IT Asset Management System Web App

The IT Asset Management System Web App is a self-hosted Google Apps Script application that runs your whole IT estate from one browser tab: 25 screens, 7 user roles built from 44 permissions, 29 ready-made reports and a 30-table Google Sheets database that setup builds for you. The demo ships with 729 assets, 1,100 helpdesk tickets and 46 software licences for a fictional 130-person company, so every screen has something to show on day one.

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IT Asset Management System Web App — Login Screen

🔑 Key Features of the IT Asset Management System Web App

🔹 One asset register for the whole estate. Every laptop, monitor, access point and phone is stored with its tag, serial number, category, status, holder, location, purchase cost, book value and warranty date. Filters by status, category, location and condition find any device in seconds.

🔹 Check-out and check-in with custody history. The Assignments screen records who took what, when it is due back and in what condition it was returned. Overdue loans are flagged in red; the demo shows 1,023 movements with 32 past their due date.

🔹 Software licences against installed seats. Each title shows seats entitled, seats installed, the variance and a Compliant or Over-deployed position, plus expiry and spend. The demo tracks 46 licences, 1,388 entitled seats and 988 installs.

🔹 Warranty, AMC, contract and subscription watch lists. The dashboard counts warranties ending in 90 days, contracts to renew, subscriptions renewing and stock below reorder level, and a daily trigger can rebuild those alerts every morning.

🔹 Service desk, maintenance and stock in the same app. Helpdesk tickets carry priority, SLA target and resolution hours; maintenance jobs log cost and downtime; consumables track stock on hand against reorder levels.

🔹 Finance built in. Purchase orders, supplier invoices with ageing, straight-line and written-down-value depreciation, and disposals that show gain or loss against book value.

🔹 Role-based access enforced on the server. Seven roles are built from 44 individual permissions; the same map hides menu items and makes the server refuse the call. Passwords are stored as salted SHA-256 hashes.

🔹 Import, export, print and archive. Most screens import a pasted Excel or CSV block, export to CSV and print at 3 inch, 4 inch or A4. The Database archive moves old transactional rows out of the live tables and restores any row with one click.

📦 What’s Inside the Web App

The sidebar groups 25 screens into Overview, Asset Lifecycle, Software, Service Desk, Procurement, Organisation, Insight, Administration and Support. These are the ones buyers ask about most.

Dashboard

Headline cards for Assets on the Register, Issued to Staff, Available in Stock, Purchase Value, Net Book Value and Open Tickets, then a second row for warranties, over-deployed licences, contracts, subscriptions, stock below reorder and loans past due. Panels include Assets by Status, Assets by Category, Ticket Volume by Month and Committed Spend by Month.

Asset Register

Total Assets, Issued, In Stock, In Repair, Purchase Value and Book Value cards above the searchable register, with New asset, Import, Export, CSV and Print buttons and a days-left or days-ago warranty badge on every row.

Assignments

Movements on Record, Currently Out, Past Their Due Date and Returned, above a custody history with a one-click Take back in button on every open loan.

Maintenance

Jobs on Record, Still Open, Spend to Date and Downtime Logged, with preventive, repair, inspection, cleaning and upgrade jobs by supplier and engineer.

Licences

Licences Tracked, Seats Entitled, Seats Installed, Over-deployed Titles, Spare Seats and Licence Spend, then every title with its variance and position.

Tickets

Tickets on Record, Open Right Now, Past the Target and Average Resolution, with subject, requester, priority, status, engineer and hours per ticket.

Reports

A library of 29 reports across assets, assignments, contracts, procurement, finance, software, helpdesk, service, stock and audit, each with a date range, print and export.

Users and Roles, Settings and the rest

Users and Roles prints the full permission matrix for all 7 roles. Settings holds company details, currency, financial year, depreciation defaults, alert windows, print size and rows per page. The remaining screens are Stock take, Disposals, Depreciation, Subscriptions, Purchase orders, Invoices, Contracts and AMC, Suppliers, Consumables, Employees, Departments, Dropdown lists, Audit log, Database archive, Help and Get more templates.

📊 This Web App vs. Excel Asset Register vs. Paid ITAM Software — Where This Fits

For small IT teams that want a proper register, custody trail and licence position without a per-agent subscription, this Apps Script system sits in the sweet spot.

👥 Who This Template Is For — and Who It’s Not For

✅ This template is built for:

• IT managers and one-person IT teams at 20-500 person companies who already use Google Workspace or Gmail
• Schools, clinics, agencies and offices that issue laptops and phones to staff and need a custody trail
• Managed service providers who want a simple asset and ticket register per client

❌ This template is NOT for:

• Teams that need automatic network discovery, installed-software scanning or an endpoint agent — this is not an MDM or discovery tool
• Organisations that require SCCM, Intune, Jamf or ServiceNow integration, or a formal licence-audit guarantee

⚙️ How to Use It

1. Try the live demo first: sign in with two or three of the demo roles above and click through the screens you care about.
2. After purchase, unzip the download and open the User Manual PDF.
3. Create a new Apps Script project, paste Code.cs.txt into Code.gs and Index.txt into an HTML file named Index.
4. Deploy as a web app (Execute as: Me, Who has access: Anyone) and press Run setup now on the sign-in page.
5. Sign in as admin, change every seeded password and set your company, currency and alert windows in Settings.
6. Delete the sample data and import your own assets, employees and licences with the Import buttons.

Google’s own guide to deploying Apps Script web apps explains the deployment options in more detail.

💼 Real-World Use Cases

Anita runs IT for a 90-person design agency. She issues every laptop from the Assignments screen, so when someone leaves she opens their name in Employees and sees exactly what they must hand back. The overdue badge tells her which loans to chase each Monday.

Marcus is the finance officer at a private school. He signs in with the Finance role, checks invoice ageing and the depreciation schedule at year end, and runs the Book Value by Category report for the auditors without touching the asset register.

A two-person MSP deploys one copy per client, logs tickets against the client’s asset tags and uses the Licences screen to spot over-deployed titles before a vendor true-up.

❓ Frequently Asked Questions

Can I try it before buying?

Yes. There is a live demo linked above with logins for all 7 roles. The accounts are public by design: they open a shared demo copy with fictional data that resets, so feel free to add, edit and delete records while you test.

Does it need a paid Google account?

No. It runs on a free Gmail account or on Google Workspace. Setup creates its own database spreadsheet and Drive folders in the account that deploys it, and email notices use that account’s normal MailApp quota.

How long does setup take?

Most buyers finish in under an hour: paste two files, deploy, and press Run setup now. Setup is staged and resumable, so if Google’s execution time limit is reached it continues on its own about a minute later.

Does it scan my network or install agents on devices?

No. It is a register you maintain, by hand or by importing Excel or CSV. It has no network discovery, no device agent and no integration with SCCM, Intune, Jamf or ServiceNow.

Can I use my own currency?

Yes. The demo company is in India, so figures appear in Rs with lakh and crore abbreviations on the summary cards. Change CurrencyCode and CurrencySymbol in Settings; the card abbreviations use the Indian L/Cr style in this build, which a small code edit can change.

How does this compare to Freshservice or ManageEngine?

Those are subscription platforms with discovery agents and vendor hosting. This web app is a one-time purchase that runs in your own Google account, covering the register, custody, licences, contracts, tickets and depreciation without per-agent fees.

👤 About the Author

Built by PK — Microsoft Certified Professional with 15+ years of Excel, Google Sheets, Apps Script and Power BI experience. Founder of NextGenTemplates, reaching 300K+ subscribers across YouTube channels (@PKAnExcelExpert, @NextGenTemplates, @NeoTechNavigators). Every template is hand-built and tested before release.

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📊 Only need a report? The IT Asset Management Dashboard in Google Sheets and the IT Asset Management Dashboard in Excel are analytics dashboards rather than multi-user systems. Browse every Apps Script web app in the store.

Start with the live demo, then deploy your own private copy in your Google account.

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📅 Last updated: September 2026