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# Reftab

## Sitemaps
- [XML Sitemap](https://www.reftab.com/sitemap_index.xml): Includes all crawlable and indexable pages.

## Posts
- [Barcode, QR code, or RFID for Asset Tracking?](https://www.reftab.com/blog/barcode-qr-code-rfid): Compare barcode, QR code, and RFID asset tracking. See what RFID hardware costs, when it pays off, and why QR labels fit most IT teams.
- [Ghost Assets vs. Zombie Assets: What IT Teams Need to Know](https://www.reftab.com/blog/ghost-assets-vs-zombie-assets): The terms "ghost asset" and "zombie asset" get thrown around in IT circles, and they don't always mean the same thing to everyone. This guide gives you plain definitions of ghost assets vs. zombie assets, what each one costs your team, and a practical way to find them before an auditor or a security incident does.
- [September 2026 Release Notes](https://www.reftab.com/blog/september-2026-release-notes): Reftab's September 2026 release adds flexible license seat assignment, SCIM group mapping visibility, ticket email notifications and category field mapping.
- [Software License Audit Checklist: 12 Steps for Beginners](https://www.reftab.com/blog/software-license-audit-checklist-beginners): Many IT teams struggle to find a reliable answer to the question "What software are we actually paying for, and are we using it?"
- [The State of Software Tracking: How IT Teams Manage Software Assets in 2026](https://www.reftab.com/blog/state-of-software-tracking-2026): New data from 300+ IT leaders shows most SMB and mid-market teams still don't have reliable software tracking in place.
- [Product Update: Import Multiple Asset Categories from One File](https://www.reftab.com/blog/product-update-import-multiple-asset-categories-from-one-file): You can now import multiple asset categories from a single CSV or Excel file.
- [Job Site Tool Tracking: How to Stop Losing Tools Between Projects](https://www.reftab.com/blog/job-site-tool-tracking-software): Most construction tool losses don't happen from theft. They happen during project closeout. Here's how job site tool tracking software closes the gap before crews disperse.
- [Reftab’s UI Refresh: What Changed and Why We Did It](https://www.reftab.com/blog/ui-refresh): Reftab has been in active development for over 10 years. In that time, we've added a lot: new modules, new workflows, new ways to manage assets, software, users, and everything in between. Each addition solved a real problem at the time, but being built independently across a decade, features don't always end up looking or behaving the same way. Editing an asset works one way, editing a user works slightly differently, and tables behave differently depending on which page you're on.
- [Construction Asset Management Software: The Complete Guide for Contractors](https://www.reftab.com/blog/construction-asset-management-software): Most construction asset management software is built for offices, not job sites. Here's what actually works in the field, and how to evaluate it before you buy.
- [Asset Lifecycle Management Compliance Best Practices: What Auditors Verify](https://www.reftab.com/blog/asset-lifecycle-management-compliance-practices): Most IT teams discover their asset lifecycle management SOC 2 compliance gap when an auditor asks about a hardware device that was decommissioned months ago.
- [Summer 2026 Release Notes](https://www.reftab.com/blog/summer-2026-release-notes): Our latest updates include features to support compliance, new integrations, software management enhancements, and more.
- [Multi-Site Tool Management Software: How To Track Equipment Across Job Sites](https://www.reftab.com/blog/multi-site-tool-management-software): Managing tools across multiple job sites? Here's how construction firms use multi-site tool management software to cut duplicate purchases, reduce equipment loss, and get real-time visibility across every active project.
- [Google Workspace Asset Management for Schools](https://www.reftab.com/blog/google-workspace-asset-management-schools): See how schools use Google Workspace asset management to eliminate double-entry workflows and keep device records accurate automatically.
- [Grant Asset Compliance Tracking: A Practical Guide for University Research Offices](https://www.reftab.com/blog/grant-asset-compliance-tracking): Auditors want more than a spreadsheet. Learn what 2 CFR 200.313 requires from university teams and how to build a grant asset compliance tracking system that holds up.
- [The Best Asset Management Software for Universities](https://www.reftab.com/blog/best-university-asset-management-software): Universities manage thousands of assets across departments, grants, and locations. Here is what generic tools get wrong and what to look for in software built for higher education.
- [IT Asset Management SOC 2 Compliance: What IT Teams Get Wrong (and How to Fix It)](https://www.reftab.com/blog/it-asset-management-soc-2-compliance): IT asset management SOC 2 compliance failures center on incomplete inventories, missing change logs, and undocumented disposal. Learn what auditors actually check and how to fix the gaps before they become findings.
- [SaaS License Optimization: How IT Teams Reduce SaaS Waste](https://www.reftab.com/blog/saas-license-optimization): A SaaS license optimization strategy reduces SaaS waste by aligning license usage with actual adoption, improving vendor management, and reducing security risks from untracked apps.
- [Your software inventory is missing apps. Here’s how Reftab finds them automatically.](https://www.reftab.com/blog/discover-hidden-apps): Most IT teams discover shadow IT at the worst possible time: at renewal, during an audit, or after someone leaves. Reftab's Browser Extension monitors SaaS logins automatically, surfaces discovered apps in real time, and gives IT continuous visibility without manual audits or self-reporting.
- [Reftab Named to the 2026 Capterra Shortlist for Fixed Asset Management Software](https://www.reftab.com/blog/reftab-2026-capterra-fixed-asset-management-software): New York, NY — April 2026 — Reftab, a cloud-based asset management platform trusted by thousands of IT teams worldwide, has earned placement on the 2026 Capterra Shortlist for Fixed Asset Management.
- [Do You Need IT Asset Management Software for SOC 2 Compliance?](https://www.reftab.com/blog/do-you-need-it-asset-management-software-for-soc-2-compliance): IT asset management software isn't required for SOC 2, but manual tracking fails audits. Learn what SOC 2 actually requires for asset inventory, why spreadsheets create audit findings, and when dedicated ITAM software becomes necessary.
- [Spring 2026 Release Notes](https://www.reftab.com/blog/spring-2026-release-notes): Gain full visibility into software usage with our new browser extension, automate license assignment by group, and explore new n8n and Zentral integrations. Plus, performance improvements and key bug fixes.
- [How AI coding tools are creating shadow IT compliance risks](https://www.reftab.com/blog/shadow-it-compliance-ai-coding): In this post, we’re talking about how to get in front of this looming shadow IT compliance crisis. 
- [IT Asset Tracking Spreadsheet vs. Software: 7 Signs It’s Time to Make the Switch](https://www.reftab.com/blog/it-asset-tracking-spreadsheet-vs-software): If you've landed on this page, chances are you're somewhere in that progression. You Googled "IT asset tracking spreadsheet" hoping to find a better template, but deep down you're wondering whether a better spreadsheet is really the answer, or whether you've outgrown spreadsheets entirely.
- [Reftab Named to Capterra Shortlist for Maintenance Management Software in 2026](https://www.reftab.com/blog/maintenance-management-software-award-2026): , — Reftab, a leading provider of maintenance management software and tool tracking solutions, is proud to announce its inclusion on the prestigious 2026 Capterra Shortlist for Maintenance Management Software. This recognition, powered by Gartner Digital Markets, validates Reftab's commitment to delivering exceptional software for facilities teams, warehouse operations, and IT departments worldwide.
- [January 2026 Release Notes](https://www.reftab.com/blog/january-2026-release-notes): Happy New Year!🎉
- [How to forecast SaaS usage and license needs](https://www.reftab.com/blog/forecast-saas-usage): Ask any IT Director how many licenses they'll need next quarter, and you'll get a pause, a spreadsheet pull, and an educated guess. 
- [Cloud license optimization when your SaaS stack is out of control](https://www.reftab.com/blog/cloud-license-optimization): Cloud license optimization fixes this. It's the process of getting visibility into what you're actually paying for, who's actually using it, and whether you're getting value from each subscription. This isn’t exactly glamorous work. But it's the difference between a SaaS stack that runs your business and one that just runs up your bill.
- [Actionable strategies to reduce software risk exposure](https://www.reftab.com/blog/reduce-software-risk-exposure): Your IT team just locked down the obvious threats. Firewalls are configured, endpoints are monitored, and your incident response plan is up to date. But somewhere in accounting, someone signed up for a free PDF tool three months ago. It's still running. Nobody knows it's there. And it just became your newest attack surface.
- [Apple Business Manager Meets IT Asset Management Software: A Guide for IT Admins](https://www.reftab.com/blog/apple-business-it-asset-management): If you're managing Apple devices and looking for an IT asset management platform that integrates with Apple Business Manager, you're already thinking like one of those admins. You know that manual data entry doesn't scale, and you're looking for a better way.
- [Forbes Advisor Names Reftab Best IT Asset Management Software of 2025](https://www.reftab.com/blog/forbes-advisor-names-reftab-best-it-asset-management-software-of-2025): , — Reftab, a leading provider of IT asset management software, today announced that its platform was ranked Best IT Asset Management Software by Forbes Advisor for 2025. This marks the second year in a row Reftab has earned the #1 spot, having also been named the Best IT Asset Management Software in 2024. The company was specifically recognized as "Best for All-Encompassing Customizable Platform."
- [Why you need automated app discovery in your company ](https://www.reftab.com/blog/automated-app-discovery): Here’s how to set it up and why automated app discovery is now a non-negotiable for any serious IT operation.
- [Stop surprise charges with software renewal tracking visibility ](https://www.reftab.com/blog/streamline-software-license-management-with-reftab-a-comprehensive-guide): With Reftab, managing software licenses becomes a breeze, thanks to its intuitive features that simplify the entire process.
- [Reftab’s Summer 2025 Release Notes](https://www.reftab.com/blog/reftabs-summer-2025-release-notes): Happy fall everyone!
- [How to monitor what software your team actually uses](https://www.reftab.com/blog/application-usage-tracking): Meanwhile, SaaS renewals keep auto-charging, and your software stack keeps expanding whether you planned for it or not. Without real application usage tracking, IT leaders are left making guesses instead of informed decisions.
- [Reftab Recognized with Multiple Accolades from Capterra, Software Advice and GetApp in 2025](https://www.reftab.com/blog/reftab-recognized-with-multiple-accolades-from-capterra-software-advice-and-getapp-in-2025): We’re proud to share that Reftab has been honored with multiple recognitions from Gartner Digital Markets brands - Capterra, Software Advice, and GetApp. Our product has been featured across several flagship reports released in 2025, reaffirming our commitment to delivering the best asset management software to our users and recognizing our excellence in functionality, user satisfaction, and overall performance.
- [Multi-year contract lengths: Who really benefits?](https://www.reftab.com/blog/multi-year-contract-lengths-who-really-benefits): Every IT manager knows the pain of a surprise renewal. The email that shows up in your inbox on a Tuesday morning: “Your subscription has been renewed for another year.” No heads up. No chance to renegotiate.
- [Software asset management: How to control cost and compliance](https://www.reftab.com/blog/software-asset-management-how-to-control-cost-and-compliance): Software asset management (SAM), sometimes called software license management, is the process of tracking, managing, and optimizing every piece of software your company owns or subscribes to. It covers enterprise platforms, SaaS apps, and the low-cost tools that often slip in unnoticed.
- [What is Software Asset Management and Why Your Organization Needs It](https://www.reftab.com/blog/what-is-software-asset-management-sam-and-why-your-organization-needs-it): Software is one of the most significant investments organizations make. Left unmanaged, software costs spiral, security risk multiplies, and vendors use audits as leverage to extract more money from you. This is where Software Asset Management (SAM) becomes essential.
- [Never miss another software renewal: Alerts that save your budget](https://www.reftab.com/blog/never-miss-another-software-renewal-alerts-that-save-your-budget): For instance, IT focuses on security, performance, and whether the tool is still relevant. Finance monitors overall spend and ensures software renewals align with budget cycles. Procurement negotiates terms and manages vendor relationships.
- [Reftab Recognized as “Highly Rated” in 2025 Best Free Maintenance Management Software Report](https://www.reftab.com/blog/reftab-recognized-as-highly-rated-in-2025-best-free-maintenance-management-software-report): We’re excited to share some fantastic news — Reftab has been listed as “Highly Rated” for Asset Tracking Software in the 2025 Best Free Maintenance Management Software Report.
- [When to Archive vs. Delete Assets: ITAM Best Practices](https://www.reftab.com/blog/when-to-archive-vs-delete-assets-itam-best-practices): Managing IT assets effectively isn't just about tracking what you have—it’s about keeping a clean and accurate database without losing critical records.
- [Reftab’s Spring 2025 Release Notes](https://www.reftab.com/blog/reftabs-spring-2025-release-notes): Spring is here, and with it comes a fresh wave of updates from the Reftab team! This season’s release focuses on making IT asset management even more efficient, secure, and user-friendly, with new integration capabilities, smarter automation features, and updated visuals that give Reftab a more modern look
- [Mastering the 6 Stages of the IT Asset Lifecycle with Reftab](https://www.reftab.com/blog/how-do-i-manage-my-it-asset-lifecycle-using-reftab): IT asset lifecycle management is the structured process of overseeing IT assets from acquisition to retirement. Each stage of a device’s lifecycle involves specific policies and workflows within the broader IT environment. Clear, well-defined processes enhance asset performance, reduce downtime, support business objectives, and ultimately help organizations cut costs while maximizing ROI.
- [Reftab Recognized with the 2025 “Best Ease of Use” Award for IT Management Category and More](https://www.reftab.com/blog/reftab-recognized-with-the-2025-best-ease-of-use-award-for-it-management-category-and-more): We are excited to share that Reftab, an innovative asset management platform, has been recognized with multiple awards, like 2025 “Best Ease of Use" and more badges from Gartner Digital Markets platforms: Capterra and Software Advice. Reftab provides businesses with powerful tools for efficient asset management, enabling seamless tracking, reporting, and maintenance scheduling.
- [Reftab’s Winter 2025 Release Notes](https://www.reftab.com/blog/reftabs-winter-2025-release-notes): We’re excited to share some new features and enhancements with you! In our last email, we announced our SOC 2 Type II certification—a major milestone for our team. But we’re not stopping there—we’re committed to continuously improving Reftab with new updates designed to enhance your experience.
- [Reftab Achieves SOC 2 Type 2 Certification: Strengthening Our Commitment to Security and Customer Trust](https://www.reftab.com/blog/reftab-achieves-soc-2-type-2-certification-strengthening-our-commitment-to-security-and-customer-trust): At Reftab, security is at the core of everything we do. We’re excited to announce that we’ve successfully achieved SOC 2 Type II certification! This certification reinforces our dedication to maintaining the highest security standards and providing our customers with the peace of mind they deserve.
- [Tracking Microsoft 365 Licenses with Reftab’s SaaS Discovery](https://www.reftab.com/blog/tracking-office-365-apps-with-reftabs-microsoft-saas-discovery): We’re thrilled to announce that Reftab now integrates with Microsoft 365! This powerful enhancement allows you to pull in even more software licenses, providing deeper insights into your organization's software usage.
- [How to troubleshoot Reftab’s PowerBi Desktop Connector](https://www.reftab.com/blog/how-to-troubleshoot-reftabs-powerbi-desktop-connector): Reftab offers an integration with Microsoft Power BI. We’ve developed a custom connector that you’ll need to download and configure. This guide can be used to help troubleshoot common issues.
- [IT and Software Asset Management with Reftab](https://www.reftab.com/blog/it-and-software-asset-management-with-reftab): When managing IT assets, maintaining organization, ensuring compliance, and controlling costs are top priorities for any organization. Reftab simplifies this process by offering a unified platform for hardware and software asset management.
- [A comprehensive Guide to Warehouse Management](https://www.reftab.com/blog/a-comprehensive-guide-to-warehouse-management): Warehouse management is about solving this fundamental problem. That’s how to keep track of a lot of stuff—tools, inventory, equipment—and make sure it’s all in the right place at the right time.

## Pages
- [ROI Calculator](https://www.reftab.com/roi-calculator): Add your headcount and spend to see what you could save.
- [Partners (VARs/MSPs/MSSPs)](https://www.reftab.com/partners): Reftab helps resellers and managed service providers deliver hardware and software asset management to their clients in one connected system that scales with your business.
- [Pricing Page F – Free Trial](https://www.reftab.com/pricing-trial): Free for teams to try. No commitment, no contracts, cancel any time.
- [Pricing Page D – Book Demo](https://www.reftab.com/pricing): Free for teams to try. No commitment, no contracts, cancel any time.
- [Pricing Page E](https://www.reftab.com/pricing-e): Free for teams to try. No commitment, no contracts, cancel any time.
- [Sitemap](https://www.reftab.com/sitemap): Sitemap Posts5 Best Practices for Managing IT Inventory8 Reasons Why You Should Use Asset Tracking SoftwareA comprehensive Guide to Warehouse ManagementA detailed guide for nonprofit inventory managementA detailed guide to asset management software for nonprofitsA Detailed Guide to Building an AV Equipment Checkout SystemA Detailed Guide to Facility Management SoftwareA Flexible Alternative to Jira's External Assets PlatformA guide to enterprise asset management softwareA Guide to Managing Your School’s Equipment RoomA guide to using Reftab with Microsoft Intune and Jamf for asset managementA Production Equipment Checklist for Creative Agencies and Production ShopsA production equipment checklist for film and media studentsActionable strategies to reduce software risk exposureActionable Tips for Heavy Equipment Asset ManagementAn Overview of Cloud Asset ManagementAn overview of the best computer inventory systemsIT Asset Management Software for Apple Business ManagerApril 2020 Release NotesAsset Change-log HistoryAsset Lifecycle Management Compliance Best Practices: What Auditors VerifyAsset Management Software for MSPs: Reftab's Comprehensive SolutionAsset Tags for Remote Employees: Best Practices for IT TeamsAugust 2020 Release NotesBest Asset Management Software in 2021Business Hours and Maximum Loan TimesCloud license optimization when your SaaS stack is out of controlConstruction Asset Management Software: The Complete Guide for ContractorsCustom Access RightsDo You Need IT Asset Management Software for SOC 2 Compliance?Easy Asset Look UpEnhanced SaaS Application Management with Okta and AzureExporting AssetsFeb 2021 Release NotesForbes Advisor Names Reftab Best IT Asset Management Software of 2025Google Workspace Asset Management for SchoolsGrant Asset Compliance Tracking: A Practical Guide for University Research OfficesHow AI coding tools are creating shadow IT compliance risksHow do I change the display image for an accessory?How to Choose Asset Management Software: A Practical ChecklistHow to forecast SaaS usage and license needsHow to Handle Rental Equipment Cleaning and MaintenanceHow to Implement a Preventive Maintenance ProgramHow to improve your business's operational efficiencyHow to integrate Reftab and Azure Active DirectoryHow to integrate Reftab and ZapierHow to Integrate Reftab and ZendeskHow to keep track of Rental EquipmentHow to Keep Track of School Equipment and ToolsHow to keep track of your church production equipmentApplication Usage Tracking | Reftab BlogHow to Pick the Right IT Asset Management SystemHow to Prepare for an Educational AuditHow To Print Asset LabelsHow to troubleshoot Reftab’s PowerBi Desktop ConnectorHow to use Reftab with Avery Sheets (with examples)How We StartedInspiration: Office ServicesIntegrate Reftab and OKTA for SSO and SCIMIT Advantages: Simple Procurement Tracking in Asset Management SoftwareIT and Software Asset Management with ReftabIT Asset Management SOC 2 Compliance: What IT Teams Get Wrong (and How to Fix It)IT Asset Tracking: Spreadsheet vs. Dedicated SoftwareJan 2020 Release NotesJanuary 2021 Release NotesJanuary 2026 Release NotesJob Site Tool Tracking: How to Stop Losing Tools Between ProjectsJuly / August 2021 Release NotesKey features to look for when choosing asset management software for your small businessLatest News!Latest Reftab UpdatesLoansMarch / April 2021 Release NotesThe 6 Stages of IT Asset Lifecycle ManagmenetMulti-Site Tool Management Software: How To Track Equipment Across Job SitesMulti-year contract lengths: Who really benefits?Never miss another software renewal: Alerts that save your budgetNew Feature: User Request PortalNew Features AddedNew Field Type - Defined ListsNew Mobile App UpdatesNEW: Asset Depreciation / Additional Reminder EmailsNew: Import Your Asset LoansNEW: Relative Reports and Currency FieldNews!Nonprofit Inventory Management: A Detailed GuideOur API is now publicProactive Maintenance: How to be Efficient with Work OrdersReftab’s New Multi-Category Asset ImporterRecent UpdatesReftab - How to integrate Jira and Reftab to manage IT and service desk requestsReftab Achieves SOC 2 Type 2 Certification: Strengthening Our Commitment to Security and Customer TrustReftab can read barcodes!Reftab January 2022 Release NotesReftab Jira Integration – How ToReftab June 2022 Release NotesReftab on 2026 Capterra Shortlist for Maintenance Management SoftwareReftab Named to the 2026 Capterra Shortlist for Fixed Asset Management SoftwareReftab - Awarded Best free maintenance management softwareReftab Recognized with Multiple Accolades from Capterra, Software Advice and GetApp in 2025Reftab Recognized with the 2025 "Best Ease of Use" Award for IT Management Category and MoreReftab Release Notes (late Fall 2024)Reftab's Fall 2024 Release NotesReftab's Spring 2023 Release NotesReftab's Spring 2025 Release NotesReftab's Summer 2023 Release NotesReftab's Summer 2024 Release NotesReftab's Summer 2025 Release NotesReftab's Winter 2024 Release NotesReftab's Winter 2025 Release NotesReftab's UI Refresh | What's Changing and WhySaaS License Optimization: How IT Teams Reduce SaaS WasteScanning pre-existing or pre-printed barcodes with the Reftab mobile appSeptember 2026 Release NotesSoftware Asset Management Best Practices: 7 Tips for Managing Physical and Digital AssetsSoftware asset management: How to control cost and complianceSoftware License Audit Checklist: 12 Steps for BeginnersSpring 2026 Release NotesStop surprise charges with software renewal tracking visibilityStreamlining IT Asset Management with Zero-Touch DeploymentSubmitting Bookings and Reservations in ReftabSummer 2026 Release NotesThe 5 different approaches to asset management solutionsThe Best Asset Management Software for UniversitiesThe Definitive Guide to Maintenance Management SoftwareThe Reftab App!The State of Software Tracking: How IT Teams Manage Software Assets in 2026The Ultimate Asset Tracking and Management SolutionQuick Guide on IT Asset Management ToolsThe Ultimate Guide to Tool ManagementTrack Inventory & More FeaturesTracking Microsoft 365 Licenses with Reftab's SaaS DiscoveryUpdates to Asset ID'sUpdates To SSO - Just-in-Time ProvisioningWhat Assets Should I Track? Types of Fixed AssetsWhat is a kit template and how can I create them?What is asset management software?What Is Asset Tracking? Why Do It?What is Preventative Maintenance Software?What is SCIM Provisioning? Overview of Benefits, How it Works and MoreWhat is Software Asset Management and Why Your Organization Needs ItWhat we've been working onWhen to Archive vs. Delete Assets: ITAM Best PracticesWhy you need automated app discovery in your companyYour software inventory is missing apps. Here's how Reftab finds them automatically.PagesBuilding IT Asset Management Software Since 2013 Best Asset Management Software With Barcodes Snipe-IT Alternative: Compare Reftab vs. Snipe-IT (2026)IT Asset Management & Software Tracking Book a Demo Need help? Our Team is Here For You! EZO AlternativesReftab & GDPR Asset Management Software - Simple & Intuitive Simplifying Asset Management for Every Industry Best Asset Management Software for Construction Companies Best Asset Management Software for Schools Best Asset Management Software for Healthcare Best Asset Management Software for Nonprofits Customizable Asset Management Software for Every Industry Technology Asset Management Software Best Asset and Inventory Management Software Torii Alternative: Reftab vs. Torii for SaaS ManagementEquipment Maintenance and Work Order Software Best Mobile Asset Management and Maintenance Software IT Asset Management Reseller & MSP ProgramIT Asset Management Pricing & PlansOur Privacy Policy Asset Management for IT & Beyond Hardware Asset Management Software for IT TeamsTrack All of Your IT Spending Accurately Manage All Your Tools in One Place Manage and Assign Equipment to your Team Software Asset Management & SaaS License Tracking Procurement Tracking Software The Place For Insights and Solutions How Our Asset Management Services Help Businesses IT Asset Management ROI CalculatorAsset Management Software With User Request Portal Reftab Terms of Service FAQsA Guide to Reftab’s Approval Flows and Procurement TrackingAccessories & Consumables in ReftabAccount Already Exists Error?Adding Billing Records to Software LicensesAdding Images to Maintenance Forms - How ToAn Overview of Maintenance in ReftabAn Overview of Reftab's Recent Updates to Software Asset ManagementAsset Overlay - How to update assets with unique values in bulkAsset Tag Scanning: QR vs. BarcodesHow to Scan and Reconcile Assets in Reftab AuditsAutomated Workflows ReferenceAutomatically Report on Disabled Users with EquipmentBilling History and Downloading Invoices and ReceiptsCan accessories be organized into categories?Can Asset Categories be Nested so as to have Categories within Categories?Can I automatically return equipment at a scheduled time?Can I change the due date or return time of assets and loaned equipment?Can I create sub locations?Can I edit assets in bulk by supplying asset IDs?Can I omit a URL prefix on my QR Codes?Can I restrict items for loan until they are cleaned?Can I restrict the amount of assets loaned?Can I update asset status labels automatically?Can Reftab Automatically Move Assets to Different Locations?Can Reftab send emails from my Gmail Account?Can Reftab send emails using SMTP?Can Reftab Track Installed Software?CDW + Reftab Integration Troubleshooting GuideChanging date formatsConfiguring Low Quantity Alerts on Asset TypesConfiguring Reservation Approvals from RequestsConsumable Transactions Using Reftab Mobile AppCreating Custom Email Alerts for Assets Requiring AttentionCustom Loan FieldsDisplay a custom notice in the portalDo archived assets count towards my total asset count?Do you interface with any bookkeeping software?Does Reftab Allow Creating Custom Emails?Does Reftab have a Zapier IntegrationDoes Reftab Integrate with Jira?Does Reftab offer a non profit / education discount?Does Reftab offer an API?Domain Verification for SAMLEncountering issues with Intune asset auto-assignment?Expression Fields Reference Getting started with Reftab - Walkthrough Setup GuideHow to integrate Google Workspace with ReftabGoogle Workspace LDAP SyncHow can I change the Reftab billing account?How Can I Clone Assets?How can I delete assets in bulk?How can I re-sync assets in Jira?How can I set my currency?How can I trial Reftab for free?How do I use a handheld scanner to check out items faster?How can I verify custody of assets?How Do I Archive Deprovisioned Google Workspace Assets?How do I change the display image for an accessory?How do I configure Reftab as an OKTA application for SSO?How do I configure SCIM with OKTA?How do I configure SSO with JumpCloud?How do I configure SSO with OneLogin? | Reftab FAQReftab n8n IntegrationHow do I create a Maintenance Form PDF?How Do I Customize a Category and Fields?How Do I Integrate My HR System with Reftab?How do I integrate NinjaOne with Reftab?How do I integrate Reftab with Apple Business Manager? How do I Integrate Reftab with Hello Retriever?How Do I Integrate Reftab with ZentralHow Do I Integrate with FleetDM?How do I integrate with Xero? How do I replace or change the main administrator account?How do I set business hours?How do I setup and report on asset depreciation?How do I setup and utilize Onboarding and Offboarding?How do I use custom expression fields?How Does Asset ID Generation Work in Reftab?How does Jira display assets to end users?How does Reftab keep my data secure?How does Reftab prevent duplicate assets? How to “Filter Assets by Available Dates” in ReftabHow to Access the User PortalHow to add additional user accounts and setup access restrictions?How to Add Barcodes to Accessories and KitsHow to Adjust Your Asset Count in ReftabHow to Archive a Loanee (user)A Guide on Archived Assets in ReftabHow to Audit Fixed Assets in ReftabHow to Automate Pre-Trip InspectionHow to Automate Your Dell Warranty LookupsHow to Automate Your Lenovo Warranty LookupsHow to automatically update asset details and field data using workflowsHow To Cancel Your Reftab SubscriptionHow to change an asset’s categoryHow to Check In Assets in BulkHow to check out assets and accessories in bulkHow to Choose the Right Barcode Label PrinterHow to configure and track unit costs in ReftabHow to configure preventative maintenance in Reftab?How to Configure Reservation Reminder EmailsHow to connect Reftab to Google Data StudioClick “Save Job Schedule” when done. All users who have assigned maintenance will get an email based upon the hours you’ve set.How to Automatically Back Up Your Reftab DataHow to Customize your User PortalHow to delete a Main Account?How to Display Zendesk Tickets on Linked Assets in ReftabHow to edit assets in bulk in ReftabHow to edit Locations and Sub Locations?How to Enable Okta SaaS Discovery with ReftabHow to Export a Report to ExcelHow to Filter Assets by Reservation AvailabilityHow to Find Duplicate LoaneesHow to Group Loans and ReservationsImport Current Asset Assignments from Your SpreadsheetHow to import Reftab Assets to the Avery DesignerHow to Integrate Claude with ReftabHow to Integrate Jamf School with ReftabHow to Integrate Lansweeper with ReftabHow to Integrate OpenAI with ReftabHow to Manually Assign Assets in ZendeskHow to Merge Asset FieldsHow to Merge Duplicate LoaneesHow to Perform Maintenance with the Reftab AppHow to prevent duplicate serial number fieldsHow to reference another user as a manager or supervisor in Reftab from OktaHow to Report on Reservations in ReftabHow To Reserve Consumables in ReftabHow to Run a Report on Inventory Checked out During a Specific TimeHow to send additional overdue loan emailsHow to set Default Loan Period and Max Loan TimesTrack software licenses with Reftab's Microsoft Entra IntegrationHow to Setup Email SMTP Settings with Office365 OAuth2 Authentication with ReftabHow to Setup Kandji Integration with ReftabHow to Setup Microsoft Teams IntegrationsHow to Set up SCIM with Microsoft Entra ID in ReftabHow to setup Single Sign-On (SSO) of Reftab with Active Directory Federation Services (ADFS 2.0)?How to Setup Slack Channel IntegrationsHow to Setup Tool Sharing in ReftabHow to start a Reftab subscriptionHow to sync Cisco Meraki with ReftabHow to Sync Reftab and Google Looker StudioA guide on how to track software licenses in ReftabHow to Transfer Consumable AccessoriesHow to Troubleshoot Reftab Agent and View Agent Logs in Windows OSHow to troubleshoot Reftab's PowerBi Desktop ConnectorHow to unlock a sub-user's accountHow to unlock a sub-user’s accountHow to update or change an asset image?How to use a Public Calendar with ReftabHow to use consumables within a maintenance work-order formHow to use Postman with Reftab’s API?How to use Reftab Asset Management Software with No code or Low Code PlatformsHow to Use Reftab for Software Access Reviews for SOC 2 & ISO 27001How to use time blocks in ReftabHow to Use Zebra Designer to Print Barcodes in Bulk?How to utilize barcodes and scanning for stock-take (consumables)Auto-Assign Asset Locations via Loanee Fields in WorkflowsAzure Active Directory integration with SAML SSOHow To: Integrate JAMF with ReftabHow To: Integrating CDW Assets with ReftabHow to: Purge your Reftab DataHow To: Setting Rental RatesHow to: Setting up recurring reservationsHow to: Submit Reservations via the Reftab Mobile AppHow To: Tag and Manage Deployed Assets in ReftabHow to: Use Automated Workflows to change Asset Status Labels based on Maintenance FieldsHow to: Use the Updated Reftab Mobile App for Asset ManagementHow to: Utilize Integration Sync LoggingHow to: Utilize Preset Asset TitlesImporting Assets from an Excel Spreadsheet into ReftabImporting Locations in Bulk with ReftabIntegrating Mosyle with Reftab: Step-by-Step InstructionsIntroduction to the Reftab Browser Extension Is Reftab cloud based or self hosted?Is there an agent to install on Windows and macOS to automatically inventory IT assets?License Surveys – How toSet a Maximum Reservation Limit for UsersList of email variablesReftab's MCP Server ReferenceMS Intune Integration Guide – How to integrate Microsoft Intune with ReftabMulti-Tenancy, Creating/Deleting Tenants and Provisioning UsersNew Utilization Features in Okta and Azure SaaS Discovery Integration with ReftabOverview of Reftab's Equipment Request FeatureOverview of Reftab’s Equipment Request FeaturePreventing Check-outs for Specific UsersPrinting asset tag labels in ReftabReftab LDAP Sync Configuration GuideReftab Power BI IntegrationReftab PowerShell ScriptReftab Reservation and Checkout Settings FAQReftab’s Default User Access Roles ExplainedRequiring Electronic Signature upon CheckoutResetting a Reftab password / resending activate account emailsScanning pre-existing or pre-printed barcodes with the Reftab mobile appSend Email Alert for Upcoming Assets and Loans Due for ReturnSend Email Alerts to a Location’s Primary Email AddressSyncing Jamf Devices to Specific Locations in ReftabTitle must be present when importing assetsTrack Adobe Licenses Automatically with Reftab’s Adobe IntegrationTransfer and track accessories across multiple locationsUnable to see Jira issues on Reftab assetsUser authenticated, but email not in Reftab and attribute mapping failedUser details not updating after provisioningUsing Asset Barcode PrefixesView Email LogsViewing and Exporting Logs in ReftabWhat HR System does Reftab connect to?What is a kit template and how can I create them?What is Reftab?What kind of fields does Reftab allow you to configure?Why Don’t My Reftab Asset Counts Match My Asset Quota?Zendesk Error: Custom field of Assets is missing for ticketsSuccess StoriesCase study - How a Two-Person IT Team Manages 12,000 Devices with ReftabGrand Canyon University Case Study: Modernizing IT Asset Management with ReftabImproving a University's Management ProcessHow Reftab Tracks Assets for 500+ EmployeesManaging Living Water International AssetsManaging Nuvve's Charging Station AssetsCase Study: How a Construction Firm Scaled IT Asset TrackingManaging 1,200 Assets and Accessories with ReftabCustomizable Asset Management for Expanding WineryHow the National Space Centre Automates IT Asset Tracking with Reftab | Reftab Case StudyTransforming the Uni's Asset Management with ReftabHow Vanderbilt Runs Media Equipment Checkout for StudentsHow Reftab's Tool Tracking Transformed Our BusinessCategoriesIT Asset ManagementSoftware Asset ManagementMaintenance ManagementProduct Updates
- [Reftab Facts | Official Reference ](https://www.reftab.com/facts): This is the official reference guide for verified information about Reftab. It provides current facts and product information for customers, partners, search engines, and AI assistants looking for accurate information about Reftab.
- [Looking for a Torii Alternative? Reftab vs. Torii (2026)](https://www.reftab.com/torii-alternative): A Torii alternative for SaaS and software management
- [Book a Demo C](https://www.reftab.com/pricing-c/book-demo): "I wasn't really expecting to have that kind of an effect because now we can do things faster. We can do things better, and it's just very clear. It makes us look good to our department."
- [Asset Panda Alternatives](https://www.reftab.com/asset-panda-alternatives): Interested in Asset Panda alternatives? Discover why 1,000+ IT teams trust Reftab for managing hardware, software, and IT spend. No elaborate implementation project required and support that actually responds same day. 
- [Book a Demo B](https://www.reftab.com/pricing-b/book-demo): "I wasn't really expecting to have that kind of an effect because now we can do things faster. We can do things better, and it's just very clear. It makes us look good to our department."
- [EZO Alternatives](https://www.reftab.com/ezo-alternatives): Award-Winning IT Asset Management Software for 1,000+ Companies
- [Best Snipe-IT Alternative? Reftab vs. Snipe-IT (2026)](https://www.reftab.com/snipe-it-alternatives): Award-Winning IT Asset Management Software for 1,000+ Companies
- [Mobile Asset Management Software](https://www.reftab.com/mobile-asset-management-maintenance-software): Use the mobile devices your team already has.
- [Asset Tags & Barcodes](https://www.reftab.com/custom-asset-tags): Design and print your own asset tag labels with your company logo and custom text. Print directly to label printers such as Dymo, Brother, Zebra or print to Avery templates. Scan barcodes for easy asset lookups, check in and check out.
- [Self Serve Booking Portal](https://www.reftab.com/customizable-request-portal): Reftab's self-service, request and booking software allows you to display inventory to students, staff or team members that need to quickly request equipment for use. Users can easily browse for equipment and manage asset check-ins, check-outs, and real-time monitoring, eliminating the need for constant administrative oversight.
- [Inventory & Consumables](https://www.reftab.com/free-inventory-tracking-software): Effortlessly manage consumables and accessories with our powerful tracking tool. Stay organized with stock, ensuring efficient utilization for your business. Simple, automated alerts can be sent to keep you informed of low inventory. Automations and integrations available for more up-to-date and accurate records.
- [Requests & Approvals Workflow](https://www.reftab.com/procurement-tracking-software): Reftab's platform offers a centralized service catalog for hardware and software, enabling users to submit requests efficiently while giving administrators the tools to track software usage and manage spending effectively.
- [Maintenance Management & Work Orders](https://www.reftab.com/maintenance-management-and-work-order-software): Reftab is the easiest way to track all of your tools and manage equipment maintenance. Our software offers a sleek, customizable solution for tracking calibrations, inspections, usage, & more. All are tailored to meet your crew's every need.
- [Book a Demo](https://www.reftab.com/book-demo): "I wasn't really expecting to have that kind of an effect because now we can do things faster. We can do things better, and it's just very clear. It makes us look good to our department."
- [Terms of Service](https://www.reftab.com/terms-service): Last Updated: October 14, 2025
- [Subscription Terms](https://www.reftab.com/subscription-terms): The specific software, software-as-a-service for which you have contracted (the "Services") will be identified in a print or electronic document identified in your account. Your account will identify each transactions pricing and related provisions and may reference or link to supplemental terms, agreements or policies. The identifying information in your account, together with these Terms of Sale form a single contract (the "Agreement"). "Reftab", "we", "us" or "our" means Reftab LLC or Affiliate(s). "You" or "your" means collectively the other entity(ies) executing or assenting to the Agreement. "Affiliate" means any entity that controls, is controlled by, or is under common control with, another entity. An entity "controls" another if it owns directly or indirectly a sufficient voting interest to elect a majority of the directors or managing authority or otherwise direct the affairs or management of the entity.
- [GDPR](https://www.reftab.com/gdpr): Reftab is GDPR compliant and is committed to providing our users with the best possible experience to ensure that they can safely rely on our platform to fit their needs. Our goal is to be as transparent as possible with our users about the data we collect to provide that service, how it is used, and with whom it is shared.
- [Privacy Policy](https://www.reftab.com/privacy-policy): We value your privacy very highly. Please read this Privacy Policy carefully before using the www.reftab.com Website (the "Website") operated by Reftab LLC, a(n) Limited Liability Company formed in New York, United States ("us," "we," "our") as this Privacy Policy contains important information regarding your privacy and how we may use the information we collect about you.
- [Other Industries](https://www.reftab.com/industries/others): other industries
- [Construction](https://www.reftab.com/industries/construction): construction
- [Non Profits](https://www.reftab.com/industries/non-profits): non-profits
- [Healthcare](https://www.reftab.com/industries/healthcare): Healthcare
- [Education](https://www.reftab.com/industries/education): EDUCATION
- [Technology/IT](https://www.reftab.com/industries/technology): Technology/IT
- [Industry](https://www.reftab.com/industries): Reftab simplifies asset management for IT, technology, education, healthcare, and more. A versatile platform designed to meet the unique needs of any industry.
- [People Management](https://www.reftab.com/product/people-management): Keep employees accountable for the devices in their possession. Reftab's check-in and check-out system makes it easy to assign equipment and track custody. Automated ownership verifications confirm users still have their gear and that it's working. Set return dates, refresh reminders, and let Reftab handle the follow-up.
- [IT Spend Management](https://www.reftab.com/product/it-spend-management): Stop guessing what assets are in stock, what's been spent, or who approved it. Reftab connects your IT assets, employee requests, and budget planning in one platform, so you can reduce waste, stay compliant, and plan with confidence.
- [Maintenance Management](https://www.reftab.com/product/maintenance-management): Reftab is the easiest way to track all of your tools and manage equipment maintenance. Our software offers a sleek, customizable solution for tracking calibrations, inspections, usage, & more. All are tailored to meet your crew's every need.
- [Software Asset Management](https://www.reftab.com/product/software-asset-management): Get visibility into the software your organization uses without building and maintaining a software inventory by hand.
- [Hardware Asset Management](https://www.reftab.com/product/hardware-asset-management): Automatically sync devices from Intune, Jamf, Kandji, and other IT systems. Track who has each device, where it is, what it costs, and where it is in its lifecycle, all in Reftab.
- [Product](https://www.reftab.com/product): Designed for end-to-end asset management - from IT hardware and SaaS to maintenance and facilities.
- [Pricing](https://www.reftab.com/pricing-a): Free for teams to try. No commitment, no contracts, cancel any time.
- [Blog](https://www.reftab.com/blog)
- [Resources](https://www.reftab.com/resources): Find all the latest news and knowledge on asset management software, along with our success stories.
- [Contact Us](https://www.reftab.com/contact-us): Find answers to your questions below. Contact us if you couldn't find what you're looking for.
- [Reviews](https://www.reftab.com/reviews): Organizations of all sizes and industries trust Reftab to manage their assets efficiently and save time and money. See what our customers have to say.
- [About Us](https://www.reftab.com/about-us): 100% designed and developed by our team in the USA
- [Homepage](https://www.reftab.com/): Trusted by 1,000s of IT teams, Reftab's cloud-based asset management software replaces spreadsheets with an all-in-one platform. Track hardware, software, equipment, and spend.

## FAQs
- [How to Automatically Set Loans Due and Apply Asset Status Labels on Offboarding](https://www.reftab.com/faq/how-to-automatically-set-loans-due-and-apply-asset-status-labels-on-offboarding): When someone leaves your organization, you can have Reftab set their loans due right away and mark their assets with a status label, all as soon as their offboarding ticket is created. In this guide, we'll build a workflow that does exactly that.
- [How to Set Up Onboarding and Offboarding Notifications](https://www.reftab.com/faq/onboarding-and-offboarding-notifications): Reftab can notify you about onboarding and offboarding tickets in three ways: built-in emails, ticket subscriptions, and workflows. In this guide, we'll walk through each one so the right people hear about a ticket without having to check the queue.
- [How to Connect Reftab’s MCP Server to ChatGPT](https://www.reftab.com/faq/how-to-connect-reftabs-mcp-server-to-chatgpt): Reftab's MCP server lets ChatGPT answer questions about your Reftab assets, loans, licenses, and people in plain language. Once connected, you can ask things like "how many assets are currently checked out?" and ChatGPT will look up the answer in Reftab for you. The connection is read-only, so ChatGPT can view your data but can never create, change, or delete anything.
- [How to Set a Default Value on a Field](https://www.reftab.com/faq/how-to-set-a-default-value-on-a-field): A default value pre-fills a field on every new asset that has the field, so your team doesn't have to enter the same value each time. You set it once on the field, and each asset starts with that value.
- [An Overview of Maintenance in Reftab](https://www.reftab.com/faq/an-overview-of-maintenance-in-reftab): Maintenance in Reftab records the work done to keep an asset in service — repairs, inspections, cleaning, calibration — as a work order filled in on a form you design. The record stays on the asset, and workflows can react when work starts and finishes.
- [How to start a Reftab subscription](https://www.reftab.com/faq/how-to-start-a-reftab-subscription): To start a Reftab subscription, you'll need to log into your Reftab account. If you don't have an account, create one here.
- [MCP Server Reference](https://www.reftab.com/faq/mcp-server-reference): The Reftab MCP server lets AI assistants such as Claude and ChatGPT answer questions about your Reftab assets, software licenses, loans, and people using plain language.
- [Automated Workflows Reference](https://www.reftab.com/faq/automated-workflows-reference): Reftab's automated workflows let you react to things happening in your account — an asset being created, an item checked out, a maintenance closed out — and automatically apply a status, send an email, change a field, or take another action, without anyone lifting a finger.
- [How to Integrate OpenAI with Reftab](https://www.reftab.com/faq/how-to-integrate-openai-with-reftab): The OpenAI integration allows Reftab to import OpenAI API usage and cost information and associate usage with individual users.
- [How to Integrate Claude with Reftab](https://www.reftab.com/faq/how-to-integrate-claude-with-reftab): The Claude integration allows Reftab to import Claude API usage and cost information and associate usage with individual users.
- [Audit Scanning and Reconciliation Guide](https://www.reftab.com/faq/audit-scanning-reconciliation): Audits let you verify the physical location and status of your assets against your records. There are two distinct phases — scanning and reconciliation; and two distinct roles: Auditor and Reconciler.
- [How to Use Reftab for Software Access Reviews for SOC 2 & ISO 27001](https://www.reftab.com/faq/software-access-reviews-for-soc-2-and-iso-27001): Software Access Reviews are a structured process for verifying that the right people have the right level of access to your software applications. An application owner is assigned to review every user assigned to an app and decide whether each person's access should be maintained, revoked, or modified.
- [Why Don’t My Reftab Asset Counts Match My Asset Quota?](https://www.reftab.com/faq/why-reftab-asset-counts-do-not-match-quota): You may notice differences between the asset counts on the Assets page and the Locations page, or wonder why you're at your quota limit even though the total count of assets appears lower. Most of the time, this is due to assets that were checked out and then archived, and never checked back in. But keep reading, this guide will help clarify how Reftab tracks and counts your assets.
- [Accessories & Consumables in Reftab](https://www.reftab.com/faq/accessories-consumables-in-reftab): Reftab separates bulk-tracked items into two distinct types: Accessories and Consumables. While they look similar on the surface, they serve different purposes and behave differently in the system.
- [Getting Started with Reftab — IT Asset Management Guide](https://www.reftab.com/faq/getting-started-with-reftab-it-asset-management-guide): Who this guide is for: IT administrators and IT managers who are setting up Reftab to track laptops and other IT equipment — and who are likely migrating from a spreadsheet.
- [How do I Integrate Reftab with Hello Retriever?](https://www.reftab.com/faq/how-do-i-integrate-with-retriever): Reftab integrates with Hello Retriever to help IT teams retrieve laptops and monitors from remote employees. Once connected, admins can start a Hello Retriever return directly from an asset in Reftab.
- [Adding Billing Records to Software Licenses](https://www.reftab.com/faq/adding-billing-records-to-licenses): Billing records allow you to track historical software spend directly within a license. These records feed into:
- [Reftab Reservation and Checkout Settings FAQ](https://www.reftab.com/faq/reftab-reservation-and-checkout-settings-faq): Reftab gives admins several ways to control how users reserve, check out, and return assets. These settings help organizations manage shared equipment, prevent overbooking, limit how long items are in use, and give staff enough time to prepare items before pickup.
- [How Do I Integrate with FleetDM?](https://www.reftab.com/faq/how-do-i-integrate-with-fleetdm): This guide walks you through integrating FleetDM with Reftab. Once connected, devices from FleetDM will flow into your Reftab account automatically, helping keep your asset records accurate without manual imports. Configuration is straightforward and only takes a few steps.
- [How do I integrate with Xero?](https://www.reftab.com/faq/how-do-i-integrate-with-xero): Reftab integrates with Xero to sync and map invoices to your licenses. In this guide we will cover the following:
- [How do I connect n8n to Reftab?](https://www.reftab.com/faq/how-do-i-connect-n8n-to-reftab): Using Reftab’s Open API with n8n lets you build powerful automations, from syncing assets with your other platforms to triggering specific alerts when equipment is checked out. This guide walks you through connecting your Reftab account to the official Reftab n8n node.
- [How to Merge Asset Fields](https://www.reftab.com/faq/how-to-merge-asset-fields): This guide shows how to merge data from one field to another in Reftab. For example, if you've ended up with two fields containing the same type of data — say, "Date Purchased" and "Date of Purchase" — this guide explains how to consolidate them by moving data from one field into the other, so your records stay clean and consistent.
- [How Do I Integrate Reftab with Zentral](https://www.reftab.com/faq/how-do-integrate-with-zentral): This guide walks you through connecting Reftab with Zentral. Once integrated, your inventory will automatically sync into Reftab, improving discovery and eliminating manual data entry. Setup takes just a few steps.
- [Introduction to the Reftab Browser Extension](https://www.reftab.com/faq/reftab-browser-extension): The Reftab Browser Extension is a lightweight tool that helps IT teams discover and track SaaS application usage across their organization. It's one of the key ways Reftab helps you get a handle on shadow IT. Whether your organization needs to comply with security policies and regulations like GDPR, or your IT team simply needs an automated way to log the software being used across the company without relying on manual data entry, the Reftab Browser Extension gives you that visibility.
- [How do I configure SSO with OneLogin?](https://www.reftab.com/faq/configuring-sso-with-onelogin): 1) Login to OneLogin as an Administrator
- [Expression Fields Reference](https://www.reftab.com/faq/expression-fields-reference): Reftab's calculated expression fields allow you to build dynamic, calculated fields using placeholders, operators, and functions.
- [How do I integrate Reftab with Apple Business Manager?](https://www.reftab.com/faq/apple-business-manager-integration): This guide walks you through connecting Reftab with Apple Business Manager (ABM). Once integrated, your Apple devices automatically sync into Reftab, improving asset discovery and eliminating manual data entry. Setup takes just a few steps.
- [How does Reftab prevent duplicate assets?](https://www.reftab.com/faq/how-does-reftab-prevent-duplicate-assets): Reftab is designed to safely synchronize endpoint-managed devices without creating duplicate assets or overwriting incorrect records. To accomplish this, Reftab uses a combination of Serial Number and integration specific identifiers to uniquely match devices to existing assets.
- [How do I use custom expression fields?](https://www.reftab.com/faq/how-do-i-use-custom-expression-fields): In this guide, we'll show you how Reftab can automatically calculate field values using formulas that reference other fields.
- [How to unlock a sub-user’s account](https://www.reftab.com/faq/how-to-unlock-a-sub-users-account): A Reftab admin can unlock any sub account from the “Sub-Accounts” page. Click "settings" > "sub accounts"
- [What is a kit template and how can I create them?](https://www.reftab.com/faq/what-is-a-kit-template-and-how-can-i-create-them): Kit templates in Reftab let you pre-define the components of a kit, ensuring all necessary items are included before handing it out. For example, before a photography shoot, a kit might need lenses, cameras, tripods, and lights. With a template checklist, you can easily define these items.
- [Asset Overlay – How to update assets with unique values in bulk](https://www.reftab.com/faq/asset-overlay-how-to-update-assets-with-unique-values-in-bulk-2): Asset overlay allows you to update assets in bulk where each asset requires a different field value.
- [Scanning pre-existing or pre-printed barcodes with the Reftab mobile app](https://www.reftab.com/faq/scanning-pre-existing-or-pre-printed-barcodes-with-the-reftab-mobile-app): The Reftab app can scan preexisting barcodes and qr-codes. As long as the asset number on the qr-code or barcode exists within your Reftab account prior to scanning, the app will recognize the item and pull up data.
- [How do I change the display image for an accessory?](https://www.reftab.com/faq/how-do-i-change-the-display-image-for-an-accessory): By using Reftab's mobile app, or the desktop site you can change the image of an accessory item.
- [Do archived assets count towards my total asset count?](https://www.reftab.com/faq/do-archived-assets-count-towards-my-total-asset-count): No, archived assets do not count towards your total asset count. Reftab allows you to store unlimited archived assets for free. For a guide on how to archive assets in Reftab, click here.
- [Overview of Reftab’s Equipment Request Feature](https://www.reftab.com/faq/overview-of-reftabs-equipment-request-feature): Users can submit requests for company equipment that may not be available and requires purchase or submit a request to reserve equipment when it's next back in stock. This centralized system ensures that requests are properly managed, documented, and authorized, removing the need for manual paperwork or email-based requests, which can easily become lost or delayed.
- [Does Reftab Allow Creating Custom Emails?](https://www.reftab.com/faq/does-reftab-allow-creating-custom-emails): Yes, Reftab lets you create custom emails, typically used within workflows. For example, if an asset undergoes maintenance and fails inspection, you can trigger an email to notify someone with the asset’s details. This ensures timely communication and provides the necessary information. This guide will show you how to set up this process, helping you use custom emails for other business-specific needs as well.
- [Adding Images to Maintenance Forms – How To](https://www.reftab.com/faq/adding-images-to-maintenance-forms-how-to): Images can be used to customize maintenance forms with logos, branding, and other visual elements, creating a polished and professional appearance like the forms depicted below.
- [Can Reftab Track Installed Software?](https://www.reftab.com/faq/can-reftab-track-installed-software): Yes, by setting up the Jamf, Intune or NinjaOne integrations, Reftab tracks installed software applications. When viewing an asset, you can click the tab labeled, "Licenses and Software". A table will appear showing installed software on the machine. Reftab uses AI to place each found software into a category, this not only makes it easier to read, but helps understand cost and usage by type. The system will constantly check against CVE, short for Common Vulnerabilities and Exposures - a list of publicly disclosed computer security flaws. If a vulnerability is found, you'll see it highlighted. You can click on the vulnerability notice and a pop-up will display showing more details.
- [How to troubleshoot Reftab’s PowerBi Desktop Connector](https://www.reftab.com/faq/how-to-troubleshoot-reftabs-powerbi-desktop-connector): Reftab offers an integration with Microsoft Power BI. We've developed a custom connector that you'll need to download and configure. This guide can be used to help troubleshoot common issues.
- [How to: Utilize Preset Asset Titles](https://www.reftab.com/faq/how-to-utilize-preset-asset-titles): Preset asset titles help maintain consistency when creating new assets by allowing you to predefine specific titles for each asset category. This guide walks you through the process of setting up, managing, and applying preset asset titles within Reftab.
- [Configuring Reservation Approvals from Requests](https://www.reftab.com/faq/configuring-reservation-approvals-from-requests): This guide will help you configure the request catalog (a.k.a. the request portal) to use approval flows. By doing so, your users will be able to log into your company portal and search for individual assets. They can click on a custom request button which will capture their desired pickup / return times for the item and also start an approval process. Approval processes can allow one or more people to view a request and approve it before the item is finally reserved and then checked out to the user.
- [How to: Purge your Reftab Data](https://www.reftab.com/faq/how-to-purge-your-reftab-data): In certain circumstances, it may be necessary to purge certain aspects of your data inside of Reftab. This guide will walk you through how to properly do this.
- [How do I create a Maintenance Form PDF?](https://www.reftab.com/faq/how-do-i-create-a-maintenance-form-pdf): Managing maintenance tasks efficiently often requires clear documentation and standardized forms. Within our platform, you can build a custom PDF to accompany your Maintenance Request Form, ensuring that all necessary information—like asset details, assigned personnel, and completion dates—is clearly laid out. The steps below guide you through creating this PDF template, from generating a base layout to adding images and customizing fields
- [User details not updating after provisioning](https://www.reftab.com/faq/user-details-not-updating-after-provisioning): If users are not updating properly after being provisioned from Azure/Entra to Reftab (e.g. name changes, department, titles, or disable status not showing), follow these steps:
- [Zendesk Error: Custom field of Assets is missing for tickets](https://www.reftab.com/faq/zendesk-error-custom-field-of-assets-is-missing-for-tickets): If you are experiencing issues with Zendesk and have encountered the error below, follow the steps in this guide to resolve it.
- [How to Setup Microsoft Teams Integrations](https://www.reftab.com/faq/how-to-setup-microsoft-teams-integrations): Reftab seamlessly integrates with Microsoft Teams, allowing you to send automated notifications directly to your team channels. Whether it's an asset being checked out, a reservation update, or a custom alert, connecting Reftab to Microsoft Teams ensures your team stays informed and aligned—right where they’re already collaborating.
- [How to Setup Slack Channel Integrations](https://www.reftab.com/faq/how-to-set-up-slack-channel-integrations): Reftab makes it easy to keep your team informed by sending automated notifications directly to your Slack channels. Whether it's a new asset check-in, upcoming maintenance, or reservations, you can seamlessly integrate Slack to ensure everyone stays up to date in real time.
- [Creating Custom Email Alerts for Assets Requiring Attention](https://www.reftab.com/faq/creating-custom-email-alerts-for-assets-requiring-attention): Reftab lets you set up custom emails triggered by specific actions, containing asset details so you know which item needs attention. This guide, for instance, shows how to create an email alert for assets that fail a diagnostic test.
- [How does Reftab keep my data secure?](https://www.reftab.com/faq/how-does-reftab-keep-my-data-secure): At Reftab, protecting your data is our top priority. We’ve built multiple layers of security into our infrastructure, application, and operations to ensure your information remains safe, private, and always available.

## Success Stories
- [How Vanderbilt Runs Media Equipment Checkout for Students](https://www.reftab.com/success-stories/vanderbilt-student-communications): A non-profit student newsroom replaced a paper sign-out binder with a self-service portal for equipment checkout. Now they have a system that enables a small team to keep up with student turnover.
- [How a Two-Person IT Team Manages 12,000 Devices with Reftab](https://www.reftab.com/success-stories/school-it-asset-management-braintree): A two-person IT team needed to track 12,000 devices across 7,000 students. Reftab gave them one platform to manage it all — from Chromebook loans to software licenses.
- [How Qanstruct Scaled Construction Asset Tracking with Reftab](https://www.reftab.com/success-stories/construction-asset-tracking-quanstruct): Spreadsheets couldn't keep up as this construction firm scaled. See how Qanstruct uses Reftab to track assets across multiple states from one platform.
- [How the National Space Centre Automates IT Asset Tracking with Reftab](https://www.reftab.com/success-stories/national-space-centre): The National Space Centre needed accurate asset data for Cyber Essentials compliance. Reftab automated IT asset tracking across Jamf, Intune, and SaltStack.
- [How Grand Canyon University Manages IT Assets Across a Growing Multi-State Operation](https://www.reftab.com/success-stories/grand-canyon-university): Multiple campuses. Rapid growth. Grand Canyon University uses Reftab to automate IT asset tracking and keep everything visible in one place.
- [How the University of the District of Columbia Replaced Spreadsheets with Reftab](https://www.reftab.com/success-stories/university-of-the-district-of-columbia): Reftab offers an intuitive system that scales with UDC’s needs without adding unnecessary overhead.
- [How Nuvve Manages EV Charging Assets Around the World with Reftab](https://www.reftab.com/success-stories/nuvve): Vehicle-to-grid company turns to Reftab for asset management across multiple locations worldwide.
- [How Living Water International Has Managed Global IT Assets with Reftab for 10 Years](https://www.reftab.com/success-stories/living-water-international): Discover how Reftab became the source of truth for asset management and helped the team stay organized even while managing a remote team.
- [How Johns Hopkins University Streamlined AV Equipment Management with Reftab](https://www.reftab.com/success-stories/johns-hopkins): Reftab has enabled Johns Hopkins University to efficiently manage, track, and maintain equipment usage and availability.
- [How Still Moving Media Manages 1,200 Assets Without Double Bookings](https://www.reftab.com/success-stories/still-moving-media): Reftab’s user request portal helped build a streamlined check-in and check-out system for the team.
- [How Weifield Tracks Thousands of Construction Tools with Reftab](https://www.reftab.com/success-stories/weifield-group): Reftab meets the specific needs of Weifield Group's operations, making tool management straightforward without requiring any coding skills.
- [How Keywords Studios Scaled Reftab from One Office to Global Asset Tracking](https://www.reftab.com/success-stories/keywords-studios): Reftab helped Keyword Studios track all their hardware, including what is available and its location in the offices across multiple cities.
- [How Stonebridge Built a Custom Winery Inventory System with Reftab](https://www.reftab.com/success-stories/stonebridge): Stonebridge Vineyards needed a simple, mobile way to track barrels, ingredients, and equipment as their winery grew. Reftab gave them a customizable solution that lets the team log and view inventory instantly while on the move.

## Integrations
- [OpenAI (Coming soon)](https://www.reftab.com/integrations/openai-coming-soon): Reftab imports OpenAI API usage and cost data and automatically matches it to the individual users generating it.
- [Claude (Anthropic)](https://www.reftab.com/integrations/claude-anthropic-coming-soon): Reftab's Claude integration surfaces usage and cost data for Claude, giving IT and finance teams visibility into a fast-growing line item before it becomes a budget surprise. Built for enterprise teams managing AI utilization.
- [Retriever](https://www.reftab.com/integrations/retriever): Reftab integrates with Retriever to simplify laptop returns during employee offboarding. Trigger return workflows from Reftab and keep asset records updated as devices are shipped back.
- [Google Data Studio](https://www.reftab.com/integrations/google-data-studio): Reftab’s integration with Google Data Studio turns your data into dashboards so you can quickly track usage, spend, and trends across your organization.
- [FleetDM](https://www.reftab.com/integrations/fleetdm): Automatically sync your FleetDM-managed devices into your asset inventory. Serial numbers, hostnames, hardware models, and OS details are pulled in and kept up to date, no manual entry required.
- [Xero](https://www.reftab.com/integrations/xero): Connect Xero to your Reftab account and automatically sync invoice details to get a clearer picture of software spend without needing manual input.
- [n8n](https://www.reftab.com/integrations/n8n): n8n allows you to connect thousands of different apps to automate your work. Utilize triggers and actions to send data to and from Reftab.
- [Zentral](https://www.reftab.com/integrations/zentral): Integrating Reftab with Zentral automatically syncs device details, ownership, and installed software, giving you full visibility without manual updates.
- [Firefox Browser Extension](https://www.reftab.com/integrations/firefox-browser-extension): The Reftab Firefox Extension brings automated app discovery to your organization by detecting SaaS applications as your team uses them. It quietly runs in the background, giving IT teams real-time visibility into software usage and helping uncover shadow IT before it becomes a security or compliance risk.
- [Chrome Browser Extension](https://www.reftab.com/integrations/chrome-browser-extension): The Reftab Google Chrome Extension brings automated app discovery to your organization by detecting SaaS applications as your team uses them. It quietly runs in the background, giving IT teams real-time visibility into software usage and helping uncover shadow IT before it becomes a security or compliance risk.
- [Apple Business Manager](https://www.reftab.com/integrations/apple-business-manager): Reftab's direct Apple Business Manager integration automatically syncs your Apple device serial numbers, warranty info, and purchase dates into your asset inventory, eliminating hours of manual data entry.
- [MS Teams](https://www.reftab.com/integrations/ms-teams): Reftab seamlessly integrates with Microsoft Teams, allowing you to send automated notifications directly to your team channels. Whether it’s an asset being checked out, a reservation update, or a custom alert, connecting Reftab to Microsoft Teams ensures your team stays informed and aligned—right where they’re already collaborating.
- [Slack](https://www.reftab.com/integrations/slack): Reftab makes it easy to keep your team informed by sending automated notifications directly to your Slack channels. Whether it’s a new asset check-in, upcoming maintenance, or reservations, you can seamlessly integrate Slack to ensure everyone stays up to date in real time.
- [HiBob](https://www.reftab.com/integrations/hibob): Integrating Reftab with HiBob automatically syncs user data and creates tickets for onboarding or offboarding, ensuring assets are assigned or reclaimed seamlessly.
- [Workday](https://www.reftab.com/integrations/workday): Integrating Reftab with Workday automatically syncs user data and creates tickets for onboarding or offboarding, ensuring assets are assigned or reclaimed seamlessly.
- [Bamboo HR](https://www.reftab.com/integrations/bamboo-hr): Integrating Reftab with BambooHR automatically syncs user data and creates tickets for onboarding or offboarding, ensuring assets are assigned or reclaimed seamlessly.
- [Microsoft Intune](https://www.reftab.com/integrations/microsoft-intune): Integrating Reftab with Microsoft Intune automatically syncs device details, ownership, and installed software, giving you full visibility without manual updates. Enjoy truly hands-free asset management and smarter, more efficient IT operations.
- [Jamf Pro / Jamf School](https://www.reftab.com/integrations/jamf-pro-jamf-school): Reduce or completely eliminate the need for manual data entry by integrating with Jamf. Sync Apple computers and mobile devices into Reftab to instantly populate your Reftab account and automatically assign devices to users.
- [Microsoft 365](https://www.reftab.com/integrations/microsoft-365): Sync your Microsoft platforms, including Office 365, with Reftab to streamline implementation and centralize license management. Automatically discover licenses and track which users are assigned to them, keeping all your license information in one location.
- [Zendesk](https://www.reftab.com/integrations/zendesk): Use the Reftab Zendesk plugin to display Reftab assets on Zendesk tickets. Linking support software with asset management software provides best-of-both-worlds functionality and seamless visibility.
- [Kandji](https://www.reftab.com/integrations/kandji): Sync devices from Kandji to Reftab automatically. By linking Reftab with Kandji, you eliminate the need for duplicate data entry. Our integration can automatically assign devices to users which allows you to spend your time on more important IT related tasks.
- [Dell](https://www.reftab.com/integrations/dell): Synchronize data from Dell to populate asset information, such as serial number, warranty dates, etc.
- [Jira Cloud](https://www.reftab.com/integrations/jira-cloud): A plugin for Jira for cloud is available to sync assets in Reftab to service desk tickets. Connecting Reftab to Jira allows asset details to be seen directly within Jira.
- [Lenovo](https://www.reftab.com/integrations/lenovo): Synchronize data from Lenovo to populate asset information, such as serial number, warranty dates, etc.
- [CDW](https://www.reftab.com/integrations/cdw): Linking Reftab with CDW streamlines asset tracking and procurement by sending pre-order details directly to Reftab, improving inventory management efficiency.
- [Lansweeper](https://www.reftab.com/integrations/lansweeper): Lansweeper's network discovery tool automatically adds assets to Reftab, providing essential device info like antivirus and firmware details to keep you compliant with IT security policies.
- [Okta](https://www.reftab.com/integrations/okta): Integrating Reftab with Okta lets you seamlessly sync users, enable secure single sign-on (SSO), and track SaaS applications connected through SSO.
- [Mosyle](https://www.reftab.com/integrations/mosyle): Sync devices from Mosyle to Reftab automatically and eliminate tedious data entry. Our integration can automatically assign devices to users which allows you to spend your time on more important IT related tasks.
- [Meraki](https://www.reftab.com/integrations/meraki): Automatically add Meraki devices into Reftab. Those WiFi access point installed in the ceiling, and installed switches in your networking closets are easily added into Reftab without you having to put in any manual work.
- [NinjaOne](https://www.reftab.com/integrations/ninjaone): Seamlessly sync devices and installed software from NinjaOne to Reftab and say goodbye to manual data entry. Streamline your workflow—so you can focus on driving smarter IT operations.
- [Adobe](https://www.reftab.com/integrations/adobe): Reftab integrates directly with Adobe to automatically sync user license assignments. This allows administrators to see which users have access to Adobe applications and track usage without manual updates.
- [Microsoft Entra ID](https://www.reftab.com/integrations/microsoft-entra-id): Integrating Reftab with Microsoft Entra lets you seamlessly sync users, enable secure single sign-on (SSO), and track SaaS applications connected through SSO, all from one centralized platform.
- [SAML 2.0](https://www.reftab.com/integrations/saml-2-0): SAML is a powerful standard that allows you to pass information about users, logins and attributes to leverage Single Sign-On and Just-in-time user provisioning.
- [Zapier](https://www.reftab.com/integrations/zapier): Zapier allows you to connect thousands of different apps to automate your work. Utilize triggers and actions to send data to and from Reftab.
- [SCIM](https://www.reftab.com/integrations/scim): SCIM makes managing user identities in cloud based services and applications easier. When users are created in Azure, they are instantly added to Reftab with the proper permissions. When users are removed, they are disabled in Reftab automatically!
- [Avery Sheets](https://www.reftab.com/integrations/avery-sheets): By default, Reftab prints to pre-defined Avery templates. You can print barcodes using a normal, office laser-jet printer. Print custom text, asset details etc. Reftab customers have access to discounts on select Avery templates!
- [Power BI Desktop](https://www.reftab.com/integrations/power-bi-desktop): Power BI Desktop enables you to develop deep, actionable insights for a broad range of scenarios. Explore your data, automatically find patterns, understand what your data means, and predict future outcomes to drive business results.
- [Reftab Open API](https://www.reftab.com/integrations/reftab-open-api): Reftab's powerful API allows you build custom integrations and sync data from any other platform.