a field your district marks required when updating is skipped, and so is one that was deleted since you selected it. When it's done, schoolOS says how many changed and names the ones it skipped, with the reason and the missing fields. Devices that already had these values are left as they were. Undo puts back only what changed.

• Set pool... Spare or None. Like Bulk Edit Fields..., it skips devices missing a field required when updating, and names them.

• Change status... Pick a status, then confirm. Only the status changes.

• Archive assets... Moves them to your retired status. Their history, files and tickets stay.

• Change location... Pick a location.

• Change assignee... Pick a person, or a room under Rooms.

  Both work on every matching device too, up to 1,000 at a time; schoolOS asks you to confirm first. If some sit in a cart or kit, it asks whether to take them out. When it's done, it says how many changed and names any it couldn't change, with the reason.

• Submit ticket... One ticket per device, with a Subject, Priority, Type and Description. Leave Type on Let triage decide and AI triage picks it. Agents also pick What's it about? (the topic) and Assign to (a person or a team; leave it on Let routing decide). The department's custom fields show below, and the topic's; Required ones are marked with * and must be answered before anything is created. Every ticket gets the same answers. Each ticket is filed in the department whose assets you're listing, and the action uses that department's name for its tickets (a Finance department that calls them requests shows Submit request...). Each ticket is made exactly as one opened on its own: your routing rules route each one by its own device's school and type, and anything you chose wins over a rule. Someone without agent access can submit tickets only for devices assigned to them, and can't set the priority, assignee or team. Each new ticket runs your workflows as a ticket opened on its own does, and its assignee hears about it once. The one exception: you aren't emailed "We received your request" for each ticket you just submitted for yourself. Needs schoolHelpdesk.

• Add Repair... Logs the same repair on each device: its Repair type, Repair cost, What happened? and the damage type (Accidental, Deliberate, Maintenance or Not sure), whether to Assess a fee to the user (your fee policy and each person's free repairs apply), Time to Repair and Notes. See Log a repair.

• Link part... Links a part from Parts to each device.

• Link to... Puts them in a cart, kit or other asset. They take its location.

• Audit devices... Starts a new audit of just these devices. Shown if you can open Audit and hold Start audits, as New Audit there needs.

• Delete assets... Moves them to the Deleted view. The window names how many will go: with every matching device selected, that's all of them, not only the ones on this page.

With every matching device selected, Link to... is turned off. Tick the devices you want instead.

Archive, change status, or delete?#

| Action | What happens | Choose it when | | --- | --- | --- | | Change status... | Only the status changes. The device stays on the list and in reports. | Its situation changed but it's still yours: In Repair, Lost, Stolen. | | Archive assets... | Moves it to your Retired status. It stays on the list with its history, and the IT dashboard stops counting it as an active device. | It's out of service for good: recycled, sold as surplus, or past its refresh cycle. | | Delete assets... | Takes it off every list and out of reports until it's restored. Its tag is never reused. | It shouldn't be there at all: a duplicate from an import, or a test device. |

For example, at the end of a Chromebook 1:1 refresh, a tech filters Model to the old model, selects every matching device, and chooses Archive assets.... All 1,800 move to Retired, their repair and check-out history stays, and the dashboard's device count drops to the new fleet. The dozen duplicates the last import created get Delete assets... instead.

Which pool?#

Set pool... says which shared set a device belongs to, apart from its status and its location:

| Pool | Means | Choose it when | | --- | --- | --- | | None | Handed out 1:1. | It's a student's or teacher's own device. Every device starts here. | | Spare | Shared devices that are lent and come back. | You lend devices while someone's own device is fixed, or across a desk. |

A spare goes out one of two ways:

• From a ticket, while someone's own device is repaired. Issue it from the ticket's Spare box (see Lend a spare from a ticket); a repair kiosk lends one the same way. The ticket can't be solved until it's back, it comes back on the ticket, and it can become their replacement when theirs can't be fixed.
• At a front desk, with no ticket. Check it out and back in on Check-in/out, like any device.

A spare that's out on a ticket can't be checked in or out on Check-in/out; return it on its ticket. A spare checked out at the desk has someone holding it, so no ticket can lend it until it's checked back in.

Spares used to be split into two pools, Loaner and Spare. They're one pool now: every device that was a Loaner is a Spare, and views and filters that showed loaners show spares.

A pool doesn't replace a location: "Lincoln spares" is Pool Spare at Location Lincoln Elementary. Filter by Pool and Checked out more than N days to find spares that haven't come back.

Assign a device to a room#

Some devices belong to a place, not a person: the smart TV in Room 204, a classroom projector, the library printer. Assign them to the room instead.

In any Assignee picker (the list, a device's page, New Asset, Edit, or Change assignee... for many devices), switch from People to Rooms and search for the room. It shows as "Room 204 · Lincoln Elementary" with a door where a person's photo would be. To assign a whole location, pick the location itself, shown with a building.

• A device has a person or a room, never both. Assigning one takes the other off.
• Assigning a room puts the device there: its Location and Room become the room's.
• Moving the device to another room or location ends the room assignment, the same way moving a device takes it off a person who can't have it there.
• The device's Timeline records it, like any assignment: "Assigned to Room 204 · Lincoln Elementary".
• Unassigned means neither a person nor a room. Any room in the Assignee filter finds every device assigned to a room or location.
• On Check-in/out, Check out to picks a room, and each device scanned after that goes to it.
• To assign rooms from a file, use the Assigned Room column on import. Exports write it too.

Restore deleted devices#

Pick Deleted in the view picker to see the devices that were deleted, newest first. Search them with Search deleted assets.... Select Restore on a row, or tick several and select Restore N selected. They go back on the list as they were, with their history, and a cart or kit they were in takes them back unless they've joined another since. Each restore is written on the device's Timeline.

You need Delete assets, the same permission that deletes them. You can only restore devices within your reach.

Export to CSV#

Choose Actions › Export filtered CSV (or Export N selected CSV). The export runs in the background. When it's ready, schoolOS emails it to you, and it appears in Export history with a Download button. A download link lasts 48 hours. After that, start a new export.

The CSV includes the value columns you're showing, like Book Value.

A device's page#

Select a row to open Device Details. At the top: the device's Asset # (select it to copy), its location, its assignee and, if it has any, its tickets. Select the location or assignee for more about them.

Edit changes the device's details. Two devices may share a serial number, so a serial another device already has is saved anyway, and a notice says "Another asset has this serial" with a link to each one, in case it's a typo. A placeholder serial like "To be filled by O.E.M." or "0" never counts. An asset tag, though, belongs to one device: a tag another device has isn't saved. Adding a device works the same way. Actions has Submit a ticket (named for the device's department's tickets, and filed there, at the device's location and room), Assign to user while the device is unassigned (the same people list as Unassigned at the top of the page, which you can select too), Link part, Add Repair and Add linked assets, each shown if you're allowed, and Print label, which everyone who can open the device has.

Print label opens your browser's print dialog with this device's label, laid out with your account's design from Label designer (or the starting design, if nobody has saved one). The page is sized to the label, so choose your label printer and print. When the design is on an Avery sheet, it first asks which label of the sheet to print on, and remembers where you left off for the next one (see Use a partly used sheet). It prints the device as last saved, not edits you haven't saved yet.

The icons down the right side switch between sections: Asset Details, Repairs, Cost Tracking, Linked Assets, Timeline (everything that's happened to it; dates and times read in your district's date format and your own computer's time zone, like "09/05/2026 · 1:29 PM"), MDM (what your device management tool reports) and, on a device matched to an MDM record, Device Health (its health checks).

A device in two device management tools, like Intune and Google Devices, is one asset. Its MDM section names the tool and when it last synced, with a button for each tool when there's more than one. Up to six facts come first, each only when the tool reports it: Status, Last check-in, Signed-in user, OS, Org unit and Support ends (how long is left, or ended); another tool shows its model and serial in place of the last two. Below them, what the tool reports in sections you open and close by their headers, each saying what's inside while closed: Device Information starts open, and Usage (recent users and active time), Annotations, Diagnostics and Everything else … reports (the rest of the record, grouped the way the tool groups it; or, for another tool, its own groups) start closed. A device that reports a placeholder instead of a serial shows No real serial. The tool's device actions (a remote session, reboot, disable, deprovision and the like; see Google Devices) sit at the bottom in one row, each explained when you hover it; each confirms in a dialog that then says whether the tool took it. See How a device is matched.

A device from PDQ Connect has a layout of its own: its name, Online or Offline, Reboot needed, Open in PDQ and who's signed in, then Disk free, Memory, OS, Last boot and Windows updates, then Vulnerabilities, Software, Hardware, Networking, Active Directory, PDQ groups, Custom fields and Details, each folded with what's inside. A section the PDQ key can't read says which scope to grant. Its actions are PDQ's: Deploy package, Reboot, Remote and Refresh at the top, Fix on each vulnerability, and PDQ actions below with Check for updates and the deployments started from schoolOS (see Act on a device). An action the key can't do is off and names the scope to grant; reboots during school hours ask first.

Support End Date and Warranty Expiration#

A device has two end dates, and they mean different things:

• Support End Date is when the manufacturer stops sending OS and security updates. For a Chromebook it's Google's Auto Update Expiration (AUE). After it, the device still works but no longer gets updates, so districts plan refresh cycles around it. Google Devices fills it in on every sync; for other devices, type it on the asset page or load it from an import.
• Warranty Expiration is when repair coverage ends. Nothing fills it in automatically unless you map a field to it on an MDM's field mapping; Jamf Pro offers its purchasing warranty date.

Both show in Asset Details on the device's page, as list columns (Support ends and the AppleCare and warranty columns), as date filters (Support End From and To, next to Warranty From and To), and in exports. Google Devices used to put the AUE date into Warranty Expiration; that stopped, the dates were moved to Support End Date, and a warranty date that was the AUE was cleared. Where a warranty, location or model value couldn't be matched to a real record it was cleared too, and the next sync fills it back in from the device management tool.

For example, a district with 3,200 Chromebooks shows the Support ends column, sorts by it, and sees 410 devices losing updates next June. Those go on next year's refresh list, while the warranty column tells the repair desk which of them Google will still fix for free.

MAC Address is the device's Wi-Fi address, filled in by Google Devices and Jamf Pro. It's a column and a text field on the asset page, and it's the address to look for in your network tools. Last WAN IP is different: the public address the device was last seen from.

Track AppleCare coverage#

An Apple device's page has an AppleCare section with the two things an AppleCare certificate adds: its Agreement number and Coverage end date. The certificate's Device ID is the device's Serial Number and its Product Description is its Model, so those aren't asked for again.

The section shows on devices whose manufacturer is Apple, and on any other device that already has AppleCare filled in. Select a value to change it, as with the other fields: you need Update assets. Clear it to remove it. Under the date, the section says Covered through the end date, or Expired once that day has passed. A device is covered through the whole end date.

On the list, show the AppleCare agreement and AppleCare ends columns, and sort by either one. The AppleCare filter finds devices that are Covered, Expired, or have None (no end date). To load AppleCare for many devices at once, use the AppleCare columns in an asset import. Exports include both columns.

Who can do what#

| Permission | Lets them | | --- | --- | | View assets | Open this page, see devices in their reach, and export. | | Add assets | New Asset and Import from CSV. | | Check assets in and out | Bulk Check In and Bulk Check Out in Actions. | | Start audits | Audit devices... (with access to Audit). | | Update assets | Change location and pool, and edit a device's details. | | Update assets or Assign assets to people | Bulk Edit Fields..., Submit ticket..., Add Repair..., Link part... and Link to... | | Change asset status | Change status and archive. | | Assign assets to people | Change the assignee. | | Issue spares | Lend a spare from a ticket and take it back (Lend a spare from a ticket). | | Delete assets | Delete assets..., and the Deleted view with Restore. | | Share saved views | Share a saved view with other people. |

Set these on Admin › People › Roles. What devices someone sees depends on their role's reach: the whole account, one district, or only their own locations.