{"id":817,"date":"2025-03-13T15:47:33","date_gmt":"2025-03-13T15:47:33","guid":{"rendered":"https:\/\/www.bulbthings.com\/blog\/?p=817"},"modified":"2025-07-28T14:59:22","modified_gmt":"2025-07-28T14:59:22","slug":"how-to-setup-an-asset-tracking-software-easily","status":"publish","type":"post","link":"https:\/\/bulbthings.com\/blog\/how-to-setup-an-asset-tracking-software-easily","title":{"rendered":"How to setup an asset tracking software easily?"},"content":{"rendered":"

For growing businesses looking to save their money, streamline operations and improve efficiency, implementing effective asset inventory and management software is crucial. Sounds great but how do you get started in a way that quickly delivers value to your teams without getting drawn into the complexity that may come with such software? Here’s a guide to get you started through five key stages. Depending on your level of experience – starting from scratch or having previously used an old asset management software – here\u2019s your guide to five key stages of implementing modern asset tracking software<\/strong>.<\/span><\/p>\n

Stage 1: Get an online inventory of your assets<\/strong><\/h2>\n

The first step is to gather and digitise your existing asset inventory. This involves creating a comprehensive list of all assets, including their descriptions, purchase dates and quantities.<\/span><\/p>\n

If you have an existing spreadsheet of asset data, most systems will have an import wizard <\/strong>to allow you to import that data.<\/span><\/p>\n

If you are starting from scratch, then smart asset tracking solutions will make it easy for you to label your assets using QR codes<\/a> with your smartphone and add them into the software by scanning the QR code and filling in key information<\/strong> and pictures of your assets.<\/span><\/p>\n

Stage 2: Start tracking your Assets<\/strong><\/h2>\n

Once the inventory is online, the next stage is to actively track the movement and status of each asset. One of the benefits of using asset tracking software instead of spreadsheets is how easy it is to keep track of an asset\u2019s assignments to locations or people over time<\/strong>.<\/span><\/p>\n

Logical tracking<\/b><\/h3>\n

You will need to map your company\u2019s locations (e.g. sites, storage rooms) and asset users (e.g. office users, technicians, customers) in the system. You can assign the assets to these locations and\/or people.<\/span><\/p>\n\n\n\n\n\n\n\n\n\n
Asset<\/span><\/th>\nStatus<\/span><\/th>\nLocation<\/span><\/th>\nLast Updated<\/span><\/th>\n<\/tr>\n<\/thead>\n
Laptop A123<\/span><\/td>\nIn Use<\/span><\/td>\nConference Room<\/span><\/td>\n2025-05-23<\/span><\/td>\n<\/tr>\n
Projector B456<\/span><\/td>\nAvailable<\/span><\/td>\nStorage<\/span><\/td>\n2025-05-20<\/span><\/td>\n<\/tr>\n
Office Chair C789<\/span><\/td>\nIn Use<\/span><\/td>\nDesk 3<\/span><\/td>\n2025-05-23<\/span><\/td>\n<\/tr>\n
Printer D012<\/span><\/td>\nMalfunctioning<\/span><\/td>\nRepair<\/span><\/td>\n2025-05-22<\/span><\/td>\n<\/tr>\n
Server E345<\/span><\/td>\nRunning<\/span><\/td>\nServer Room<\/span><\/td>\n2025-05-23<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

Shared assets<\/strong> can also be booked or checked out\/checked in by your team for a specific period.<\/span><\/p>\n

Physical tracking<\/b><\/h3>\n

For assets that are geographically distributed (e.g. tools being used on jobs), you may want to track their GPS position<\/strong>. An asset tracking software may offer a mobile app with built-in scanning capabilities so that your users can simply scan the asset to record its latest GPS location.<\/span><\/p>\n

GPS-trackers or IoT devices allow you to go much further by recording your assets\u2019 position and other information(e.g. state, utilisation, faults), all in real-time. However, this requires a much bigger investment in hardware, and you will need to perform a quick Return On Investment study to decide if you want to go ahead with this solution.<\/span><\/p>\n

Stage 3: Digitalise your key processes<\/strong><\/h2>\n

Begin digitalising key asset-related processes such as asset bookings and maintenance management. This can be achieved by using asset management software features that allow users to request assets and schedule maintenance tasks.<\/span><\/p>\n