Features
Eight capabilities that keep an asset register honest
Every one of these exists because an inventory failed without it. Here is what each does, in enough detail to judge whether it fits how your team already works.
Capability 01
Centralized inventory
One register for hardware, software and everything in between, so nobody has to reconcile three spreadsheets before a board meeting.
Every asset in Eze IT carries a permanent record: what it is, who holds it, where it sits, what it cost, when the warranty ends and every change made since it arrived. You define the fields your organization actually uses, from cost center and depreciation class to security classification, and they apply consistently across every category. Search returns results as you type, and any filtered view can be saved, shared with a colleague or exported.
Included
- Unlimited custom fields with typed validation, defaults and required rules
- Saved views per team, such as "Laptops out of warranty at the Denver office"
- Parent and child relationships for docks, monitors and bundled peripherals
- Full text search across serial numbers, tags, owners, notes and attachments
- Attach purchase orders, invoices and photographs directly to the record
Capability 02
Barcode and QR workflows
The fastest inventory count is the one someone can finish in a storage closet with a phone in one hand.
Eze IT generates a unique code for every asset and prints them in sheets or on a label roll. Scanning a code with any phone camera opens that asset record instantly, with no application to install and no dedicated scanner to buy. From there a technician can assign the asset to a person, move it to another location, mark it for repair or record it as verified in the current audit cycle.
Included
- Bulk label generation for Avery sheets and Brother or Zebra label rolls
- Scan to assign, transfer, retire or verify without leaving the camera view
- Offline scanning queue that syncs when the device is back on the network
- Stocktake mode that shows what is still unaccounted for as you walk the floor
- Supports Code 128, Code 39, QR and existing manufacturer barcodes
Capability 03
Lifecycle tracking
Assets do not sit still. Eze IT records the whole journey rather than a single snapshot of today.
Each asset moves through states you control: requested, ordered, in stock, deployed, in repair, on loan, retired and disposed. Transitions can require approval, capture a reason, or raise a task for another team. Because history is never overwritten, you can answer questions like which machines this contractor held over the past two years, or what happened to the twelve devices written off last quarter.
Included
- Configurable states and transitions that match how your team already works
- Assignment history for every person, team, site and department
- Repair and maintenance logs with cost, vendor, downtime and outcome
- Depreciation schedules using straight line or reducing balance methods
- Certified disposal records with method, date, vendor and certificate reference
Capability 04
License optimization
Most organizations are paying for software nobody opens. Eze IT shows you exactly which seats those are.
Software entitlements are tracked alongside hardware, with seat counts, renewal dates, contract owners and cost per seat. Eze IT compares what you bought against what is actually installed and used, then ranks the gaps by annual cost. Before a renewal you get a clear list: seats to reclaim, seats to reassign, and contracts where a different tier would cost less for the same coverage.
Included
- Entitlement versus deployment reconciliation for every application
- Idle seat detection based on last sign in and last launch
- Renewal calendar with cost, notice period and contract owner
- True up and over deployment warnings before an audit finds them
- Reclaim workflow that removes the seat and notifies the previous holder
Capability 05
Audit-ready reports
A report is only useful if you can defend every figure in it. Eze IT keeps the evidence attached.
Build a report once, then run it against any date. Eze IT reconstructs the inventory position as it stood at that moment, including assets that have since been retired, so a question about last September is answered with last September data. Every figure links back to the underlying records and the change history that produced it. Reports export to PDF, CSV and Excel, and can be scheduled to arrive in an inbox or a shared drive.
Included
- Point in time reconstruction of the register for any past date
- Immutable change log recording who changed what, when and from where
- Standard packs for insurance valuation, depreciation and hardware refresh
- Scheduled delivery in PDF, CSV or Excel to named recipients
- Read only auditor access that expires on a date you set
Capability 06
Role-based access control
Shared logins are how inventory data goes wrong. Every action in Eze IT belongs to a named person.
Permissions combine a role with a scope. The role decides what someone can do, from read only through to full administration. The scope decides where they can do it, whether that is a single site, a region, a department or the whole organization. A site technician in Denver can manage Denver equipment without ever seeing cost centers in another country, and finance can pull global reports without being able to edit a single asset.
Included
- Predefined roles for admin, manager, technician, finance and read only
- Custom roles with per field visibility for sensitive commercial data
- Scopes by site, region, department or custom group
- Single sign on with SCIM provisioning and automatic deactivation
- Permission changes recorded in the same audit trail as asset changes
Capability 07
Automated reminders
The warranty that lapses quietly is the one that costs you. Eze IT watches the dates so nobody has to.
Set rules once and Eze IT monitors them continuously. Warranty expiry, lease end, maintenance intervals, license renewals, certificate expiry and overdue returns all raise a notification at the notice period you choose. Reminders go to the named owner rather than a shared mailbox, escalate if they are ignored, and appear in Slack or Microsoft Teams as well as email.
Included
- Warranty, lease, maintenance and renewal alerts at 90, 60, 30 or 7 days
- Escalation to a manager when a reminder passes its due date
- Overdue equipment chases for loans, leavers and unreturned kit
- Delivery to email, Slack and Microsoft Teams with one click to the record
- Digest mode so a team gets one summary rather than forty messages
Capability 08
Import and export
Your data goes in without a rebuild, and comes out whenever you ask, in a format you can actually open.
Import from CSV or Excel with a mapping step that previews the result before anything is written. Eze IT flags duplicates by serial number or asset tag, shows you which rows will not validate and why, and lets you fix them in place rather than starting the file again. Every import can be reversed as a single action for thirty days. Exports work the same way in reverse, from a filtered view to a full account export including history and attachments.
Included
- Guided CSV and Excel mapping with a preview of every row before commit
- Duplicate detection on serial number, asset tag and MAC address
- One click rollback of an import for thirty days after it runs
- Scheduled exports to a secure location on a daily or weekly cadence
- Full account export of records, history and attachments on request
See it working
The fastest way to judge this is on your own data
Send a sample export before the call and we will import it into a trial workspace, so the walkthrough uses your asset names, your sites and your renewal dates.