How To Track Assigned Chromebooks Used In School

Chromebook and mouse

Getting back to school was difficult enough without adding the pandemic into the mix. Even before the pandemic, tracking a school's assets was a challenge and one that can be costly if mismanaged. For example, in 2020, the Greenville, South Carolina public schools reported 4,000 missing Chromebooks worth nearly $1.2 million dollars.

This costs schools money and can make it difficult for other students to utilize these educational tools. With the aid of an efficient, cloud-based asset management software, you’ll be able to track, update, and improve the utilization of your school assets with minimal extra effort. Learn how to track assigned Chromebooks used in school below so you can save yourself time and money. 

Not sure if you’re ready for the school year? Reach out to Flex for a one-on-one consultation. 

Understanding Your School Needs

Every school has to manage a unique budget, timeline, and student body. Flex provides software that makes day-to-day management a breeze. 

The key to using asset management software correctly is pinpointing what you need to achieve and why. Flex Asset Solutions was specifically built to deliver an experience tailored to meet your needs. So whether you need to keep track of a hundred Chromebooks or a thousand, Flex Asset Solutions management software is able to keep up with your daily demands with an easy to use interface and efficient workflow while operating with the quickness of a neatly organized spreadsheet system. 

Questions To Consider

There are a plethora of questions to answer and very little time in the day to do so. Below are aspects you should consider before investing in Flex and taking your asset management abilities to the next level.

  • Do you know where all of your Chromebooks are?
  • What is the average number of Chromebooks lost per school year?
  • How many assets do you need to assign in and out every school year?
  • How much time does that take and how error prone is it?
  • Are you using barcodes and scanners to make that process as efficient as possible?
  • Are you able to easily track maintenance tasks?
  • What other equipment do you assign to students or faculty (tablets, cameras, etc)?
  • What are the current shortcomings of your current asset management system (hand keyed check-ins, inefficient workflow, insufficient reporting, etc)? 
  • Are you struggling to manage tasks and assign deadlines?

Tracking Your Information In One Place

There are many steps involved in asset management: Tracking, maintenance, following up with individuals...and the more moving parts, the more things that can go wrong. Flex is a one-stop shop for your daily asset management needs. 

“Unfortunately, most asset management in schools is performed on a spreadsheet or even manually recorded on paper. These methods are wholly inadequate at keeping track of large quantities of education technology.

Flex Asset Management software meticulously tracks your Chromebooks used in school, whether they’re on campus or off. With a simple lookup or scan of a barcode you can quickly and easily pull up all the information related to an asset, a student, or a classroom allowing you to track as you go. You can also assess available inventory to monitor utilization in real time and plan any needed purchases for the year ahead.

Students studying on a laptop

Managing Your Assets

Chromebooks are very useful...and expensive. Losing just one can set your school back hundreds of dollars. How do you ensure you know where each and everyone is assigned?


Keeping track of the assigned Chromebooks used in schools is streamlined with the aid of Flex Asset Solutions management software. Number, barcode, school location, address, and individual student contact details are kept in one place, updated on-the-fly and accessible to the entire team instantaneously. In addition to Chromebooks this software can be used to keep track of tablets, lab equipment, musical instruments, or any other assets you make available to students and faculty. There is no limit to the number of assets you can track, making Flex indispensable as the number of assets educational institutions manage continues to grow. 

Related: How Using Barcode Inventory Software Will Save Your Business

Setting Up Reminders

Things are busy even at the best of times. How do you make sure you get students to return their assets and get them ready for the next school year?


Scheduling reminders can help. With Flex Asset Solutions management software, you can create and assign maintenance tasks, such as battery checks, as well as schedule due dates for the student to return their equipment. Reminders along with robust reporting capabilities can help you save time and maximize your chances of Chromebooks being returned on time and keeping them in good working condition. 

Using Check In/Check Out Systems

The most effective way to make sure your school’s Chromebooks are returned on time is to have a check in/check out system on your side. 


Flex Asset Solutions management software determines who uses the check in/check out system, when, and for what asset. Most importantly, it conducts annual inventory reports for you to compare with local regulatory compliances and previous school years. You can even make sure each Chromebook is being adequately taken care of by creating maintenance tasks  which can easily be tracked and completed. Staying on top of your asset management contributes to a virtuous cycle that keeps the entire school running smoothly.

Chromebook Tracking Software

Each Chromebook goes on a unique journey once it’s in the hands of a student. Tracking software makes sure when you assign a student an item you can easily get them to sign a use agreement form acknowledging their possession and outlining the expectations they must comply with in order to maintain possession of the device. Most important amongst these expectations is knowing when the Chromebook must be returned. You can also outline the penalties for non-compliance or missing or lost items.


Flex gives you the ability to look up where each Chromebook is assigned at your fingertips, with the ability to assign maintenance or check in/check out requests at will. Expectation management is key to ensuring your students remain responsible and future students won’t be left without the resources they need. 


Related: Top 7 Inventory Management Benefits

Unique Chromebook Device Serial Numbers

A device serial number is the most significant way to track with an item has been returned or lost. However, that’s not the only way you can look out for your student body.


Related: Top 10 Security Best Practices For Asset Management

Cloud-Based Asset Inventory Solutions

“If you’re not using cloud-based software to store data and manage your equipment, it’s safe to say you’re behind the times. Today, everything seems to be stored in the cloud—and for good reason.”

Some students are still studying in-person, while others are opting for hybrid or remote models. Keeping track of Chromebooks is a tall order, but one that Flex Asset Solutions can help you solve.


With so many variables shifting on a dime, the benefits of a cloud-based asset management software make it easy to adapt as needed. No matter how many people are helping you manage your assets, every new update will be immediately visible to the whole team, whether it’s a new check out or a maintenance task. This ensures everyone has the access and ability to track where each of your Chromebooks are at all times.


Go back to school confident, organized, and safe. Schedule a demo with Flex today.

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