Track laptops and equipment
Know who has which device and when warranties end.
IT and admin · On a schedule · Updated
Works with
- Slack
- Airtable
- Microsoft 365
Slack
Airtable
Microsoft 365How do you track laptops and equipment?
To track laptops and equipment, keep your device list in Airtable or Microsoft 365 and set a monthly Loop for Maito. It compares the list with your HR system, flags devices still held by people who left, and lists warranties ending soon. IT gets one message instead of a spreadsheet to check.
How it's done today
Equipment lists are a stale spreadsheet.
What Maito does
- Compare device list with people
- Flag missing or expiring
- Remind owners
Example
Loop run: Monday 9:00 AM · Monthly equipment check
Checked 74 devices in Airtable against 61 people in Gusto. Still with leavers (2): • MBP-0231, Marcus, left Sep 12 • MBP-0198, Tess, left Aug 29 Warranty ends within 60 days (5): • MBP-0102, 0103 and 0109: Nov 30 • DELL-0301 and 0302: Dec 14 Catch: MBP-0231 is also out of warranty on Nov 30. If it comes back damaged after that date, the repair is ours, so check it first. IT acts on all of this.
@Maito ask Marcus's and Tess's managers to get the laptops back.
Asked Alex about MBP-0231 and Dana about MBP-0198 by email, with the Nov 30 date for Marcus's. I'll update the sheet when you tell me they're back.
Maito (9:00 AM):
Checked 74 devices in Airtable against 61 people in Gusto.
Still with leavers (2):
• MBP-0231, Marcus, left Sep 12
• MBP-0198, Tess, left Aug 29
Warranty ends within 60 days (5):
• MBP-0102, 0103 and 0109: Nov 30
• DELL-0301 and 0302: Dec 14
Catch: MBP-0231 is also out of warranty on Nov 30. If it comes back damaged after that date, the repair is ours, so check it first.
IT acts on all of this.
Ben (9:15 AM):
ask Marcus's and Tess's managers to get the laptops back.
Maito (9:16 AM):
Asked Alex about MBP-0231 and Dana about MBP-0198 by email, with the Nov 30 date for Marcus's. I'll update the sheet when you tell me they're back.
How to set it up
- Ask your agent
“On the first Monday of each month, compare the equipment list in Airtable with the people in Gusto. Flag laptops held by leavers and warranties ending within 60 days. Post in #it.”
- Connect spreadsheet
- Airtable
- Microsoft 365
- Use HR system
- BambooHR
- Gusto
No MCP server needed. Ask your agent to save a skill with the steps, then add the login or API key in Settings → Vault.
Not connected yet? Your agent sends you a link to sign in.
What it won't do
It can only compare against the data in your list and HR system, so gaps in either show up as errors. It can't track a device that was never recorded.
Questions
In a spreadsheet tool such as Airtable or Microsoft 365, connected through MCP. HR data comes from your HR system through a skill.
Only if you ask it to. By default it reports what looks wrong and IT acts on it.
It can message or email a person to ask where a device is and wait for the reply. Collecting the device is up to IT.
