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Qivity ITAM — every IT asset, from purchase request to disposal
Laptops, servers, phones, software licences, contracts, warranties and consumables on one register, with a fixed lifecycle and an append-only history. Duplicate tags, serials and MAC addresses are refused at the door, licence keys are encrypted, and ITAM never scans your network — it reads what you give it.
What is inside
One register, the whole lifecycle
Hardware, software, contracts and stock share one register, so the asset someone holds, the licence on it and the contract covering it are one click apart.
Asset register
Categories with custom fields, models, tag numbering, hardware details and components, with duplicates refused on tag, barcode, serial, hostname and MAC.
On this pageLifecycle and assignment
Assign, reassign, loan with a due date, return with inspection, transfer, report lost or stolen, retire and dispose.
On this pageMy Assets
Each person sees what they hold, acknowledges or disputes it, and sees their bookings and issued supplies.
Software and licences
A normalised catalogue, installations per asset, every licence type and metric, and compliance from under- to over-licensed.
On this pageLicence reclaim
Seats not installed, or idle past the reclaim period, are proposed for release. Seats with unknown usage are never proposed.
On this pageRestricted software
Mark products allowed, restricted or prohibited. A prohibited install alerts the software managers once, however it arrived.
On this pageProcurement
Purchase requests, orders with approvals, and goods receipts that register assets with their serials.
Contracts and warranties
Support, maintenance and lease contracts covering assets, warranties and claims, with reminders before they lapse.
Consumables and stock
Toner, cables and mice tracked by quantity on an append-only ledger, with low-stock alerts per model and location.
On this pageReservations
Book a pooled asset for future dates. Overlaps are refused, and nobody else can be handed it for the booked days.
On this pagePhysical audits
Campaigns with a frozen snapshot, barcode or QR scans from a phone camera, discrepancies and reconciliation.
Reports and total cost
Built-in reports, a charted dashboard, and total cost of ownership per asset — purchase, maintenance, contracts and licences.
Lifecycle
Assets that can only move the ways they should
Every asset follows one fixed lifecycle, and each screen offers only the moves allowed from where it is. Every move is written to an append-only history.
| Stage | What is recorded |
|---|---|
| Received | A goods receipt against a purchase order, with serials captured and the asset registered once |
| Assigned | To a person, a department or a location — or as a loan with a due date and overdue reminders |
| Acknowledged | The holder accepts or disputes it from My Assets, and the answer is recorded |
| Returned | Inspected on return, with any damage recorded against the asset |
| Maintained | Maintenance plans and records, with cost and downtime |
| Disposed | The disposal method, with data-wipe evidence required for anything that holds data |
Duplicates refused, not cleaned up later
Tag and barcode are unique, and a serial is unique per manufacturer. Hostname and MAC are unique among assets still in service, so a replacement can take them over.
Nothing new goes out after a last working day
An asset cannot be assigned to someone whose last working day has passed. With Qivity HRMS connected, joiners and leavers arrive on their own.
Labels and scanning built in
PDF label sheets with QR or Code 128, and scanning in the browser with a handheld scanner or the phone camera.
Archive, never destroy
Assets are archived rather than deleted, so their history survives.
Software asset management
Licences you can defend in an audit
Raw installation names are mapped to one catalogue, so compliance is counted against real products and editions — and every result says when it cannot be sure.
| What ITAM tracks | Detail |
|---|---|
| Licence types | Perpetual, subscription, OEM, trial, open source and freeware |
| Metrics | Per device, per user, concurrent, site and per core |
| Compliance | Compliant, over-licensed, under-licensed, unknown or unverified, with an exceptions report |
| Keys | Encrypted with AES-GCM, masked on screen, revealed only with permission, rate-limited and audited |
| Expiry | Licence and contract alerts at 90, 30, 7 and 0 days, in your organization’s time zone |
Reclaim without guessing
Each licence has a reclaim period. Seats not installed, or idle past it, are proposed; a seat with an unknown last-used date, or allocated to a person, never is.
Prohibited software, however it arrives
Typed, imported, discovered or matched later — a prohibited install alerts the software managers once.
Stock and bookings
Consumables, thresholds and reservations
The store room is part of the register. Consumables move on an append-only ledger, thresholds warn before the last spare laptop goes, and pooled assets can be booked ahead.
A ledger, not a count
Receive, issue, return, adjust and move — each a line with the balance after it. A wrong count is corrected by a new line, never edited.
Issues cannot go below zero
A single conditional update refuses an issue the stock cannot cover, even when two people issue at once.
One alert per fall
Thresholds per model and location, counting sub-locations. The alert fires once when stock falls below, and re-arms when it recovers.
Bookings that hold
Reserve a pooled asset for up to 90 days, up to a year ahead. It is handed out as a loan, and the booking lapses if it is not collected.
Integrations
Connections to other Qivity products
Each connection is optional and switched on by your organization. Disconnecting one never deletes data.
HRMSCRMCSMAccountsITAMITOPSWMS
One people directory for every product
Departments, locations, managers, joiners and leavers come from HRMS instead of being typed into each product.
ITAMHRMS
Asset clearance on exit
The full and final settlement shows what a leaver still holds and, by policy, waits for it to come back.
ITAMAccounts
Asset purchases and disposals
Assets marked for capitalisation arrive in Accounts as drafts; disposals prompt the accountant.
ITAM↔ITOPS
Assets behind every ticket
ITOPS links configuration items and tickets to ITAM assets, and each asset shows the incidents raised against it.
WMSITAM
IT stock into the asset register
Serials of IT items received in the warehouse are staged in ITAM, and in-stock assets follow their warehouse.
Works alone, or with ITOPS, HRMS, Accounts and WMS
ITAM is complete on its own. Connected, Qivity ITOPS links assets to configuration items and tickets, and each asset shows the incidents raised against it; Qivity HRMS sends joiners and leavers and reads what a leaver still holds; Qivity Accounts receives purchases to capitalise and disposals to account for; and Qivity WMS stages the serials of IT items as it receives them.
Discovery reconciles what imports and connectors report, through matching rules and a review queue — but ITAM never probes your network, and no agent is installed. Roles are scoped to own, department, location or all, and custom roles can be built.
Questions people actually ask
Does ITAM scan our network or install agents?
No. ITAM never probes customer networks. It reads what it is given — CSV and Excel imports, and discovery records from connectors — and reconciles them through matching rules and a review queue.
How does it stop duplicate assets?
Tag and barcode are always unique, serials are unique per manufacturer, and hostname and MAC are unique among assets still in service. A duplicate is refused with the tag of the asset it clashes with.
Are licence keys stored securely?
Yes. Keys are encrypted with AES-GCM, masked on screen, and revealed only to people with the permission — rate-limited and recorded in the audit log.
Does it handle depreciation?
No. That belongs to Qivity Accounts, which owns fixed assets, depreciation and journals. ITAM hands acquisitions and disposals over when the two are connected.
Can we print asset labels?
Yes. PDF label sheets with QR or Code 128 codes, and scanning in the browser with a handheld scanner or a phone camera.
Is there a custom report builder?
No. Reports are a fixed, reviewed set with filters, which is how each one is kept inside the reader’s access. Every report exports to CSV or Excel.
Also on the platform
Bring your pipeline. We’ll bring a laptop.
Twenty minutes, on your data — not a canned demo. If we are the wrong fit, we will say so on the call.