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Cheqroom Solutions for the Public Sector

  • Asset Tracking & Inventory Management
    • Maintain a real-time, centralized register of every physical asset across all locations, departments, and facilities
    • Track individual items by barcode, QR code, or RFID for rapid identification and scanning
    • Organize inventory across multi-site hierarchies — buildings, rooms, vehicles, field locations — with full visibility in one system
    • Record complete item history: every change, movement, custody event, and status update, timestamped and tamper-evident
    • Perform inventory spotchecks and audits via mobile — reconcile found, missing, and damaged items with exportable compliance reports
    • Manage student loaner pools, IT hardware, lab instruments, and facilities equipment on a single register without separate systems per department
  • Equipment Reservations & Checkout
    • Enable teams to reserve, check out, and return equipment through web or mobile app with automatic conflict detection
    • Configure role-based approval workflows to control who can access, request, and authorize equipment use
    • Support kits and equipment picking workflows for complex multi-item deployments and field operations
    • Set opening hours, booking restrictions, and access group rules to match agency policy and site-specific requirements
    • Generate PDF documents for reservations and checkouts, user agreements, packing slips, and signed handoff records
    • Support student loaner workflows with faculty-linked requests, course codes, and semester-length checkout periods, with approval routing built in.
  • Maintenance, Inspections & Work Orders
    • Create and assign work orders for maintenance, inspection, calibration, preventive service, and repair linked directly to asset records
    • Schedule proactive maintenance cycles and calibration cadences to keep equipment compliant and field-ready
    • Attach checklists, photos, certificates, and completion reports to every work order for a complete service record
    • Flag assets as out of service, quarantined, or under repair to prevent unauthorized use during maintenance windows
    • Track full maintenance history per asset queryable, exportable, and audit-ready
    • Track rooms, studios, labs,and shared spaces as bookable assets, manage fixed installations, in-room equipment registers, and associated work orders and room prep from a single location record
  • Chain of Custody & Compliance
    • Establish a defensible, timestamped record of who held which asset, where, and when from intake to disposal
    • Support compliance workflows for defense tooling, calibrated instruments, evidence management, and regulated equipment programs
    • Export custody trails, spotcheck reports, and item changelogs for internal audits, insurance requirements, and oversight reviews
    • Generate signed disposal PDFs with approver documentation for verified asset retirement
    • Archive retired assets with full history preserved
    • Document student equipment responsibility at checkout and return, photos, condition notes, and signed handoff records create a clear accountability trail per borrower
  • Lifecycle Management
    • Manage the complete asset lifecycle from procurement and intake through active use, depreciation, and verified disposal
    • Track purchase price, useful life, and salvage value with straight-line or accelerated depreciation calculations
    • Generate depreciation and book value reports for financial reporting, budget forecasting, and replacement planning
    • Document disposal with reason, method, approval reference, and execution fully auditable from decision to archive
    • Connect to ERP and accounting systems via REST API, webhooks, or Zapier for synchronized financial records
  • Self-Service Booking Portal
    • Provide a branded, role-restricted portal for authorized personnel — including students, faculty, contractors, and field staff — to search available equipment and submit reservation requests without full platform access.
    • Enforce required fields — cost center, project code, department, ID — to capture the data needed for approval and fulfillment
    • Configure separate visibility rules per audience — students see loaner gear, faculty see studio and lab inventory, IT staff see hardware pools — all through one portal.
    • Integrate with existing identity providers via SSO/SAML so portal login matches agency authentication standards
    • Notify requesters automatically on approval, denial, ready-for-pickup, and return reminders
  • Mobile Operations
    • Run check-outs, check-ins, spotchecks, and work orders from iOS and Android — no desktop required
    • Scan barcodes, QR codes, and RFID tags in the field for fast, accurate asset identification
    • Capture GPS location at scan to record where equipment was last verified — supports multi-site and in-transit tracking
    • Designed for technicians, field teams, and front-desk operations in distributed environments
  • Reporting & Analytics
    • Access utilization, custody, depreciation, maintenance, and spotcheck reports in a single dashboard
    • Export data to CSV or Excel for financial reporting, audit submission, or integration with external systems
    • Track equipment performance over time — utilization rates, cost per use, repair frequency, and end-of-life indicators
    • Generate executive summaries and compliance reports tailored to operations, finance, and oversight stakeholders
    • Report on student loaner utilization, IT asset assignment, and facilities equipment lifecycle across departments — in one dashboard with role-appropriate access
  • Integrations & Security
    • REST API and webhooks for real-time event streaming to ERP, ITSM, CMDB, and compliance data systems
    • Native SSO and SAML support — integrates with Microsoft Entra ID, Okta, and other enterprise identity providers
    • Connect with over 7,000 enterprise applications — including Jira, Monday.com, NetSuite, Salesforce, Slack, and more — through no-code automation workflows, no developer required.
    • Role-based access control (RBAC) with granular permissions — control who can view, reserve, approve, manage, and report across every function
    • SOC 2 Type II certified and GDPR compliant — Cheqroom meets the security and data governance standards required for government and regulated environments