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
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.
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
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
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
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
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
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
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
