Digital inventory and school-asset management
Effective asset management in an educational institution needs more than a spreadsheet list. UnhostCampus offers a full API for the equipment lifecycle — from purchase through active use to environmentally sound disposal.
Evidence
Item lifecycle
Identifikace
QR codes and RFID tags
Hierarchie
Building, floor, room
Kompatibilita
REST API endpointy
Central equipment register with rich metadata
We create a detailed digital record for every school-asset item — furniture, lab instruments and full IT infrastructure. Each inventory number can store technical parameters, scanned invoices, warranty sheets, manuals and photos of current condition.
That central approach puts important information a few clicks away. During inspections, insurance events or founder reviews, the school’s asset officer has complete documentation without searching paper archives or dozens of mail folders.
Each record’s data structure supports custom fields for asset categories. IT kit can hold serial numbers and licence keys, teaching aids a category and subject, furniture material and depreciation group.
Technical parameters
Batch, purchase date, supplier
Dokumenty
Invoices, warranty sheets, manuals
Visual record
Condition photos over time
Custom fields
Configurable metadata
Automating inventory processes
Traditional annual inventories are a time sink of paperwork and hand counting. With UnhostCampus and QR codes or RFID tags the process is a few hours of scanning items on a mobile device.
Scanning identifiers
Items with a QR code or RFID tag are read on a mobile device. Walk the rooms and scan equipment in range — the system records GPS position and read time.
Automatic comparison
The system compares the scanned state with the database and immediately flags missing items or equipment found in the wrong room. Differences are visualised and numbered.
Recording the inventory result
The inventory result is stored as an audit record with a timestamp and the responsible person’s signature. The finished protocol is a basis for the founder and the tax office.
Tracking asset history and maintenance
Long life of school equipment depends on regular service and timely repairs, which the system helps plan. Each device keeps a chronological history of repairs, inspections and routine maintenance.
The API can connect external service firms so they record completed work and post-repair condition directly. The school then sees the cost of each equipment category and can forecast future replacement investment.
Chronological record
Every repair, inspection and part replacement is recorded with date, technician and price.
Integration with external service
Service technicians write completed work through the REST API straight into the school system.
Planning fund renewal
From failure rate and age the system predicts the best moment to replace an item.
Responsibility and loans
One of the hardest jobs is tracking equipment that moves between offices, classrooms or home loans to students. UnhostCampus implements a responsible-person module where every location or holder change is digitally signed and timestamped.
Digital signature
Every holder change is confirmed by a digital signature of both the receiving and handing-over person, with a timestamp.
Timestamp
The system records the exact moment responsibility transfers, which enables later traceability.
Loans to students
A checkout system for temporary loans of laptops, cameras or sports kit with a bound return date.
Transparency and personal responsibility
This approach raises transparency of asset movement and personal responsibility of staff and pupils. The school knows exactly who had which device at a given time — which leads to more careful use and lower replacement cost for damaged items.
Financial depreciation and asset value
The platform automatically calculates accounting and tax depreciation under current law, giving the finance team accurate books. School leadership then has a current residual value of assets.
That supports stronger arguments for grants or budget increases to renew equipment. The system supports different depreciation groups and flexible parameters for a given organisation.
Depreciation calculation
Automatic monthly and annual depreciation — accounting and tax — in line with current law.
Residual value
A live view of residual value by category and for the whole fund.
Depreciation groups
Flexible depreciation groups and parameters for different organisation types.
Podklady pro dotace
Data outputs for grant applications and budget planning of renewal.
Geolocation and building management
Assets are arranged by building, floor and room, which eases logistics and space planning. During a move or reconstruction you can bulk-change the location of dozens of items; related metadata updates automatically.
Budova
Main building, pavilion B, gym
Patro
Ground floor, 1st floor, 2nd floor
Room
Classroom 204, office F-3, staff room
Optimising purchases from data
From utilisation and failure analysis the school can make better decisions in future tenders. If UnhostCampus data shows a given interactive-whiteboard model needs frequent repairs, the next purchase can favour a more reliable brand.
That data-driven purchasing saves public money and steers investment toward the best price-to-performance technology. The system generates performance reports by asset category and by specific model.
Disposal and write-off
The end of an item’s life is as important as its purchase. The system includes a workflow for approving a write-off protocol: condition assessment, environmentally sound disposal, and a final write-off from the asset register in line with the law.
The whole path is documented for later checks by the founder or the tax office, so operations are fully evidential — from purchase through use to disposal.
Replace spreadsheets with a secure database
UnhostCampus is a database-software provider, not a bank. Our API replaces outdated spreadsheets with a secure database environment for credits, identity cards and asset records. Operated by Základní škola Unhošť.
Provozovatel
Základní škola Unhošť
Kontakt
support@unhostcampus.com / martin.macek.zak@zsunhost.cz
Mon–Fri: 8:00–17:00
Adresa
nám. T. G. Masaryka 58
Unhošť, 273 51