Do You Know Booking Assets Makes ITAM More Efficient?

Booking assets is an easy way to improve IT Asset Management (ITAM). ITAM helps manage IT resources like hardware, software, and cloud services to ensure they are used effectively and nothing goes to waste.

With booking assets, teams can reserve the IT resources they need, avoiding conflicts and reducing unnecessary purchases. It keeps everything organized and ensures assets are used efficiently. So, how does booking assets make ITAM better? Let’s find out.

What Is Booking Assets in ITAM?

Booking assets means reserving IT resources, like laptops, software licenses, or cloud services, for specific users or tasks. This process helps ensure that shared or limited resources are available when needed and used efficiently.

The main goal of booking assets is to manage resources better, avoid conflicts, and reduce downtime. It allows teams to reserve what they need, preventing over-purchasing and ensuring assets are fully utilized. This makes managing high-demand or shared IT resources easier and more effective.

Types of Assets That Can Be Booked

Booking assets applies to a wide range of IT resources, ensuring they are available when needed and used effectively. 

1. Hardware Assets

Examples: Laptops, desktops, servers, printers, projectors, and networking equipment like routers or switches.

Use Case: A product development team is working on a two-month remote project that requires additional laptops for temporary staff. Using an asset booking system, the team reserves the laptops well in advance. The system assigns each laptop to specific team members, ensuring proper allocation. Simultaneously, projectors and networking equipment are booked for weekly virtual presentations and collaborative meetings. 

When the project concludes, the laptops and other equipment are returned, inspected, and marked as available for future use, maintaining a seamless workflow for the next team in need.

2. Software Licenses

Examples: Adobe Creative Suite, Microsoft Office 365, Salesforce, AutoCAD, Visual Studio, or any other subscription-based software.

Use Case: A marketing team is working on a seasonal campaign that requires advanced graphic design and video editing. Instead of purchasing additional Adobe Creative Suite licenses, which could increase costs, the team reserves a set number of licenses through an asset booking system. The system tracks license usage, ensuring compliance with software agreements and preventing overuse or underuse.

3. Cloud Resources

Examples: Virtual machines (VMs), cloud storage (Google Drive, Dropbox), SaaS tools (Zoom, Slack), and PaaS services (Heroku, AWS).

Use Case: A development team is tasked with creating a new application and needs access to virtual machines (VMs) for testing. Using a booking system, they reserve VMs with specific configurations for the project. The system allocates the VMs for the required time and tracks their usage to prevent overlaps with other teams. Once testing is complete, the VMs are released back into the pool, ready for the next project. 

4. Meeting and Collaboration Tools

Examples: Zoom licenses, shared digital whiteboards, or other collaboration tools like Miro or Trello.

Use Case: A sales team needs Zoom accounts for hosting high-priority client presentations over a two-week period. To prevent scheduling conflicts, the team uses a booking system to reserve these accounts for specific time slots. Notifications are sent to users before each scheduled session, and the system tracks usage to ensure compliance with Zoom's license terms. This process avoids multiple teams accidentally using the same account at the same time, keeps meetings professional, and ensures the licenses are available for other users once the presentations are complete.

5. Specialized IT Equipment

Examples: Tablets, VR headsets, testing devices, handheld scanners, and thermal cameras.

Use Case: A healthcare organization uses tablets for patient intake during peak hours in its outpatient department. Through a booking system, staff can reserve tablets in advance based on estimated patient flow. The system ensures each tablet is assigned to specific staff members for designated time slots, and it tracks when the devices are checked in and out. This prevents delays during peak usage and ensures devices are maintained properly. The system also flags any damaged or overdue devices, allowing for quick replacements or repairs.

6. Networking and Connectivity Devices

Examples: Wi-Fi access points, portable hotspots, networking hubs, and routers.

Use Case: An IT team is setting up a temporary office at an offsite location for a corporate event. Using a booking system, they reserve portable hotspots and networking hubs for the event duration. The system tracks which team members are responsible for the equipment and notifies them of return deadlines. After the event, the equipment is returned, inspected, and made available for the next booking. This ensures seamless connectivity for the event without investing in new devices and provides detailed usage reports for future planning.

How Booking Assets Works

Booking assets in IT Asset Management (ITAM) is a structured process that ensures IT resources are reserved, utilized, and tracked efficiently.

1. Asset Reservation

Users identify the IT resource they need (e.g., laptops, software licenses, or virtual machines).

A booking system displays available assets along with their details, such as specifications, current status, and availability.

2. Request and Approval

The user submits a booking request, specifying the time frame, purpose, and required asset.

The system may send the request for approval to relevant stakeholders, such as IT administrators or team leads, based on predefined rules.

3. Check-Out

Once approved, the asset is marked as “checked out” when the user collects it or begins using it.

Details such as the user’s name, booking duration, and intended use are recorded for accountability.

4. Usage Period

The user utilizes the booked asset for the approved duration.

Notifications or reminders can be sent as the return or end date approaches to ensure timely handover.

5. Check-In

When the booking period ends, the asset is returned or released back into the pool.

The system marks the asset as “checked in,” updates its status, and ensures it’s ready for the next booking.

6. Maintenance and Reporting

After check-in, the asset is inspected for any damage or updates needed.

Usage data, such as frequency of bookings and idle time, is logged in the system to provide insights for optimization and planning.

Why Booking Assets Makes ITAM More Efficient?

1. Optimizes Resource Allocation

Booking assets ensures resources like hardware, software licenses, or cloud services are available when needed.

Teams can reserve what they need in advance, preventing conflicts or double bookings.

Example: A shared server is booked for testing during specific hours, ensuring uninterrupted access for the development team.

2. Improves Asset Utilization

Booking prevents IT resources from sitting idle or being underutilized.

Ensures shared assets, such as meeting room equipment or virtual machines, are fully utilized before new purchases are made.

Example: A marketing team books unused laptops for a temporary project, maximizing the value of existing resources.

3. Reduces Downtime

Ensures critical resources are readily available, minimizing delays in operations.

Reduces the need for last-minute purchases or emergency fixes by keeping track of bookings.

Example: IT teams reserve spare hardware in advance, so replacements are ready in case of device failures.

4. Enhances Accountability

Tracks who is using which asset and for how long, ensuring accountability and reducing misuse.

Clear records of check-ins and check-outs help manage shared resources more effectively.

Example: A booking system tracks a borrowed projector, ensuring it is returned on time and in good condition.

5. Streamlines Processes

Automates requests, approvals, and notifications, reducing manual effort.

Real-time updates on availability make it easier for teams to plan resource usage.

Example: Automated reminders ensure software licenses are renewed or assets are returned on schedule.

6. Supports Compliance

Tracks software license usage, ensuring compliance with vendor agreements.

Prevents overuse or unauthorized access to resources.

Example: A system flags overused licenses, helping the company avoid fines during audits.

Booking assets makes IT Asset Management (ITAM) simpler and more efficient. By allowing teams to reserve resources like hardware, software, and cloud services, it reduces conflicts, improves usage, and saves money.

With features like real-time availability and easy tracking, an asset booking system ensures resources are always ready when needed. It’s an easy way to stay organized, boost productivity, and get the most out of your IT assets. Ready to improve your ITAM? Start booking your assets with AssetLoom today!