# IT Asset Tracking: Laptops, Owners and Warranties

Source: https://maito.app/workflows/track-laptops-and-equipment

Maito compares your equipment list with your HR system each month, flags devices still with leavers and warranties ending soon, and posts it in Slack.

Know who has which device and when warranties end.

[IT and admin](https://maito.app/workflows/team/it-and-admin) · On a schedule · Updated October 19, 2026

Works with

-   Slack
-   Email
-   [Airtable](https://maito.app/workflows/tool/airtable)
-   Microsoft 365

## How 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

1.  Compare device list with people
2.  Flag missing or expiring
3.  Remind owners

## Example

Loop run: Monday 9:00 AM · Monthly equipment check

**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

On a schedule Track laptops and equipment

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

### Where does the device list live?

In a spreadsheet tool such as Airtable or Microsoft 365, connected through MCP. HR data comes from your HR system through a skill.

### Does it update the list?

Only if you ask it to. By default it reports what looks wrong and IT acts on it.

### Can it chase people for devices?

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.

## More it and admin workflows

-   [Answer IT questions in the help channel People get answers to everyday IT questions without a ticket. IT and admin · When you ask Works with Slack, Email.](https://maito.app/workflows/answer-it-questions-in-the-help-channel)
-   [Handle access requests Access requests get collected, approved by the right person and logged. IT and admin · When you ask Works with Jira Service Management, ServiceNow.](https://maito.app/workflows/handle-access-requests)
-   [Review who has access Every quarter, check who has access to key tools and flag what looks wrong. IT and admin · On a schedule Works with Slack, Email.](https://maito.app/workflows/review-who-has-access)
-   [Guide people through buying something Purchases follow the process without people learning it first. IT and admin · When you ask Works with Slack, Email.](https://maito.app/workflows/guide-people-through-buying-something)
-   [Check a new vendor's security Get a first pass on a vendor's security docs before you sign. IT and admin · When you ask Works with Box.](https://maito.app/workflows/check-a-new-vendors-security)
-   [Write IT how-to guides Turn solved IT tickets into short guides. IT and admin · When you ask Works with Jira Service Management, ServiceNow, Notion, Confluence.](https://maito.app/workflows/write-it-how-to-guides)

[See all workflows](https://maito.app/workflows)

## Put your AI teammate to work.

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[Put Maito to work](https://maito.app/login?returnTo=%2Fworkflows%2Ftrack-laptops-and-equipment)[Book a demo](mailto:support@maito.app?subject=Maito%20demo)