Asset Management in Higher Education: Tools, Strategies, and Software

Asset management in higher education is evolving from basic inventory tracking into a coordinated system that unites physical devices, cloud infrastructure, and SaaS tools.

As hybrid learning expands and IT networks grow, controlling costs, protecting data, and optimising operations have become increasingly critical. This guide explores strategies for transforming campus asset management in 2026 and beyond.

TL;DR

• Universities now manage thousands of devices and more than 170 SaaS platforms per institution, yet only 25% use structured systems for university asset tracking, creating significant gaps in visibility and control.
• Treating digital and physical assets separately leads to duplication of software licenses and device records, resulting in data loss and higher administrative costs.
• Unified asset management integrates smart lockers, SaaS tracking, and analytics for real-time supervision, stronger budgeting, and more efficient service delivery.
• PC Locs smart charging lockers cut device management time by 80%, automating device check-ins, repairs, loans and charging through identity and ticketing integrations.

Why asset management is crucial for universities

Universities manage an increasingly complex mix of hardware and software. On average, institutions run more than 170 SaaS applications and maintain thousands of physical devices for students, academic staff, and administrative staff.

With over 76% of students using laptops as their primary academic devices, the availability, uptime, and security of these devices have become crucial to learning success. Yet in most institutions, asset management is fragmented, reactive and inefficient.

Key challenges span both digital and physical environments:

• Only 25% of institutions have a structured software asset management program (SAM), leaving many without a clear view of usage, access or renewal cycles.
• IT teams lack tools to monitor the physical location, condition, or assigned ownership of shared devices such as tablets, laptops, and lab equipment.
• Approximately 10% of laptops are lost or stolen, with nearly 50% of incidents occurring in offices or classrooms. Approximately 98% of stolen devices are never recovered.
  
• Redundant licenses, idle accounts, unmanaged integrations, and rising security risks continue to inflate costs and strain IT resources.

The two sides of asset management in higher education

Most universities approach asset management through two distinct channels: physical-asset management and digital asset management. 

Physical-asset management in higher education

Physical-asset management refers to the management of tangible assets, including laptops, tablets, lab equipment, and audiovisual systems. In most universities, this process is still manual or loosely structured.

IT teams typically use asset tags, basic inventory software, or spreadsheets to track devices, but often lack real-time location data, user history, or status updates. When a device is lost, stolen, or sits unused, the institution typically finds out too late — if at all. 

Higher education digital asset management

Digital asset management spans cloud applications, software licenses, and user permissions. Departments often purchase and manage tools independently. This typically results in duplicated subscriptions, uneven renewal timelines, and unclear ownership — a persistent problem in SaaS management for education.

“In higher education institutions where separate colleges, schools, departments, or programs might be siloed from others, there may be similar or duplicate software programs installed on devices, which can cost the institution twice as much.” — Edtech Magazine.

License usage is often unchecked, and access remains active long after students or staff depart. These gaps raise costs and expose institutions to higher security risk, with data breaches in education now averaging more than $3.8 million.

Prevalence of software asset management (SAM) tools in higher education

Source: EDUCAUSE QuickPoll Results

Why do these systems not work separately?

When handled separately, these systems fail to deliver a complete view of usage or compliance. A laptop may appear to be active in inventory yet run outdated or unlicensed software, or a paid license may still be assigned to a lost or idle device.

Such mismatches result in wasted spending, incomplete audits, and rising administrative costs, making it harder for universities to track performance and accountability in their technology investments.

Integrating digital and physical-asset management — the future model

Universities are increasingly aiming to unify physical and digital asset management within a single, connected system. This transition aligns with broader future trends in education. It reflects growing recognition that devices and software function as two interdependent parts of one ecosystem — each essential for security, reliability, and consistent access.

To close this gap, many institutions are turning to smart locker systems, such as PC Locs’s smart charging lockers. These systems integrate hardware supervision with digital automation, providing both visibility and control within a single environment.

Smart locker solutions offer tangible benefits for unified asset management:

• They automate device check-ins and check-outs to maintain precise records of who uses each device, when, and for how long.
• They simplify loaner workflows by allowing IT teams to assign and monitor temporary devices through built-in automation, minimising repetitive tasks.
• They provide students and academic staff with self-service access to retrieve, charge, or return devices securely without waiting for IT assistance.
• They combine digital management tools such as usage logs, access permissions, and real-time notifications, allowing administrators to track assets and activity from a single dashboard.
• They integrate seamlessly with broader IT ecosystems, including asset tracking systems, SSO identity providers, and IT ticketing platforms, to create a unified management environment.

PC Locs customers report spending 80% less time on device management after adopting smart charging lockers, saving thousands of dollars annually and strengthening accountability, device uptime, and service quality across campus.

Best tools for physical and digital asset management for higher education: 2026 edition

The asset management industry for higher education provides diverse solutions that help institutions improve accountability, automate routine tasks, and maintain a unified, transparent view of their assets.

Smart charging and campus device management tools — PC Locs smart charging lockers

PC Locs delivers a comprehensive hybrid solution for managing physical devices through automation and integration with digital systems:

• FUYL Kiosks allow user access through SSO, barcode, QR code, or username and password.
• The FUYL Portal gives IT administrators full control over users and workflows.
• Automated alerts notify staff of overdue returns, repair requirements, or low inventory.
• Intelligent rules allocate devices based on charge level and real-time availability with integrations across Microsoft Azure SSO, Freshservice, and asset tracking systems.

Asset management software for higher education — InvGate, Jamf, and ManageEngine

InvGate and ManageEngine specialise in organising and optimising software licenses, cloud applications, and user access across departments, while Jamf focuses on managing and securing Apple devices within campus environments.

Digital asset management in higher education allows universities to maintain compliance, control costs, and gain visibility across their software ecosystems, as shown by these leading platforms:

• InvGate delivers SaaS visibility and cost optimisation by centralising software and license data,  including contracts, renewals, and usage insights. This enables IT teams to identify redundant tools and reduce overall software spend.
  
  
• ManageEngine supports software compliance and IT asset lifecycle management by tracking software installations, monitoring license entitlements against usage, and generating compliance and usage reports that support audits and budgeting.
  
  
• Jamf supports centralised management of Apple devices, enabling IT teams to deploy applications, apply security controls, and monitor activity across macOS and iOS systems from one unified interface.

“It’s the ability to track all of your inventory — your device and software inventory — in one place, so that you can easily look at what is and isn’t being used, easily update things, and make sure they are compliant.” — Mat Pullen, senior product marketing manager for education at Jamf, in an interview for EdTech Magazine.

Best fit: Ideal for bringing transparency across large decentralised software portfolios, improving budgeting accuracy and compliance in teaching, research, and administration.

IoT asset management in universities — RFID and beacon-based solutions

IoT-driven tracking platforms provide universities with real-time visibility into the location and condition of valuable equipment and shared devices. These systems combine automation and analytics to enhance security and resource utilisation. Here is how:

• RFID tags and Bluetooth beacons monitor high-value assets across classrooms and laboratories.
• Real-time data reduces theft or loss through alerts triggered when assets exit approved zones.
• Dashboards display asset locations and usage trends to support operational planning and decision-making.
• Historical insights facilitate maintenance scheduling and budget forecasting, simplifying asset lifecycle management across devices and departments.

Best fit: Ideal for managing mobile, high-value, or frequently shared physical equipment and one-to-one technology in schools and universities.

Integration platforms — Azure AD, Freshservice, and middleware connectors

Integration platforms connect physical device systems with digital tools to create a unified management environment for IT and operations. They maintain consistent data flow and secure access across the institution:

• Azure AD (Microsoft Entra ID) enables secure, role-based authentication and single sign-on (SSO) across users, devices, and applications, simplifying identity management and access control.
  
  
• Freshservice automates IT workflows by connecting asset data and smart locker activity with service tickets, enabling faster device requests and issue resolution from one platform.
  
  
• Middleware connectors link smart lockers, SaaS platforms, and ticketing tools to synchronise data, automate workflows, and centralise reporting in real time.

Best fit: Best for IT operations leaders who want to unify the physical and software aspects of device lifecycle management in schools and colleges and achieve end-to-end visibility of assets.

Best practice for managing campus assets in 2025–2026

Below are actionable strategies campus IT leaders can apply to improve control, reduce manual effort, and strengthen accountability across physical and digital environments:

1. Connect smart lockers with your identity platform (e.g., Azure AD) and software license management tools to manage device and software access from one place. This reduces manual approvals, improves audibility, and supports higher education change management.
   
   
2. Link locker activity and repair data with IT service management (ITSM) platforms such as Freshservice or ManageEngine to generate real-time usage and maintenance reports that guide staffing, spares, and repair prioritisation.
   
   
3. Automate device loans, replacements, and repairs through lockers connected to your ticketing system, giving students and staff 24/7 self-service access and live status updates on each device.
   
   
4. Optional: Combine locker utilisation analytics with license and procurement data in your reporting or BI tools to identify underused devices, anticipate renewals, and align future spending with actual usage across the institution.

Additional reading: Explore strategies that educational institutions use for managing change in schools to improve technology adoption and long-term digital resilience.

Final thoughts

• The best practice for digital asset management in higher education is to connect it directly with physical device management.
• When both are managed as a single ecosystem, IT teams gain the visibility and control needed to support daily operations and guide long-term technology strategy.
• Real-time access control and self-service checkouts enable predictable device availability for students and academic staff.
• Shared reporting dashboards allow IT, procurement, and operations teams to align budgets and make informed lifecycle decisions across campuses.
• Smart locker technology demonstrates how physical management can merge seamlessly with digital systems to form a single, reliable source of truth for institutional assets.

Explore PC Locs's smart charging and device management solutions for higher education to discover how your university can simplify, secure, and automate every stage of the asset lifecycle.