How North Tyneside Music Hub Streamlined their Instrument Tracking with itemit

Recognising the need for a smarter, more intuitive and reliable system North Tyneside Music Hub turned to itemit to revolutionise how they track and manage their musical instruments. itemit provided 5 dramatic changes to the way assets were tracked and managed at North Tyneside.

1. Instant Visibility with QR Code Asset Tagging: Instead of relying on outdated spreadsheets, each instrument is now tagged with a unique itemit QR code tag. Now, when an instrument is moved, staff can scan it instantly and update its status and location in a matter of seconds. This real-time tracking eliminates the confusion of disjointed records and lost assets.

2. A Seamless Loan System with Check-in/Check-out Features: itemit’s check-in/check-out functionality has revolutionised how the hub lends out instruments. Schools and students can now borrow instruments with a full digital audit trail, ensuring complete accountability for every piece of equipment. North Tyneside knows when the instruments are due to be returned, with peace of mind that itemit will automatically send out Notifications to prompt schools and students when equipment needs to be returned. 

3. Powerful Reporting for Funding and Procurement Decisions: With itemit’s reporting tools, North Tyneside Music Hub can now generate instant reports on asset location, condition, and maintenance needs. This has been crucial for funding justification, allowing the team to show exactly how grant money is being spent and which instruments genuinely need replacing. Painful and time consuming audits are also now a thing of the past, with the ability to produce audits within seconds, such as accessing the ‘History’ section on any item’s profile which keeps a full record of every action and movement recorded on the asset.

4. Issue Management for Instrument Repairs: Wear and tear is inevitable when thousands of students are using musical instruments daily. The difference with itemit? Teachers and administrators are now able to raise ‘Issues’ instantly with itemit’s built in Issues feature. When an instrument needs attention, North Tyneside’s team are now notified instantly, ensuring broken instruments are fixed and reintroduced into circulation as quickly as possible. No more unused instruments or instruments issued to schools with defects.

5. Sustainability and Cost Savings: Instead of buying new instruments unnecessarily, North Tyneside Music Hub can now see exactly what they have and where it is. Even more powerful than this, they can instantly access automatically generated reports relating to asset value, asset accounting and asset utilisation. The result? Reducing unnecessary purchases and ensuring existing resources are used to their fullest potential. This has led to more responsible spending of public funds and a more sustainable approach to managing musical assets.