Free IT Asset Register Template (Excel)
A ready-made Excel workbook for listing every laptop, desktop, server and network device your business owns, who has it, where it is and how sensitive it is. It includes a software licence sheet and short notes on what an auditor will look for.
Download the IT asset register template (.xlsx)Excel workbook, about 25 KB. No sign-up, no macros.
What is in the workbook
| Sheet | What it is for |
|---|---|
| Asset register | One row per device. An Excel table with a frozen header, filters and dropdowns for asset type, encryption, classification and status. Three rows marked EXAMPLE show the format. |
| Software | Paid software and licences. Compare the licence count with the installed count to spot shortfalls and unused seats. |
| How to use | Step-by-step instructions and a short list of what auditors usually ask an asset register to show. |
The asset register columns
| Column | What to record |
|---|---|
| Asset ID | Your own label, such as LT-0001. Put the same ID on a sticker on the device. |
| Asset type | Dropdown: Laptop, Desktop, Server, Network device, Printer, Mobile, Virtual machine, Other. |
| Hostname, Make, Model, Serial number | What identifies the device. Hostname and serial number let you match this list against what other tools report. |
| Operating system, OS version | For example Windows 11 Pro, 24H2. Shows which machines are near end of support. |
| Owner, Department, Location | A named person, their team and where the device lives. Auditors ask for owners first. |
| Purchase date, Warranty end | For replacement planning and support contracts. |
| Last patched | The date of the last update installed. Old dates point to machines that need attention. |
| Encryption enabled | Dropdown: Yes or No. For laptops this usually means BitLocker. |
| Classification | Dropdown: Public, Internal, Confidential, Restricted. How sensitive the information on the device is. |
| Status | Dropdown: In use, In stock, In repair, Retired, Disposed. Keep retired and disposed devices in the list. |
| Notes | Anything else: who approved disposal, a repair ticket, a loan date. |
The Software sheet has eight columns: software name, publisher, version, licence type, licence count, installed count, owner and renewal date.
What auditors look for in an asset register
Most security frameworks start with knowing what you own. ISO/IEC 27001:2022 Annex A control 5.9, Inventory of information and other associated assets, asks for an inventory of assets, including owners, that is developed and maintained. CIS Controls 1 and 2 cover the inventory of hardware and software assets. In practice an auditor checks four things:
- Completeness. Every device in scope is on the list, including servers, network gear and virtual machines.
- Ownership. Each asset has a named owner and a location.
- Classification. You know which devices hold sensitive information.
- Status and history. Retired and disposed devices are recorded, not deleted, and the list has been reviewed recently.
How to keep it current
- Delete the EXAMPLE rows, then add one row per device. Type in the row under the table and it grows with you.
- Update the register on every joiner, leaver, purchase, repair and disposal, not only at audit time.
- Review the whole list on a fixed schedule, such as monthly. Check that owners and locations are still right.
- Compare it against another source now and then: your Active Directory computer list, your router’s DHCP leases or your update tool.
- Use the dropdowns. Free-text values like “laptop”, “Laptop ” and “notebook” break filters and counts.
When a spreadsheet stops being enough
A spreadsheet works well for a handful of devices and one careful person. It gets harder as you grow. Manual updates drift: someone forgets to add a new laptop, a machine is renamed, a user swaps desks. Laptops change all the time, with new software, new updates and new local accounts, and none of that reaches the spreadsheet unless someone types it in.
A sign the register has drifted: the number of rows no longer matches the number of machines your update tool or domain controller can see. At that point the register shows what you owned when it was last edited, not what you own today.
Where Sentrivox fits
The Sentrivox Windows agent collects hardware, software, patch, service, user and port inventory automatically, so the same fields stay current without manual updates. Patch history is tracked per endpoint. You can still keep this register for fields only a person knows, such as classification and purchase details.
Download the IT asset register template (.xlsx)Excel workbook, about 25 KB. No sign-up, no macros.
Frequently asked questions
Is this IT asset register template free?
Yes. Download the Excel file and use it as you like. There is no sign-up and the workbook contains no macros.
Does it work in Google Sheets or LibreOffice?
It should. The workbook uses plain columns, dropdown lists and dates, with no macros. The table styling may look different outside Excel.
What should an IT asset register include?
At minimum: an asset ID, the device type, a serial number or hostname, a named owner, a location, how sensitive the information on it is, and its current status. Add warranty, patch and encryption fields if you are preparing for an audit.