Technology & SaaS
Keep up with a device estate that turns over faster than your headcount
Fast-growing technology companies issue high-value equipment, hire quickly, and lose track just as quickly. A register that stays accurate without anyone maintaining it.
Technology companies churn devices faster than most organisations, with high-value hardware, frequent joiners and leavers, and a largely remote workforce. Stackroom records custody against a signature, generates the list at offboarding, and keeps the register accurate through scanning rather than maintenance.
The problem
Sound familiar?
- Headcount doubled and nobody updated the equipment list.
- Leavers keep laptops for weeks because nobody produced a list.
- Remote starters receive equipment with no record that they got it.
- Finance wants book value and the spreadsheet only has purchase price.
How Stackroom helps
Everything you need, in one place
Onboarding in one action
Laptop, monitor, dock, keyboard and headset issued together against one holder, signed for and acknowledged.
Offboarding that actually recovers
The full list of what a leaver holds, generated rather than remembered, closing in a signed clearance.
Built for high churn
Reassignment is a transfer rather than a rebuild, so a device moving between four people keeps one unbroken history.
Book value, not purchase price
Straight-line or written-down depreciation computed per asset, with a depreciation report finance can use.
How it runs
What this looks like day to day
- 1Order
Register on arrival
New equipment is registered with its purchase price, warranty and depreciation basis at the point it is received, not reconstructed later from invoices.
- 2Issue
Onboard in one pass
A starter's full set of equipment is issued in one action against their name, with a signature and an emailed agreement listing everything including accessories.
- 3Reassign
Devices move between people
A laptop passed from a leaver to a joiner is a transfer, keeping the whole custody history rather than starting a new record.
- 4Retire
Close the record properly
Disposal is recorded with a date and method, so retired equipment stops inflating every subsequent count.
In detail
The questions that come up next
Why high churn breaks most registers
A register is accurate in proportion to how often reality changes and how cheap it is to update. A company adding thirty people a quarter and reassigning devices constantly changes reality faster than any manual process keeps up with. The only durable fix is making the update a by-product of something useful — scanning a label to look a device up — rather than a task competing with everything else.
Remote starters and the missing handover
Equipment shipped to a home address has no handover moment, which is normally where accountability is created. An acknowledgement on receipt restores it: the recipient confirms what arrived, which also catches courier shortfalls while they are still disputable and gives you a dated record that they accepted it.
The accessories that never come back
Laptops come back because they are obviously valuable and obviously company property. Docks, chargers, monitors, keyboards and headsets do not, and at a company issuing five accessories per person they represent a larger total than the machines. Registering them costs nothing on a plan that does not price per item.
When finance starts asking
Technology companies tend to meet this at a funding round or a first audit. The request is a verified count with depreciated book value, not an export of a spreadsheet, and producing one by hand from purchase records is a genuinely miserable fortnight. Recording the depreciation basis at acquisition means the figure exists when it is asked for.
FAQ
Questions, answered
How do we handle equipment for fully remote staff?
Record the issue against the person with an acknowledgement on receipt, list accessories explicitly, and agree a return method at issue rather than after somebody resigns. The custody record works the same way whether the handover was across a desk or by courier.
What happens when a laptop is reassigned to a new person?
It is a transfer, so the device keeps one continuous history showing every holder in sequence. Creating a new record instead loses the repair history, the warranty and the original purchase basis.
Can we track equipment across several offices?
Yes. Locations are hierarchical, so each office contains its own floors or rooms, and filtering by a parent shows everything beneath it. Departments let each team manage its own equipment inside one organisation.
Does this replace our MDM?
No. MDM manages the device configuration and security posture. Stackroom records the physical object — who holds it, what condition it is in, what it is worth. The two are complementary and our REST API can keep serial numbers aligned.
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