Audits

Go to Assets › Audit to count your devices. An audit is a list of devices you expect to find. You scan each one you find to confirm it, mark the ones you can't find missing, and download the results.

To open it you need View audits (audits.view) and access to Assets, on an account with schoolAssets.

An audit covers what your role reaches: your whole account, your district, or your school. Two people with different reach see different numbers for the same audit.

The audits page#

Every audit you can see, as a list: the open ones first, then finished and canceled ones, newest first. Above the list, four numbers for the account: Open audits (and how many are due this week), Pending devices across the open audits, Missing this year (devices marked missing in audits started this year), and a strip of how many audits finished in each of the last 12 months.

Each row shows the audit's status, its name, how many devices it covers, its scope, when it's due (or when it finished), who started it, a bar of confirmed (green) and missing (red) over all its devices, and the counts. Open goes to the audit's own page. A finished or canceled audit also has a download button: every device with its result, as a CSV.

Search audits finds an audit by name, scope or who started it. Filter narrows the list by Status, Scope or Year.

At the top right: Room check and New audit (both need Start audits; see Room checks) and Settings (needs Manage audits; see Recurring audits).

A room check's row says Room check after its scope.

A link from Otto, a device's page or an email opens the audit it names directly.

Start an audit#

Select New audit. The window asks for:

• Devices. What the audit counts: Every device in your scope, One school (when you reach more than one), One room (a room of any location you reach: the devices in it, or assigned to it), Match filters (the same filters as Assets, inside the window), or a Saved view from Assets. The line under it counts how many devices that is.
• Due. When the audit should be finished, set from your default to start. It can't be in the past.
• Name. Made up from the season, the year and the school ("Fall 2026 · Lincoln MS"); change it if you like.
• Auto-confirm. Two rows, each On or Off from your account's defaults, with Change to set them for this audit only. See Auto-confirm.
• Include retired and disposed devices. Off to start: devices whose status means Retired or disposed in asset statuses are left out, even when they match. When the audit starts, the message says how many were left out. Turn it on to count them too, like when you need proof that written-off devices really left.

Start audit names how many devices it covers, and opens the audit's page.

To audit a hand-picked set, tick the devices on Assets and choose Audit devices.... The window opens with "N devices selected on the Assets list."

Which devices should I audit?#

| Choose | Choose it when | | --- | --- | | Every device | It's the annual count, and every device should be accounted for. | | One school | A school counts its own devices. | | One room | One classroom, lab or cart is counted on its own, by whoever is standing in it. Scans of devices that belong elsewhere are flagged (see Found elsewhere). | | Saved view | You audit the same slice again and again, like "Library carts" or "Spares". Save the view on Assets once, then pick it each time. | | Match filters | It's a one-off slice: one building, one model, devices not seen by your MDM in 60 days. | | Hand-picked (Audit devices... on Assets) | You have a short list, like the 30 devices a teacher says went missing from one classroom. |

The audit takes the devices that match when it starts. Devices added afterward aren't in it, and devices that stop matching stay in it.

Which statuses count as retired or disposed is set on each status, not read from its name, so a status of your own like "Sold at auction" is left out once it's marked Retired or disposed.

Auto-confirm#

Two rows confirm devices for you when the audit starts:

• Seen by the MDM in the last N days. Devices whose last sync from your device management tool is that recent (30 days to start). Turn it on when your MDM is connected and you trust a recent check-in as proof the device exists. Leave it off to have every device scanned by hand.
• Seen on a school's network in the last N days. Devices that connected from one of your schools' IP ranges that recently. It's off, and can't be turned on, until your account has school IP ranges: add them under Account settings. Turn it on to skip scanning devices that are clearly on campus.

Auto-confirmed devices count as confirmed, and the audit's Confirmed tile says how many were automatic. The rest wait for a scan.

Both read what your device management tool reported at its last sync, so they only help for devices it manages:

| Row | Proves | Choose it when | | --- | --- | --- | | Seen by the MDM | The device is switched on and in someone's hands. Not where it is. | You're counting whether devices still exist, like a 1:1 fleet that goes home every night. | | Seen on a school's network | The device connected from one of your schools recently. | You need devices on campus, like classroom carts that shouldn't leave the building. | | Neither | Only what someone scans. | The count is for an insurance claim or an E-Rate or grant audit, where each device must be seen. |

For example, a district audits 9,000 1:1 Chromebooks with Seen by the MDM in the last 14 days. 8,400 are confirmed the moment the audit starts, and techs scan only the 600 that haven't synced, most of them in lockers or on the lost-and-found shelf.

Scan and confirm devices#

Open an audit. Its page is the Assets list for that audit: the same table, the same columns (choose any asset field or custom field under Columns), the same filters, with two columns of its own, Audit (Pending, Confirmed, Missing, Found elsewhere or Unexpected, with how an automatic confirmation happened and, for a flagged device, where it was found) and Confirmed by (who, and when). Above the table, All, Pending, Confirmed, Missing, Found elsewhere and Unexpected show one result at a time, with their counts. Each device's image sits beside its name, and its assignee shows with their picture.

Four tiles sit at the top: Confirmed (of how many, with the bar), Missing (with Set status of N devices to, see Missing devices), Pending (Show pending filters to them) and Last scan. A fifth, Found elsewhere, appears once a scan flags a device; Review opens the list (see Found elsewhere).

To confirm devices you need Scan and confirm (audits.perform) and the audit must be open. Then the scan band under the tiles reads Ready to scan, and every scan confirms:

• A scanner. Scan a device's label anywhere on the page. There's no box to find first, and the scan never opens the device's page.
• A phone. The dock's camera button in the middle keeps the camera open, scan after scan, and shows each answer.
• Webcam opens a camera panel on a computer. Type a tag… opens a box for a tag, serial number or external ID typed or pasted in.

The band answers each scan, then reads Ready to scan again:

• CB-10431 · Chromebook 11 confirmed. The device is confirmed. Undo puts it back to pending, for a scan of the wrong device.
• … was marked missing; now confirmed. A device someone had marked missing turned up.
• … was already confirmed by Pat Lee. Nothing changes.
• … isn't in this audit. No device in this audit carries that asset tag, serial number or external ID.
• Several devices match …. Two devices share the value (say one's external ID is another's asset tag). Nothing is confirmed: find the device in the list and confirm it by hand, and fix the duplicate.
• Now in Lincoln MS · 204. The scan named a place, not a device: a location's or room's name, or a schoolOS place code (a room label). The list is filtered to it, the next device scans count as made in that room, and the next device scans go on. Clear removes the filter. Scanning another place switches to it.
• CB-10431 · Chromebook 11 found here; it belongs in Lincoln MS · 108. Update where it is? The device is in the audit, but its home is a different room from the one you're scanning in. It's recorded as Found elsewhere: counted as seen. Answer right there: Move here makes the room you're in its home, and Keep where it belongs leaves it as it is. The question stays until you answer or scan the next device; anything you skip waits under Found elsewhere. See Found elsewhere.
• CB-10431 · Chromebook 11 isn't on this list; recorded as unexpected. The device isn't in the audit at all, but you reach it. It's added to the audit as Unexpected, with the room it was scanned in, so it isn't lost: it never counts toward the audit's total.

To confirm or mark devices by hand, tick them and select Confirm or Mark missing. Use Mark missing for devices you've looked for and can't find; scanning never marks a device missing.

When every device in the audit is confirmed or missing, the audit completes on its own and says so. Complete audit (needs Manage audits) closes it sooner, leaving what's pending as pending.

Marking a device Missing records it in the audit only. The device's own status doesn't change until someone chooses to change it: see Missing devices.

Without Scan and confirm, or once an audit is finished or canceled, the page is read-only: the band says so, and the list, the filters and the downloads still work.

Download the results#

Download on an audit's page, and the download button on a finished audit's row, give a CSV:

• All devices. Every device with its asset columns and its result: who confirmed it, when, how, and where it was.
• Missing only. The devices marked Missing.
• Summary by location. One row per location: devices, confirmed, missing, pending, and the share done.

Each download is recorded in the audit log like any other export.

Found elsewhere#

An audit knows which room a scan is made in: a room audit is in its room; in any other audit, scanning a room's label (or typing its name) sets the room until the next place scan. A device scanned in a room other than its own is Found elsewhere; a device the audit didn't expect at all is Unexpected. Both count as seen, so an audit can complete with them, and both are listed under Found elsewhere and Unexpected above the table, each with where it belongs and where it was found.

The scan itself offers both answers the moment it finds a device out of place (Move here only to people who can edit assets); the list holds the ones nobody answered yet. It offers the same two answers for each device, for anyone with Scan and confirm:

• Move here. The device's location and room become the room it was found in (needs Edit assets, assets.update, as changing a device's location does). Its result becomes Confirmed, marked Moved.
• Keep. The device stays where its record says. The result stays, marked Kept, so the download still shows it was found out of place.

Summary by location in the download counts both results per location.

Missing devices#

When an audit has marked devices Missing, its Missing tile offers Set status of N devices to, with a status picker. It suggests a status that means missing, like Missing. Select Set status and confirm: every device the audit marked Missing that your role reaches moves to that status, whether the audit is still running or already closed. Each device's timeline records the change and which audit it came from. It needs Change asset status (assets.change_status), the same as changing a status on Assets.

To find those devices later, filter Assets by Last completed audit: Missing in the last audit lists devices whose most recent closed audit marked them Missing, whatever has happened since. Audit result looks at open audits.

Cancel an audit#

Cancel audit, under the ⋯ menu on an audit's page, stops an open audit. Say why if you like: the reason shows on the audits page and the audit's own. You need Manage audits, and the audit must be within your reach.

Cancel or delete? Cancel an audit that was real but won't be finished, like a count stopped halfway when the building closed for repairs: it stays in the list with its reason and its results so far. Delete one that shouldn't exist, like an audit started on the wrong school: it disappears as if it never ran.

Delete an audit#

Delete audit, under the same ⋯ menu, removes an audit started by mistake. Confirm with Delete audit. The audit leaves the audits page, the device filters that read audits, and Insights. Its devices' confirmations stop counting toward Last Audited Reason.

Changed your mind? Select Undo on the message that appears, and the audit comes back as it was, with every result. You need Delete audits, and the audit must be within your reach, the same as canceling it.

Recurring audits#

Settings on the audits page, for people with Manage audits, opens the audit settings:

• Recurring audits. Off to start. When on, schoolOS starts an audit on its own, on a schedule: How often (Monthly, Quarterly, Semi-annually or Annually) and Next audit starts (the day the next one starts; it can't be in the past).
• What each scheduled audit includes. The same choices as New audit: Include retired and disposed devices (off to start), and the two auto-confirm switches with their number of days. See Auto-confirm. These are also the defaults a new audit starts from.
• Default due date. How many days a new audit gets, 30 to start. The due date is that many days after it starts. A room check starts from it too.
• Let staff check their rooms. Off to start. When on, staff can check rooms during a room check: scan the code on a room's door and mark its devices Here or Missing. Off, only IT audits.

Select Save settings. The settings apply to your scope: your school, your district, or your whole account.

A scheduled audit covers every device in that scope: it has no device filters or saved views. Use recurring audits for the full count your district owes every year or term, and New audit for anything narrower. For example, Annually with Next audit starts set to May 1 and 30 days starts the district's year-end count each spring, due May 31.

Room checks#

A room check asks the people in each room to check its devices themselves. A teacher opens the link on a phone, scans the code on the classroom door, and taps Here or Missing for each device. Anything nobody checks stays Pending for IT.

Start a room check#

Room checks need Let staff check their rooms on in audit settings. Until it's on, Room check says to turn it on first, and staff opening the room-check page are told their district hasn't turned it on.

Select Room check on Assets › Audit (needs Start audits). The window asks for:

• Where. Whole district, or One school. A person whose role reaches one school checks their school.
• Due. When the rooms should be checked, set from your default due date.
• Name. "Room check · Fall 2026 · Lincoln MS"; change it if you like.
• Email teachers. On to start. Everyone in that scope with a room on their profile gets an email: "Check the devices in your room by Friday, November 13. Open this on your phone and scan the code on your door." with a link to schoolAgent › Room check. The email carries your account's logo and colors. An account in testing mode holds the emails, and the message after starting says so.

Start room check opens its audit page. A room check is an ordinary audit of every device that has a room (devices with no room have no door to scan, so they're left out), with nothing auto-confirmed. IT can scan and mark devices on it like any other audit.

Before you start, put a room label on each door. Print room labels on the room check's audit page prints the labels for every room in it; Admin › Locations › Locations prints them per building.

Check a room#

schoolAgent › Room check is one screen: a camera and "Scan your room's door code". There's no list of rooms and no search: scanning the door is the way in, and being in the room is the proof. Type the code instead takes the short code printed under the room's name on its label.

• A room that's part of an open room check opens its list.
• A room no open room check covers says so, and so does a building's code or a code that isn't a room's.

The room's list shows the devices that belong in the room, each Pending, Here or Missing, with a count at the top: "18 of 22 checked". The person can:

• Scan a device with the phone dock's camera, Camera on the page, a scanner, or Type a tag. One of the room's devices is marked Here.
• Tap Here or Missing on any of the room's devices. Tapping the chosen one again puts it back to Pending.
• Scan a device from another room. It's recorded as Found elsewhere (or Unexpected, when no room in the check expects it), listed under From another room, and the page says plainly that IT will sort it out. Nobody moves a device from here.
• Scan another door. That room opens instead.

Done shows what was checked, like "22 here · 1 missing · 1 from another room · 2 not checked", and goes back to the camera for another room. Done never marks anything Missing: devices nobody scanned or marked stay Pending for IT.

Every answer is recorded against the person who gave it, in Confirmed by on the audit page.

Follow a room check#

A room check's audit page has a Rooms panel above the scan band: each room in it with how many of its devices are checked, the people who have it on their profile, and Checked (who selected Done, and when) or Not yet. All, Not checked yet and Checked narrow the list. Show devices filters the device list below to the room.

Resend to rooms not checked yet (needs Start audits, while the room check is open) emails the people with those rooms on their profile again, after saying how many people it will email.

What teachers flag lands where every audit's does: sort out Found elsewhere and Unexpected devices from the Found elsewhere list, set a status for the Missing ones (see Missing devices), and Complete audit when you're done, leaving what's pending as pending.

Who can do what#

| Permission | Lets them | | --- | --- | | View audits | Open the audits page and an audit's page, filter its list, and download its results. | | Scan and confirm | Scan devices and mark them confirmed or missing, without editing the devices. Keep a device found elsewhere; Move here also needs Edit assets. | | Start audits | New audit, Room check, and Resend to rooms not checked yet. | | Manage audits | Settings, recurring audits, Complete audit and Cancel audit. | | Delete audits | Delete audit, and Undo it. | | Change asset status (an Assets permission) | Set status for an audit's missing devices. |

Set these on Admin › People › Roles under Audits: View, Edit (adds scanning) or Full (adds starting, managing and deleting). Which devices and audits a person sees follows the role's Assets reach (who sees which locations): their own, their rooms', their teams' locations', or all. Checking a room needs no permission at all: anyone signed in to the account, except students and families, can check the room whose door code they scan while a room check covers it, and they see only that room.