A free CSV that opens in Google Sheets or Excel, with the columns a district actually needs: serial, asset tag, model, purchase date, AUE, cost, status, who has it, and which school. The same columns import into Edventory in one step when the spreadsheet stops being enough.
| Column | Use it for | Example |
|---|---|---|
serial_number | Manufacturer serial. The key that matches Google Admin and your MDM; never leave it blank. | NXHQEAA0012345678 |
asset_tag | Your district asset tag or barcode. | DSD-1042 |
make | Manufacturer. | Acer |
model | Model as Google Admin reports it. | Chromebook 314 |
device_type | Chromebook, Laptop, Tablet, Desktop, Hotspot, Other. | Chromebook |
os | ChromeOS, Windows, macOS, iPadOS. | ChromeOS |
purchased_date | YYYY-MM-DD. The date you bought it, not the release date. | 2023-07-15 |
warranty_expiry | YYYY-MM-DD, if any. | 2026-07-15 |
eol_date | AUE for Chromebooks (from Google Admin), or your planned end of life. | 2031-06-30 |
cost | Unit cost in dollars, no symbol. Feeds replacement budgets. | 289.00 |
status | active, repair, retired, loaner, lost, or deprovisioned. | active |
assigned_label | Who or where: a student, staff member, cart, or room. | Grade 5 cart B |
school_name | The building, spelled the same way every time. | Washington Elementary |
notes | Anything else: damage history, funding source, PO number. | ESSER cohort, PO 2023-118 |
One row per serial number, always. Asset tags get re-stickered and names get retyped; the serial is the only thing that never changes. If you have two rows with the same serial, one of them is wrong.
Write the purchase date, not the model year. The forecast for a device is its age plus its AUE; a purchase date that is really the release date ages the fleet and asks for replacement money early.
Update status the day it changes. A device that went to repair in October and is still "active" in March is how loaners disappear. If updating the sheet is the step everyone skips, that is the sign to move to a tool where the status changes when the ticket does.
They are the fields Edventory’s file connector imports, so the spreadsheet you start with today is the file you import when you outgrow it. Serial number is the key; everything else is optional.
Download the CSV, then in Google Sheets choose File → Import → Upload, and pick "Replace spreadsheet". Freeze the header row and you are set. It opens directly in Excel and Numbers.
Export the device list from Google Admin (Devices → Chrome → Devices → Export). It includes autoUpdateExpiration for every Chromebook; paste it into eol_date. Or upload that export to the free Chromebook AUE report to see them grouped by school year.
Purchase date is when your district bought the device and drives its age. eol_date is when it stops being supported (AUE for Chromebooks). Keep them separate; a 2021 model bought in 2024 is three years newer than its release date suggests.
Usually the first time two people edit it at once, or the first time a board member asks how many devices expire next year and you cannot answer in five minutes. Edventory is free for up to 100 devices and 100 students and imports this exact file.
Import this exact file through a file connector, or sync straight from Google Workspace, and get lifecycle stages, AUE tracking, a help desk, loaners, and a budget forecast on top. Free for up to 100 devices and 100 students.
Start free Try the AUE report