How it works
From spreadsheet to tracked register in three steps
No rebuild, no consultants, no six month programme. The software side is finished in the first week, and the walking around is the only part that scales with the size of your estate.
What you need to start
- A spreadsheet or export of what you currently track
- Admin access to your directory, if you want people synced
- One person who can decide on custom fields
- A label printer or a pack of Avery sheets
Import what you already have
Start from the spreadsheet, the export from your old tool, or a directory sync. Nothing gets retyped.
Upload a CSV or Excel file and Eze IT walks you through mapping your columns onto asset fields. The preview shows exactly what will be created, which rows are duplicates and which values will not validate, before a single record is written. Connect Microsoft Entra ID, Okta or Google Workspace at the same time and people, departments and sites arrive already populated, so assigned owners resolve to real accounts instead of free text names.
In this step
- Map your columns once and save the mapping for future uploads
- Duplicate detection on serial number, asset tag and MAC address
- Roll the whole import back in one action if something looks wrong
- Sync people and departments from your directory so owners match reality
Label the hardware, connect the software
Physical equipment gets a code on the case. Software and licenses get pulled in from the systems that already know.
Eze IT generates a unique QR or barcode for every asset and prints them in sheets or on a label roll. A technician walks the floor, scans each label with a phone camera and confirms the location, owner and condition on the spot. Meanwhile the Intune, Jamf or Kandji connection reports what is actually installed on each machine, so your software inventory builds itself rather than being typed in from memory.
In this step
- Bulk print labels for Avery sheets, Brother rolls or Zebra printers
- Scan with any phone camera, with no application to install
- Stocktake mode shows what is still unaccounted for as you walk
- MDM connections report installed software and last check in automatically
Turn on the rules that keep it current
An inventory is only accurate on the day it was built, unless something keeps it honest. That part is automatic.
Set your notice periods for warranty expiry, lease end, maintenance windows and license renewals, and Eze IT raises each one with the named owner rather than a shared mailbox. Joiner, mover and leaver events from your directory create the right tasks: equipment assigned on day one, transferred when someone changes team, and chased when a leaver still holds a laptop. From there the register maintains itself, and your reports stay defensible without a quarterly scramble.
In this step
- Renewal and warranty alerts at 90, 60, 30 and 7 days
- Leaver detection that chases unreturned equipment automatically
- Scheduled reports delivered to finance and compliance without a reminder
- A full change log behind every number, ready for the next audit
Typical first month
What the first four weeks actually look like
This is the sequence we run with new customers. Sites with several thousand assets spread the labeling over a longer period, but the order never changes.
- 1Week 1
Import and map
Upload your file, map the columns, connect the directory and check the counts against your own expectation.
- 2Week 2
Label and scan
Print labels in filter order, walk each site with a phone, and close out the first stocktake list.
- 3Week 3
Connect the systems
Turn on device management and service desk connections so installed software and tickets appear on the record.
- 4Week 4
Automate and report
Set notice periods, route reminders to named owners, and schedule the reports finance and compliance ask for.
Start the clock
Week one begins with a spreadsheet and an hour
Bring the file you already have. We will map it with you on the call and show you the register that comes out the other side before you commit to anything.
