How can we help?

Creating your account & first sign-in #

Edventory accounts are created one of two ways: your district is set up by an Edventory team member, or you accept an emailed invitation from your technology director. Requesting a new district through the signup form works the same way — we review every request, and when it's approved (usually within one business day) you get an email with a link to set your password.

The dashboard at a glance #

The dashboard is your daily starting point. It surfaces what needs attention so the app is worth opening every morning.

• Fleet summary — device counts by lifecycle stage, with the next end-of-life wave highlighted.
• Ticket metrics — open tickets, opened this week, resolved this week, and average resolution time.
• Needs attention — devices reaching end-of-life within 90 days, overdue loaners, overdue recurring tasks, and licenses renewing soon.

Navigating Edventory #

Everything is reachable from the left sidebar. What you see depends on the permissions your administrator granted you.

The main areas are Dashboard, Devices, Inventory, Loaner Pool, Licenses, Help Desks, Recurring Tasks, Activity Log, AI Forecast, Reports, and Settings. Administrators see all of them; members see only the areas they've been given.

Adding a device manually #

Most districts sync devices automatically (see Google Workspace sync and Data connectors), but you can add any device by hand from Devices → + Add Device.

Device custom fields #

Track the attributes your district cares about (who a device is for, how it was funded) without waiting on a new column.

Under Settings → Device fields (administrators), define your own fields: text, number, dropdown, date, checkbox, and more. Every district starts with two dropdowns you can edit: Assigned user type (Staff, Student, Lab, Network Equipment, Kiosk) and Funding source (Grant, ESSER, Perkins, E-RATE, Department).

Fill in custom fields when you add or edit a device. Dropdown fields also appear as filters in the device table, so you can answer "show me every student device" or "everything bought with ESSER funds" in a click.

Understanding lifecycle stages #

Edventory computes a lifecycle stage for every device automatically, from its age and end-of-life date. You never set the stage by hand.

Importing devices in bulk #

To bring in many devices at once — from a spreadsheet, an MDM export, or another system — use a Data connector rather than adding them one by one.

• From a CSV or spreadsheet — create a File connector and map your columns to Edventory's fields. See File (CSV) import.
• From an MDM on a schedule — create a Pull connector. See Pull connectors.
• From your own scripts — create an API connector and push records. See API push connector.

Printing & scanning asset labels #

From the Devices page, click 🏷 Labels to download a printable PDF of asset labels — 10 per US Letter page, ready to cut (or print on 2×5 label stock) and stick on hardware.

QR self-service problem reports #

Every QR label printed with the default problem-report link doubles as a help desk intake point: a student or teacher scans the sticker, describes what's wrong, and a ticket is filed against that exact device — no app, no sign-in, no asset tag to copy down.

Which help desk receives the reports? By default Edventory routes them automatically — your public help desk if you have one, otherwise your oldest active one. Districts running several desks can pick the exact destination under Settings → District → QR label reports.

Collecting devices back in #

When devices come back — end of the year, a grade rollover, or any handed-back batch — turn on Collection mode right on the Devices page and check them in by scanning. No spreadsheets, no opening each record by hand.

Bulk deprovisioning #

When you retire a batch of Chromebooks, select them on the Devices page and choose Deprovision selected. You can process up to 100 at a time.

Pick a reason — same-model replacement, different-model replacement, retiring the device, or upgrade transfer. If Google Workspace sync is connected and a Deprovisioned OU is set, Edventory moves each device into that OU in Google before deprovisioning (Google locks the OU once a device is deprovisioned).

Before you begin #

Connecting Google Workspace lets Edventory import your Chromebooks — enrollment, organizational unit, AUE dates, last check-in — and read your Workspace/Chrome license seat counts. Setup is a one-time job for a Google super administrator.

You'll need:

• Super administrator access to your Google Admin console (admin.google.com).
• Access to the Google Cloud Console (console.cloud.google.com) to create a service account.
• About 15 minutes. You only do this once.

Step 1 — Create a Google Cloud project & enable the APIs #

Step 2 — Create a service account & JSON key #

A service account is a non-human identity that Edventory uses to talk to Google on your behalf.

Step 3 — Grant domain-wide delegation #

This authorizes your service account to read device and license data across your domain, using only the specific scopes below.

Step 4 — Connect in Edventory #

Now bring it together in Settings → Google Workspace.

Click Run sync now to pull your fleet immediately. After the first connection, Edventory re-syncs automatically every night.

What gets synced, and why these permissions? #

Edventory requests the narrowest set of scopes that make the feature work — nothing more.

Choosing a connector type #

Connectors live under Settings → Data Connectors. There are three kinds, depending on how your data arrives.

File (CSV) import with field mapping #

Upload a spreadsheet and tell Edventory which of your columns maps to which field. The mapping is saved, so repeat imports from the same source are one click.

Pull connectors (Securly MDM) #

A pull connector signs in to your MDM and fetches devices on a schedule you choose — no manual exports.

API push connector #

For custom integrations, an API connector gives you a key your own systems use to push device records into Edventory.

The Edventory Agent for unmanaged Windows PCs #

Windows machines that live outside Active Directory and any MDM (front-office PCs, shop computers, donated laptops) can inventory themselves with the Edventory Agent: a small installable client that reports hardware facts at every boot and once a day.

Importing from Jamf (Apple devices) #

Jamf School and Jamf Pro can export your Apple fleet as CSV. Upload that file to a File connector and map the columns.

Importing from Mosyle (Apple devices) #

Mosyle Business and Mosyle Fuse can export device lists as CSV. Upload that file to a File connector.

Custom connector (we build it for you) #

Need a live API connector for an MDM we don't support yet? We'll build one for a flat $1,000 fee.

When you create a new connector and choose Custom integration, you tell us which system and we take it from there:

• You provide test credentials so we can build and test against your real environment
• We build a native pull connector — automatic scheduled sync, no manual exports
• One-time fee, no recurring charges

Import field reference #

These are the device fields any connector can populate. Only the match key is strictly required; everything else is optional.

Creating a help desk #

Every district starts with a Technology help desk. Add more — Facilities, HR, Transportation — each with its own form, statuses, and inbox.

Custom fields #

Add fields to a help desk's form so every request captures what your team needs to act — a room number, a building, an asset tag.

Statuses & the board #

Each help desk has its own status board. Rename, recolor, reorder, add, or remove statuses to match how your team works.

Mark a status as Closed to tell Edventory a ticket in that status is done — closed tickets drop out of your open-ticket counts and (optionally) trigger a notification to the submitter.

When you move a ticket into a closed status, Edventory gently prompts you to add a closing note (and focuses the reply box). It's a nudge for the record, not a requirement — the status still changes either way.

Canned responses #

Save the replies your team types over and over (password reset steps, "we've ordered the part," closing notes) and drop them into any ticket in one click.

Open a help desk, expand its settings, and add canned responses under Canned responses (a title and the reply text). They're scoped to that help desk. When you're working a ticket, pick one from the Canned response dropdown in the reply box and it fills the reply for you to send or edit.

Need to tweak a saved reply? Click Edit next to it, change the title or body, and save — no need to delete and recreate it.

Filing a ticket for someone else #

When someone calls or walks up, file the ticket on their behalf so the record shows who actually has the problem.

In + New ticket, fill in On behalf of (name) and their email. That person becomes the ticket's submitter (they get the status and reply emails), while you're recorded as "Logged by" on the ticket. Leave the fields blank and the ticket is simply attributed to you.

Attaching a device & logging parts #

Tie a ticket to the device it's about, and record the parts you used to fix it.

Merging duplicate tickets #

When the same issue comes in twice (someone emails and then files the web form, or two people report one broken cart), fold the duplicate into a single ticket instead of working both.

Filtering & searching tickets #

Inside a help desk, narrow the board or list to exactly what you're looking for.

• Filter bar: dropdowns for status, assignee, and priority narrow both the board and list views; Clear filters resets them.
• Search: the search box in the top bar filters the open help desk's tickets by title, submitter, location, or assignee as you type.

Archiving & restoring a help desk #

Deleting a help desk is reversible: it's archived, not destroyed, and every ticket is preserved.

Deleting from a help desk's settings sets it aside (its tickets are kept). To bring one back, use View archived on the Help desks grid and click Restore. (Archiving and restoring are administrator actions.)

Public web submission form #

Turn on Allow public web submissions and a help desk gets a shareable link anyone can use to file a request — no account required.

• Post the link on your staff intranet, a poster QR code, or a help page.
• Submitters enter their email and are notified by email as the team replies or changes status.
• A district landing page lists all of your public help desks in one place.

Inbound email (turn emails into tickets) #

Each help desk can accept tickets by email. Replies thread back onto the original ticket automatically.

New-ticket notifications #

Open a helpdesk, expand its settings, and add addresses under New-ticket notifications — those people get an email the moment a ticket arrives, whatever the source: the web, the public form, inbound email, or a scanned QR label.

The notification carries the title, description, submitter, and device, and its Reply-To is the submitter — a tech can answer right from the inbox. You won't be emailed about tickets you file yourself, and assignees additionally get an "assigned to you" email when a ticket lands on them.

Setting up locations & items #

Open Events → Configure (administrators only) to define what people can request. New districts start with a sensible set — gym, cafeteria, auditorium, library, conference room, plus tables, chairs, a podium, a PA system, a projector, and trash bins — that you can rename, hide, or replace.

Submitting & approving a request #

From Events → + New request, staff pick a location, the date and time, expected attendance, and check off the items they need. Requests land as Pending for a coordinator to review.

Open any request to see the details, then Approve or Deny with an optional note to the requester. If another request already overlaps that location and time, Edventory shows an overlap warning on the request — it never blocks you, so you stay in control of double-bookings (a setup-and-teardown overlap is sometimes exactly what you want).

Drawing a room layout #

Every request includes an optional room layout — a drag-to-draw grid for sketching exactly how the space should be set up.

Pick a tool — chair, round table, or rectangular table — then click or drag across the grid to place them; the eraser removes a cell and Clear all starts over. The finished diagram is saved with the request and shown to whoever reviews it, so your setup crew sees the arrangement at a glance instead of decoding a paragraph of instructions.

The public request link #

To let PTAs, booster clubs, and community groups request space without an account, turn on the public link under Events → Configure and share the URL it gives you.

The public form shows your district name and the same locations and items as the staff form, and submissions arrive in your Pending queue marked Public link so you can tell them apart. The form is protected by rate limiting and a spam honeypot, and it's off until you enable it.

Checking a visitor in #

Open Visitors → Check In and fill in the visitor's name, who they're visiting, and their purpose. When you've seen their ID, tick ID verified and choose the document type — the record stores that a check was done, not the ID number itself.

Checking a visitor out #

Every active visitor in the Currently checked in panel has a Check Out button. Clicking it timestamps the departure and moves the record to the log — you'll see the visit duration automatically.

Visitors who were never checked out (end-of-day orphans) still appear in the log with no checkout time. You can export the full log to CSV at any time from Visitors → Log → Export CSV.

Searching and exporting the log #

Switch to the Log tab to search all past visits. Type in the search box to filter by visitor name, host, or company. Use the date picker to see all visits on or after a specific date.

Hit Export CSV to download the current filtered view with visit times, durations, ID verification status, and purpose for every row. Administrators can also delete individual records from the log.

Inviting a team member #

From Settings → Team → + Invite, enter an email and choose what the person can access. They get an email link to set up their account. If it lands in spam or goes stale, hit Resend next to the pending invite — same link, fresh 72-hour expiry.

Roles & granular permissions #

There are two levels of access.

For help desks, you can grant access to all help desks or pick specific ones — so a Facilities lead sees only the Facilities queue. Members can also be scoped to a single school or building.

Every member can always reach Settings → Account to manage their own password, two-factor, and theme.

Resetting a member's password or two-factor #

When a staff member is locked out, an administrator can help from the Team panel — no need to contact support.

• Reset password — sends the member a secure link to choose a new password. The link expires in one hour. You never see or set their password yourself.
• Reset 2FA — clears two-factor on a member who lost their authenticator and backup codes, letting them sign in with their password and set it up again. This button only appears for members who currently have 2FA on.

Checking a device out & back in #

From Loaner Pool → + Check Out, look up the device and record who has it and when it's due.

When the device returns, check it back in and note its condition. Returned loaners stay in the history for the record.

Back-dating dates & fixing a loan #

Logging a checkout that already happened, or correcting a mistake after the fact? You don't have to return and re-check-out.

• Checkout date: set it to a past date when you're recording a loan after the fact (it defaults to today). A future date isn't allowed.
• Return date: when checking a device back in, you can back-date the return. It can't be in the future or before the checkout date.
• Edit a loan: click Edit on an active loan to correct the borrower, due date, checkout date, condition, or notes in place.

Adding & tracking licenses #

Record software renewals, firewall subscriptions, and seat-based licenses so nothing lapses unexpectedly. Add them under Licenses → + Add License, or let Google Workspace sync import your Google seat counts automatically.

Open a license to edit it and you'll find a Seat roster: add the people who hold a seat, either by searching your team or typing a name and email. For licenses you track by hand, the assigned-seat count follows the roster automatically; Google-synced licenses keep the seat count from the directory.

The seat fields stay editable on every license type (including subscriptions), and a value of 0 is kept as 0, so your seat counts won't silently disappear when you reopen a license to edit it.

Tracking supplies & parts #

Inventory is for the countable items that aren't tracked individually — cables, chargers, hubs, repair parts. Add items under Inventory → + Add Item.

Editing items & the history view #

Inventory rows are fully editable, and every change to an item's count is recorded.

• Edit: click Edit on a row to change any field (name, category, location, cost, quantity). Quick adjust is still there for a fast count change.
• History: click History on a row to see a timeline of that item, with manual quantity adjustments and parts consumed against tickets, newest first.

Setting up recurring tasks #

Capture the routine maintenance your team should do on a cadence. Overdue and due-this-week tasks surface on the dashboard. Add them under Recurring Tasks → + New task.

Marking done, history & filters #

As tasks come due, mark them done and keep a record of who did what.

• Mark done advances the task to its next occurrence and records the completion (who and when).
• The Active / Completed toggle switches between upcoming tasks and the history of past completions.
• The assignee filter narrows the active list to one person's tasks.

How the forecast works #

The Budget Forecast computes a five-year replacement plan directly from your fleet data: every device is scheduled into the school year its AUE/EOL date falls in (or purchase date plus your lifecycle policy when no AUE is set), and priced from its recorded cost, your per-model overrides, or your district's defaults — with inflation compounded per year.

The math is deterministic — the same data always produces the same numbers, and every figure traces back to real devices. The view shows your past-due backlog ("due now"), per-year replacement costs with growth, loss, repair, and software lines, plus a level-loaded alternative that smooths spending into even annual amounts.

Reports #

The Reports area summarizes ticket volume and resolution time, device lifecycle counts, and loaner activity, with a 14-day ticket trend. Use ↓ Export CSV to pull the figures into a spreadsheet for board packets.

Reports also includes a Parts used & repair spend table: pick a date range (it defaults to the current budget year, July 1 to June 30) to see how many of each part you consumed, across how many tickets, and what it cost. It has its own CSV export and answers questions like "how many Chromebook screens did we replace this year?"

A Tickets by help desk table breaks down open, resolved, and total ticket counts for each active help desk, so you can see where the volume is going.

The Report builder tab goes further: pick a data source, then drag fields into the columns tray — drag to reorder them (the tray order is the report's column order), click ✕ to remove, and add filters or a group-by summary. Run it, chart it, export CSV or PDF, save it for reuse, or schedule it to email itself.

One-click board report #

Click 🏛 Board report on the Reports page to open a print-ready summary built for a school-board packet: fleet size and value, devices by school and lifecycle stage, this year's purchases and repair spend, upcoming end-of-life counts, and helpdesk highlights — all in plain language with the math done for you.

It opens in a new tab styled for paper. Hit Print (or save as PDF from the print dialog) and drop it into the agenda — no screenshots, no spreadsheet surgery. School-scoped staff get a building-level version automatically.

Activity log #

The Activity Log records who did what and when — created, updated, and deleted records across the app — so you have an audit trail. It exports to CSV.

Branding & identity #

Under Settings → District, set how your organization appears throughout the app.

Replacement cost & lifecycle defaults #

These settings feed the AI forecast. Good defaults make for a trustworthy budget projection.

Changing your password #

Go to Settings → Account → Password → Change. Enter your current password, then a new one of at least 12 characters.

If you've forgotten your password, use the Forgot password? link on the sign-in screen — you'll get a one-hour reset link by email. Administrators can also send you a reset link from the Team panel.

Setting up two-factor authentication #

Two-factor (2FA) adds a one-time code at sign-in, so a stolen password isn't enough to get in. We strongly recommend it for every administrator. Turn it on at Settings → Account → Security.

Worried a session is open on a machine you no longer control? Settings → Account → Security → Sign out everywhere ends every session except the one you're using. Changing or resetting your password does the same automatically.

Choosing a theme #

Pick a color theme under Settings → Account → Appearance. Every theme meets WCAG AA contrast.

Options range from light (Cloud, Slate, Chalk, Sage) to dark (Ink, Midnight). Vision is tuned for color-blind accessibility, and Contrast is a WCAG AAA high-contrast theme that reads well on projectors and whiteboards.

Plans #

Plans are priced annually by district size, set by whichever is higher — your device count or your student enrollment. Every feature is included on every plan; nothing is gated behind a higher tier. See current limits and prices on the pricing page; manage your plan under Settings → Billing.

Paying by card #

Choose a plan under Settings → Billing → Change plan and check out securely by card. Card plans renew automatically each year, and your renewal date updates on its own.

Use Manage card & invoices to update your card, download invoices, or cancel. Card details are handled entirely by our payment processor — Edventory never sees or stores your card number.

Paying by purchase order #

Most districts pay by PO. Add your purchase order number and billing email under Settings → Billing → Billing contact, and we invoice annually before your renewal date.

Renewal reminders go to your billing email 60, 30, and 15 days before renewal. Leave the billing email blank to use the technology director's address.

District snapshots & automatic backups #

A snapshot is a complete export of your district — devices, tickets, inventory, loaners, team, and more — as a downloadable JSON file. Take one before a big change or to keep an off-site copy. Find them under Settings → Data & Backups.

• Take snapshot — generate one on demand and download it.
• Automatic nightly backups — Edventory snapshots your district every night and keeps the 14 most recent automatically.
• Manual snapshots are kept until you delete them.

Signing in with SSO #

If your district has single sign-on enabled, the sign-in screen shows a "Sign in with…" button for your provider — Google or GitHub. Click it and authenticate the way you normally do.

How Edventory protects your data #

• Your data is isolated. Every record is scoped to your district. One district can never see another's data.
• Sensitive credentials are encrypted. Connector tokens and service-account keys you provide are encrypted at rest.
• Strong sign-in. Passwords are securely hashed, optional two-factor is available to everyone, and repeated failed sign-ins are rate-limited.
• Least-privilege Google access. The Google integration requests only Chrome device and license scopes — never user email or files.
• You can export any time. Snapshots let you keep your own off-site copy of everything.