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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.

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.

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.

Scanning barcodes & QR codes #

From the Devices page, click ⊞ Scan to look up a device with your device's camera — handy on a phone or tablet while walking the building.

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.

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.

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.

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.

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.

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.

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.

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.

Running a forecast #

The AI forecast reviews your fleet — ages, AUE dates, costs, and attrition rates — and produces a multi-year replacement plan with budget figures you can take to a board meeting.

It returns an urgency index, capital budget by school year, a model-by-model replacement roadmap with justifications, a list of inactive devices worth reviewing, and a software-renewal schedule. Save forecasts to compare over time, and export them as CSV or PDF.

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.

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.

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 fleet size. 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, Microsoft, 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.