IT Asset Management — Hardware, Email & Stock

Hardware assets

Email accounts

Consumable Stock

Total records

Hardware inventory entry

Use this form to create one complete record for each physical device the enterprise owns, uses, stores, or plans to retire.

* Required fields

Locate the device

Select or type the official location site where you physically saw it.

Identify the device

Use make/model & verified standard Asset Tag format for system tracking.

Record condition and responsibility

State how the asset is currently used, who it belongs to, and IT's recommended next action.

Understanding the Standardized Asset ID / Tag System

Asset tags follow a predictable structure so anyone in IT can immediately decode them: [ORG]-[LOCATION]-[CATEGORY]-[INDEX].

Example Breakdown: SYS-HQ-LAP-001
• SYS = Organization Code (System Telemetry default)
• HQ = Location Code (derived from Branch Name: e.g., Ikeja HQ = HQ, Victoria Island = VI)
• LAP = Category Abbreviation (Laptop = LAP, Printer = PRT, Mobile = MOB)
• 001 = Sequential Index (Incremental numeric sequence for uniquely identifying the unit)

Location and asset identity

First record where the equipment was found and what it is.

Branch / Location *

Fully Editable: Select an existing branch or type a custom branch name directly. A 2-3 letter code will be auto-generated for the Asset ID.

Asset Name & Model *

What goes here? Manufacturer plus model, as printed on the device. Examples: HP EliteBook 840 G1, Tecno POP 8, or HP LaserJet Pro M404.

Asset Category *

How to choose: Select the main equipment type. A desktop tower is a System Unit; select Desktop for a desktop computer setup when that is how it is tracked.

Technical and identifying details

These details help IT distinguish this item from similar equipment and troubleshoot it later.

Technical Specifications Optional

Enter: useful details such as processor, RAM, storage, screen size, or printer capability. Example: Core i5, 8GB RAM, 512GB SSD. Leave blank if unknown.

Manufacturer Serial Number Optional

Find it: check the manufacturer sticker or system information. This is not the enterprise asset tag. Enter the serial exactly as shown.

MAC Address Optional

Find it: use the physical/network adapter details if available. Wi-Fi and Ethernet may have different MAC addresses; record which one you verified in the notes if needed.

Enterprise Asset ID / Tag *

Auto-generated standard: Auto-updates as you change location and category. You may override it if an existing physical tag is attached.

Status, responsibility and next action

Record today's condition separately from what you recommend IT should do next.

Current Asset Status *

Choose the current state: Assigned = a named staff member/team is responsible; Not Assigned = no current custodian; In Stock = held as spare/store stock; In Use = actively used; Faulty = not working correctly; Retired = withdrawn from service.

Recommended Lifecycle Action *

Choose IT's proposed next step: Retain = keep using; Repair = fix a fault; Upgrade = improve capacity; Redeploy = move to another user/area; Replace = substitute with another device; Retire = take out of service.

Owner / Department Optional

Enter: the staff member, job role, or department that uses or is accountable for the device. For spare equipment, use IT Store. If it is unassigned, leave blank or write Not assigned.

Quick check before adding: Does the location match where you found it? Is the asset tag unique? Have you separated its current status from the recommended future action?

Added records stay in this browser page's current session. Export the workbook before refreshing or closing the page.

Review mailbox ownership and access

Email accounts audit entry

Use this form to understand what each enterprise email address is for, who is accountable for it, and who can administer it.

* Required fields

Data Entry Instructions for Special Mailboxes

1. Multi-Department / Shared Mailboxes

When an email (e.g. info@enterprise.com) is accessed across multiple teams:

Set Account Type to Shared / Multi-Department.
In Assigned Custodian, specify the primary lead team (e.g., Customer Care & Billing Teams).
In Department / Role, list all involved units separated by commas (e.g., Front Desk, Accounting, Operations).

2. Former Staff Mailbox Documentation

When auditing accounts previously owned by departed employees:

Set Account Type to Legacy / Former Staff.
Enter former staff member's name in custodian field (e.g., John Doe (Departed Jan 2026)).
Set Reconciliation Status to Flagged for Disablement or Forwarded to Management.

Security rule: Never enter a password, recovery code, or secret key in this form. Record names or job roles only.

Identify the mailbox

Record the exact address and classify the kind of account it is.

Email Address *

Enter: full address exactly as shown in hosting or cPanel logs. Check spelling carefully.

Account Type *

Select type: Choose Shared / Multi-Department for shared functional mailboxes, or Legacy / Former Staff for departed employees.

Confirm ownership and purpose

Separate the person accountable for the mailbox from the department that needs it.

Assigned Staff Member / Custodian *

Who holds accountability? Name the current active staff, team lead, or list former staff member with departure info if auditing legacy accounts.

Department(s) / Role *

Departments Served: For multi-department mailboxes, list all departments separated by commas.

Record administrative control & legacy status

Who manages the account, and what is its current status?

cPanel / Administrative Access Holder *

Admin Role: Person or role capable of modifying credentials/forwarding rules in admin panel.

Reconciliation Status *

Current Decision: Mark Flagged for Disablement or Archived / Forwarded for legacy staff accounts.

This records the audit finding only. It does not change mailbox permissions or passwords.

Track accessories & supplies

Consumables & Accessories Stock

Manage stock counts for chargers, mice, keyboards, hard drives, cables, adapters, and easily register custom consumable types.

* Required fields

01 Add / Update Stock

Consumables Stock Ledger

Item / Description	Location	Qty In Stock	Threshold	Status	Notes	Actions
No consumable stock items added yet.

Review before exporting

Data preview & export

Review all data sets, remove mistakes, or export entries into a multi-tab formatted Excel workbook.

Export includes three worksheets

The workbook contains Hardware Inventory, Email Audit, and Consumable Stock worksheets with formatted headers, auto-adjusted column widths, and striped data rows.

Already have a spreadsheet?

Import an existing sheet

Choose an Excel (.xlsx, .xls) or CSV file and it is analysed for you: the column headings are found even when the data starts several rows down, titles and notes are skipped, and columns are matched by their headings and by what they contain. Rows with missing information are still imported and highlighted, so you can complete them with Edit in the tables below before exporting. Sheets exported from this tool import straight back in.

Spreadsheet file

Up to 15 MB and 5,000 rows per import. Your file is read in this browser and is not uploaded anywhere.

Faster data entry

Bulk entry — add many rows at once

Copy rows from Excel or CSV and paste them below. Each row becomes a record included in preview and Excel exports.

What are you adding?

Choose one record type at a time. Downloading template uses this selection.

Column order to use

Paste your rows here

Hardware inventory

Current hardware entries

0 records

Branch / Location	Asset Name & Model	Category	Specifications	Serial Number	MAC Address	Asset ID / Tag	Status	Lifecycle Action	Owner / Department	Actions
No hardware items added yet.

Email accounts audit

Current email audit entries

0 records

Email Address	Assigned Staff / Custodian	Department(s) / Role	Account Type	cPanel / Admin Access Holder	Reconciliation Status	Actions
No email accounts added yet.

Clear actions permanently remove entries from this page's current session. Export first if you need to keep a copy.