Overview
KyberGate Fleet gives you a centralized inventory of every device in your district. Instead of managing spreadsheets, you get a searchable, filterable database with asset tags, assignment history, warranty tracking, and real-time status — all in one place.
Every device is tracked from the moment it arrives until the day it's retired and recycled.
Prerequisites
- Admin or Device Manager role in the KyberGate dashboard
- Devices enrolled in KyberGate (enrollment auto-populates inventory)
- Asset tags recommended but not required — KyberGate can generate them
Steps
Step 1: Access the Device Inventory
Log in to the KyberGate dashboard. Click Fleet in the left sidebar to open the inventory view. You'll see a table of all registered devices with columns for name, type, serial number, asset tag, assigned user, status, and last seen.
Step 2: Add Devices
Devices are automatically added when they enroll. For bulk import before enrollment, click Import and upload a CSV file with serial number, model, purchase date, warranty expiration, and custom fields.
Step 3: Assign Asset Tags
Go to Fleet → Settings → Asset Tags and configure a prefix (e.g., "LES-"), starting number, and format (numeric or alphanumeric). Click Generate Tags to assign tags to all untagged devices.
Step 4: Print Asset Tag Labels
Click Print Labels to generate printable labels. Choose barcode, QR code, or combined format. Labels are formatted for standard Avery 5160 sheets.
Step 5: Check Out a Device
Find the device → Click Check Out → Select the student or staff member → Optionally capture a digital signature → Add condition notes → Click Confirm Check Out.
Step 6: Check In a Device
Find the device → Click Check In → Note the condition → If damaged, automatically create a repair ticket → Click Confirm Check In.
Step 7: Search and Filter
Search by serial number, asset tag, student name, or model. Filter by status, type, grade/building, or warranty status.
Step 8: Export Inventory
Click Export to download your complete inventory as CSV or Excel for board reports, E-Rate documentation, or insurance claims.
Tips
- Scan QR code asset tags with any smartphone to instantly pull up device details
- Set warranty expiration alerts to get notified 30 days before warranties expire
- Use "Bulk Edit" to update multiple devices at once
- Create custom fields for district-specific needs (e.g., "Insurance Policy #")
- Review "Unassigned Devices" regularly to identify idle inventory
FAQ
Q: Can I import our existing inventory from a spreadsheet? A: Yes. Download the CSV template from Fleet → Import, fill in your data, and upload. The system matches by serial number.
Q: How do I handle shared devices (like a Chromebook cart)? A: Create a "location" assignment instead of a student assignment — check out to "Room 204 Cart A."
Q: Can teachers access the inventory? A: Teachers see a simplified view of devices assigned to their students. Full inventory management is limited to Admin and Device Manager roles.