How are you actually tracking assets across 200+ remote employees?
Posted by dphunky@reddit | sysadmin | View on Reddit | 86 comments
We've gone from 50 to 200+ remote employees in 3 years, and our asset management has become a nightmare.
The main issues we're facing:
Employees moving between states/countries with company equipment Devices falling off our radar when people use personal networks No clear chain of custody when hardware gets refreshed or people leave Shadow IT purchases that bypass procurement entirely Recovery logistics when someone quits (especially international)
For those managing distributed teams:
How are you handling this?
What tools or processes are you using to maintain asset visibility at scale?
Goose-tb@reddit
I’m too lazy to go find all the posts I’ve made on asset management but you can look at my comment history and search “BlueTally” or “AssetSonar” and you’ll find my comments.
In 2025 automated asset management is a must, in my opinion. And Snipe IT isn’t it. Maybe with a ton of plugins added, but at that point you may as well buy a cheap automated tool.
AssetSonar is like $2k-$6k a year depending on how many asset ls you have.
BlueTally is like $3k a year. BlueTally is basically a modernized Snipe IT with integrations to Intune, Jamf, Kandji, including automated device enrollment (ABM / Autopilot) to capture device records at the point of procurement.
The goal is to automate the entire asset lifecycle. 1. Automated asset creation on purchase 2. Automated asset assignment upon first sign in 3. Automated asset unassignment upon return
dphunky@reddit (OP)
Thanks for doing multi step promotion mate. Not soo appreciated
Goose-tb@reddit
I’m not sure what multi-step promotion means in this case. I referenced two different tools, neither of which I’m affiliated with. I’m mostly responding to the comments suggesting you use SnipeIT, which I firmly believe is a poor tool for modern IT unless you’re a tiny shop.
Regarding your original question of GroWrk, we used them heavily last year and have switched to FirstBase. They do not save you money, but they will save you time, and allow you to scale. It’s worth the cost for me, you’d have to decide for your business if it’s worth it of course.
We have employees in 20 countries, so having a single pane of glass is worth the cost (with an API we sync order statuses and tracking links to our Jira tickets).
FirstBase stores, ships, recovers, repairs, and recycles for us.
mattberan@reddit
It makes sense if you can afford it. You're jumping from no car to a ferrari though - so maybe try out a toyota for a few months.
Full disclosure that I work for InvGate.
Our Asset Management software can help you get a handle on the issues you're facing - AT A FRACTION of the cost of outsourcing.
Most of our customers are live and stopping those issues within a few weeks!
dphunky@reddit (OP)
shoutout for the disclosure at least - but we're comparing notes with teams in the trenches with specific brands, not shopping.
mattberan@reddit
Nice! I’ve got PLENTY of references- we were top in “customer voice” from Gartner Peer Insights this year!
j_a_s_t_jobb@reddit
Snipe-It. IT assigns the asset to the department/manager, then the department/manager assigns it to the end user. Department/manager keeps track of the device. HR is in charge of getting the asset back during offboarding.
DonutHand@reddit
Similar to this but use by AssetTiger.com. Went full remote and stopped tracking anything of other than laptop. Monitor/keyboard/mouse and occasional printer, we decided it was more cost effective to let former employees keep.
dphunky@reddit (OP)
Makes sense. At what headcount or dollar threshold did you decide laptop recovery international wasn't worth the hassle either, or do you still chase those?
DonutHand@reddit
We try and recover all international laptops regardless of value. Since data was required from a former employee’s laptop for a lawsuit, it just became policy to image before wipe and re issue.
If that’s not an issue. Would probably ensure it was wiped remotely and 3+ years old, likely not with the cost and hassle of returning with customs fees and the hassle.
Suitable_Mix243@reddit
Using snipe it, and also syncing it with intune and defender endpoint data.
IT_Muso@reddit
Is that a custom script or some plug-in? We use Snipe-IT & Intune but they're not linked.
Suitable_Mix243@reddit
Custom in PowerShell. There's a module for intune and also for snipe
harubax@reddit
What I did at a previous job and it really helped: review and identify assets that went idle.
dphunky@reddit (OP)
yeah, quite simple but a bit manual too. isn't it
harubax@reddit
Most of it was done automatically, we only tracked PCs and mobile phones in the inventory system.
PuzzleheadedEast548@reddit
Current employer has practically zero asset management apart from "hey, SCCM can generate asset lists!".
At an old employer we had, in short: Snipe-IT, HR/Legal-approved "sign-off"-documents, and lifecycle of 5 years.
Assets gets registered in Snipe-IT, barcode is printed and attached to device (displays and laptops), device is registered to the user. User is given document to sign hand-over.
IT received automated lists every 3 months (roughly) for laptops reaching EOL, with a step-by-step routine for sending and receiving the replacement, including updating legal documents.
IT was responsible for keeping assignments/device ids up-to-date, HR was responsible for archiving the signed document, and for sending the repo men when there were issues upon terminations.
We only "asset managed" non-consumables and assets worth >200$, which essentially meant monitors and laptops, very few cellphones (generally shared ones, assigned the department), and the very-rare, occasional printer. Same employer started out with managing _everything_, which failed spectacularly.
I've never had good luck with "active" monitoring of used devices with e.g. agents, mostly because the same places usually hide laptops in the closet in case they hire someone same day/without informing IT, and is generally trying to solve an organisational problem (lack of routines) with tech
dphunky@reddit (OP)
You do have got some exp with this man.
How did it actually worked with international offoboarding?
PuzzleheadedEast548@reddit
Most of their employees were assigned an office within reasonable travel distance (<4h) for one-offs and usually on/off-boarded on site. But in short, for the entirely remote personnel, HR cross-checked assigned devices, sent an inventory with what they wanted returned (usually only laptops and cellphones for cost reasons), and a pre-paid shipping slip with at-home pick-up. IT received the shipment and verified the contents and reported back to HR and awaited an OK before wiping and re-assigning (in case there were dealings IT was not privy to).
I only ever saw monitors and docking stations returned when an employee was pissed-off and demanded we take everything. Usually the cost of shipping monitors half-way across the world was not resource effective unless they were brand-new.
Let's just say that I've never been at another employer were HR has been willing to be as hands-on in HR-related dealings...
MorallyDeplorable@reddit
Oh man, I remember when I set up Snipe at my last place. They also wanted everything inventoried. Management realized their issue and relaxed on it when I reported we were under-count on power cables.
Low_codedimsion@reddit
Alvao. Most of the record-keeping is pretty much automated since it pulls data from Entra ID, Intune, network scans, and warranty details directly from the Dell portal. When someone leaves, they must first return all equipment. If they request a replacement, I can easily check when they received the device, what its history is, and whether they are eligible for a new one according to our policy.
dphunky@reddit (OP)
Love Alvao's greatest hits album. tbh impressive dedication to one very specific solution.
boli99@reddit
GLPI is working well for us.
dphunky@reddit (OP)
happy for you. thank you
Green-Expression-237@reddit
TL;DR: We scaled remote from \~60 to 200+ and kept the “brain” in-house with EZO AssetSonar (ITAM) while using regular couriers/3PL for the boxes. Outsourcing vendors (GroWrk/Unduit) are great at shipping/pickups, but you still need a single source of truth for who has what, where, and in what state. AssetSonar was that SSOT for us.
What was breaking for us
What we changed (and what AssetSonar handled well)
How we handled shipping/retrieval
Answering your outsourcing Q directly
Disclosure: not affiliated with EZO; just a happy user who set this up at a prior company and it worked for us.
dphunky@reddit (OP)
OH wait... why this one is giving me flasback to big OG disclosure led posts about a specific brand.
brightideasphere@reddit
EZO AssetSonar simplifies it with real-time visibility, automated offboarding, and location tracking so you always know where every device is, no matter where your team works. You should try their free trial and see how it fits.
Gullible_Minimum8183@reddit
We use AssetSonar too. Their agent is great and is very lightweight. The only limitation is remote offboarding which I am hoping they can support soon.
dphunky@reddit (OP)
ohhhh Agent 007 2.0 here too.
LonelyPossibility736@reddit
Thank you both for being AssetSonar customers! Love running into you all here on Reddit!
dphunky@reddit (OP)
I see you, Agent 007 of Brand Promotions. Love how you’re just casually mentioning the brand name in every post. Totally natural.
k0rbiz@reddit
NinjaOne with asset tags. We have checklists for onboarding and offboarding so assets are always tracked. This includes both company issued computers, phones, and tablets. We don't track peripherals because it's just too much to track. If they want to dual monitors, keyboards, and mice that is at their own cost.
dphunky@reddit (OP)
This review gave me flashbacks to that time I accidentally read a promotional post.
Oh wait… this isn’t one, right?
Site-Staff@reddit
Same. Over 300 endpoints. Works great.
AssetPanda@reddit
A central source of truth mixed with reworked internal processes would solve this. Outsourcing may not be worth the overhead if you can find a way to manage internally.
Having one place with up-to-date info for everyone in your admin is a game-changer, especially for recurring audits.
You might want to look into a centralized asset management platform as others have mentioned. They can hook into major IT systems and sync daily, so the data stays fresh automatically - no matter what network they're attached to. The big plus is you can track any attribute of an asset and even model your workflows, which should make audit season way less of a headache recovering those assets.
For example, you can set up specific digital forms and automated notifications for different roles. Think of things like an inspection form for employees to confirm their remote equipment, an onboarding form for IT/HR when issuing new devices, or automatic refresh/warranty notifications for the IT team as EOL dates approach. You can even track depreciation data for the accounting team.
Think of an ITAM as a custom database designed around your unique workflows as opposed to managing this workflow in multiple platforms or through multiple external partners.
dphunky@reddit (OP)
Thanks asset panda for being direct with profile. Appreciate the transparency
CherrrySnaps@reddit
We switched to GroWrk after hitting the same 200+ mark. Their local logistics partners saved us from crazy return costs, especially for international exits. You still need clear internal policies though.
dphunky@reddit (OP)
Nice pitch. Though, not looking for another tool seller in here, spammed with use X&Y, but not how the actual on ground solution and approach.
Expensive_Finger_973@reddit
Here is the neat part...we don't.
I am also very glad to not be directly responsible for ITAM at my job.
dphunky@reddit (OP)
bet you are safe from this
dengar69@reddit
If you use Freshservice, there is a plugin that syncs with Intune. When you do an off boarding request it generates tickets for every device they have so you no longer lose track.
dphunky@reddit (OP)
thanks
silentstorm2008@reddit
Recovery of company property is an HR/legal issue. Your job is just to inform them XYZ has company property, please have them return it.
dphunky@reddit (OP)
Should be that clean. ever been!!
BWMerlin@reddit
Highly recommended GLPI and pushing the agent to all of your devices.
dphunky@reddit (OP)
Appreciate it - we're focusing on hearing from teams currently using solutions rather than evaluating new products.
Have you deployed this in a similar distributed environment yourself?
capricorn800@reddit
u/BWMerlin Is there any other way to use scanning without scanning? snmp for servers?
BWMerlin@reddit
Yes
Tech88Tron@reddit
Sounds like you need something to get locate devices?
Not necessarily assign?
Whatever you decide, ask yourself this: Is recovering 2 laptops worth dropping $30,000 per year on some fancy employee tracking software.
dphunky@reddit (OP)
Good advice. thanks man
YourUncleRpie@reddit
Intune and autopilot. Bios password at roll out No more local admin.
dphunky@reddit (OP)
Thanks!
though, how does SentinelOne handle the site/assets moves?
mallanson22@reddit
Place I just started at does it this way as well.
YourUncleRpie@reddit
I'd like to patent this. But you can't put a patent on good business practice. Give em a compliment.
Frothyleet@reddit
There are other reasons you can't patent what you describe, but actually you can absolute patent unique processes.
RedJets@reddit
Can I ask, how to set Bios password on mass
Typical_Fee_9446@reddit
En masse *
Frothyleet@reddit
That's the correct spelling for all intense porpoises.
YourUncleRpie@reddit
HP Client Management Script Library but we all have HP devices lol
RedJets@reddit
Thanks! Yes were also HP so its perfect 🙂
GoodEnoughThen@reddit
We've been using Action. Cost was main reason, and remote support too,l for Windows endpoints, works flalesslessly.
admiralspark@reddit
Just get finance to only track assets greater in value than your workstations, and asset management goes away!
Just kidding. If you have the personnel to do that, do it internal (SnipeIT would be fine for a 200 remote employee situation, one IT asset manager assigned).
We have one dedicated IT Procurement and Asset Management individual on an IT team of like 25 total, for a company with 2500+ employees. They handle it all with spreadsheets afaik.
teriaavibes@reddit
How often is that happening for it to be relevant?
stacksmasher@reddit
Agents. I know where each device is and all the info I need with a click of a button.
JamesEtc@reddit
Big ol’ spreadsheet
dphunky@reddit (OP)
That's OG
adstretch@reddit
THE Big ‘Ol Spreasheet?
discgman@reddit
With tabs?
Final-Literature5590@reddit
Depends on type of equipment, but we've seen some clients use IoT trackers for variety of different equipment to track. GeoTab, PowerFleet etc.
KidNamedMolly@reddit
Just use AI
Valdaraak@reddit
Terrible use case for AI.
Wrong-Celebration-50@reddit
nah
Marketing-EZO@reddit
TL;DR: We scaled remote from \~60 to 200+ and kept the “brain” in-house with EZO AssetSonar (ITAM) while using regular couriers/3PL for the boxes. Outsourcing vendors like GroWrk/Unduit are great at shipping/pickups, but you still need a single source of truth for who has what, where, and in what state. AssetSonar was that single source of truth for us.
What was breaking for us initially:
What we changed (and what AssetSonar handled well)
How we handled shipping/retrieval
Answering your outsourcing Q directly
Disclosure: I'm not affiliated with EZO; just a happy user who set this up at a prior company and it worked for us.
silentstorm2008@reddit
Switch to VDI if it's that big of a problem. Everyone uses their own equipment to connect to an isolated work environment.
dirmhirn@reddit
always on VPN. also for security reasons.
Infinite-Stress2508@reddit
We had SnipeIT for years, but it wasn't set up right and was just a pain to use, so we use a sharepoint list that feeds into a power app that HR use when onboarding new staff. They go through the app, add in user details (or HR platform doesnt have APIs or any automated export of users), which depending on location, position etc will return results from the Sharepoint list. If its a new position, it will check the list for desk allocations at the location and show any attached devices at that desk (monitors, dock) and select a suitable laptop from the list, assign it to the user.
The user is then created using the app data, and when my team go to finalise the user, they use the app data as a pick list for the device to get and send to site. All devices are enrolled into Autopilot, so once the user has been created, we change the owner of the allocated device to the user.
On exit, HR use the power app for offloading, they and their exiting user and manager get an email with the assigned devices from the list to be returned, we get a calender invite added to follow up in several intervals, and once received, its booked in and added back to stock.
Was a pain to set up, especially the desk allocations, but with a central hub site and 18 remote locations, it helps so much having a fairly current view of the locations, who is where, what they have etc. Location managers get annual asset checks to determine what they need to be cost allocated to, and if anything has changed we weren't aware of. Overall, it works quite well for us and the amount of time spent on it now is minor except for bi annual site visits that may include an asset audit. We went from going on-site and finding 10 laptops in a cupboard, 20 mobiles in a drawer etc to the odd phone or non supported laptop dug out from the back store room.
Doublestack00@reddit
We use Snipe-IT for asset tracking.
We've stopped tracking docking stations, monitors etc.
The time/money spent trying to recover anything beyond the laptop is usually done at a loss. Especially considering how inexpensive most things are now.
TillRadiant639@reddit
We're using Jira Asset Management since we're using Atlassian heavily
dphunky@reddit (OP)
That's good option. thanks :xD
Wrong-Celebration-50@reddit
Lol how many of you handling this?
dphunky@reddit (OP)
Depends on the churn and onboarding rate
SetylCookieMonster@reddit
I work for the IT asset management platform Setyl.com - which is designed to give midsize companies like yours complete visibility over assets:
- Track assets from purchase to disposal.
- Assign equipment to people, locations, departments etc.
- Connect to existing systems (MDM, RMM, HR, IAM, etc.) to automatically import and update all asset and people data.
- Onboarding and offboarding workflows triggered by join/leave date in HR tool.
You can also use the platform to manage software applications and licenses, keep track of IT spend, and prepare for SOC2/ISO 27001 audits etc, which should be useful as you continue to scale.
Here's the review of one customer who more than doubled in size to 220 in a couple of years - and how they use the platform: https://setyl.com/customer-stories/nourish
shrimp_blowdryer@reddit
Uhhh asset management systems. Wtf
xolp_syk@reddit
Took 4 years to finally get approval for ours after spending hours upon hours per quarter writing guides, sending reminders, gathering manual screenshots, reviewing against controls and rinse repeat til everyone met the security compliance.
Now I’ve gotten good at madden
Nezothowa@reddit
Don’t be condescending like that. Take your fingers out your ass and explain to this person what you would do or use instead.
starhive_ab@reddit
I think they might be implying the post is written by an asset management vendor to answer...
Looks like an AEO optimisation attempt in my opinion.