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Join Free live webinar, 15 Sept: Learn how CRM-powered rental operations improve lead conversion, customer retention, and forecasting - Reserve your seat. Join Free live webinar, 15 Sept: Learn how CRM-powered rental operations improve lead conversion, customer retention, and forecasting - Reserve your seat. Join Free live webinar, 15 Sept: Learn how CRM-powered rental operations improve lead conversion, customer retention, and forecasting - Reserve your seat.

Best Inventory Management Software for Schools and Educational Institutes

Simple rental management software for classroom tools, student equipment, and shared campus resources 

  • Track equipment status in real time
  • One reservation for multiple items
  • Schedule maintenance by time or usage
  • Quick barcode/QR check-in & check-out
  • Built for high-volume student and faculty requests
Students and staff using PREXA365 asset management software for schools

Why schools and colleges need an asset management system

Managing school and college rentals isn’t just about tracking items – it’s about ensuring the right resources are available when students and teachers need them. From IT labs to libraries, every piece of equipment must be accounted for and ready.

  • High demand across departments and student groups
  • Last-minute requests with little time for manual logging
  • Missing or damaged items due to lack of condition tracking
  • Paper-based logs leading to billing and accountability gaps
  • Overlaps in bookings during peak exam or event seasons
School IT staff scanning a student laptop into an education asset tracking software system
Real-time asset tracking dashboard showing device status across multiple school campuses

Everything your campus can track in one inventory system for schools

  • Unified Booking, Faster Turnaround:
    Reserve multiple items under one request and track every checkout with accuracy.
  • Live Item Control:
    Instantly see which laptops, cameras, or lab kits are On Rent, Available, Reserved, or In Service.
  • Maintenance by Time or Usage:
    Keep condition logs and auto-schedule inspections for repeat use.
  • Digital Inspections:
    Record item condition before and after every rental for accountability.
  • Custom Periods & Rules:
    Set rentals by day, week, or semester with automated reminders.
  • Barcode/QR Scanning:
    Quick check-in and check-out for busy labs and libraries.
  • Automated Messaging:
  • Return school rental assets with automated alerts for timely reminders

Our rental management system replaces paper logs and manual tracking with one connected system for all school and college rentals.

Features of our school asset tracking software

School & College asset tracking icon

Real-Time Rental Asset Tracking

Know where every rental laptop, lab kit, or projector is, and who has it.

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Simple Asset Management

Manage classroom or lab deliveries and prevent overlaps.

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Automate Service Scheduling

Schedule inspections and maintenance for frequently used equipment.

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Digital Agreements & Logs

Record student/staff checkouts and returns electronically.

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Flexible Rental Rules

Support daily, weekly, or term-based rentals with ease.

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Usage & Insights Dashboards

Track utilization, overdue returns, and demand trends.

Education asset management software that fits your existing systems

PREXA365 sits alongside your student information system and finance platform rather than replacing them. Import your existing inventory from a spreadsheet, export audit-ready reports in the format your finance office expects, and connect the tools you already run. 

  • Accounting: QuickBooks Online, Xero, Sage, Microsoft Dynamics Business Central, Workday 
  • Reporting: Power BI 
  • Notifications: WhatsApp, Twilio, email 
  • Hardware: barcode and QR scanning 
  • Agreements: DocuSign e-signature for equipment loan forms 

Teams outside North America are supported from our UK, Dubai and India offices alongside our Canadian head office. 

Barcode check-out of AV equipment using school asset tracking software

Get Started with Smart Education Rentals

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15 Sept 2026
12:00 - 12:45 PM EST

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From Rentals to Relationships: Why CRM Matters in Equipment Rental

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