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Adding Devices

Adding devices to Manage1to1 is how you build your technology inventory. Each device record you create becomes part of your searchable database, allowing you to track assignments, incidents, and maintenance throughout the device's lifecycle.

There are several ways to add devices depending on your needs and the number of devices you're working with.

Permission Required

To add devices, you need the Create Devices permission assigned to your administrator role.

How to Add Devices​

Method One: From the Devices Menu​

The most direct way to add a single device is:

  1. Navigate to Devices > Add Device from the main menu
  2. Fill out the device information form
  3. Click Add to save the new device

This method is perfect when you're adding just one or two devices - for example, when a new purchase arrives or you're replacing a broken device.

Method Two: From the View Devices Screen​

If you're already working in the device list, you can add a new device without leaving the page:

  1. Navigate to Devices > View Devices
  2. Look for the Add Device button (usually at the top of the table)
  3. Click it to open the add device form
  4. Fill out the information and click Add

This approach is handy when you're doing inventory work and discover you need to add a device you didn't know about.

Understanding the Add Device Form​

When you open the add device form, don't be intimidated - you only need to fill out a few key pieces of information to get started. Fields marked with an asterisk (*) are required, while others are optional.

The form is organized into two main sections: device details on the left, and building assignment on the right.

Required Device Information​

These fields must be filled out before you can save a new device.

Status *​

This dropdown menu lets you choose the current state of the device. Think of status as answering the question "What's happening with this device right now?"

Common status options include:

  • Available: The device is ready to be checked out to a user
  • In Repair: The device is being fixed and unavailable
  • Damaged: The device has issues but might not be in active repair yet
  • Retired: The device is no longer in service

Your school can customize these status options to match your workflow. If you're not sure which status to select, "Available" is usually a safe choice for new devices that are ready to use.

info

Device statuses are configured by your system administrator in Settings > System Settings > Devices Tab. If you need a status that doesn't exist, ask your administrator to add it!

Date Purchased *​

Enter the date your school purchased or received this device. This field helps you:

  • Track device age for replacement planning
  • Group devices by purchase order or grant
  • Generate reports about technology spending over time

Click the date field to open a calendar picker, or type the date in MM/DD/YYYY format (for example, 12/25/2024). The field defaults to today's date, which you can change if needed.

Why this matters: Knowing when a device was purchased helps you plan for warranties, estimate remaining useful life, and make budgeting decisions.

Model *​

Select the make and model of the device from the dropdown menu. This identifies what type of device you're adding - for example, "Apple iPad Air 5th Generation" or "HP Chromebook 14 G6".

If you don't see the model you need in the list, you'll need to ask your system administrator to add it. Device models are configured in Settings > System Settings > Devices Tab.

Pro tip: The model you select here determines important details like the device type (iPad, Chromebook, laptop, etc.) and can affect how the device appears in reports.

Serial Number *​

Enter the manufacturer's serial number for this specific device. This is usually printed on a label on the device itself, often on the back or bottom.

Finding the serial number:

  • Apple devices: Look on the back of the device, or go to Settings > General > About on the device
  • Chromebooks: Often on a sticker on the bottom of the device, or type chrome://system in the address bar
  • Windows laptops: Usually on a sticker on the bottom, or check System Information in Windows

The serial number must be at least 3 characters long and must be unique - you can't add two devices with the same serial number. If you try to use a serial number that's already in the system, you'll get an error message.

Why serial numbers matter: They're essential for warranty claims, MDM enrollment verification, and ensuring you're tracking the exact right device.

Duplicate Serial Numbers

If you get an error that a serial number is already in use, double-check that you typed it correctly. If it's correct, the device might already be in your system - use the search function on the View Devices page to find it.

Asset Tag *​

Enter your school's unique asset tag or barcode number for this device. This is typically a sticker or label that your district applies to devices for inventory tracking.

Asset tags are often simpler than serial numbers - something like "12345" or "ELEM-001". Like serial numbers, asset tags must be at least 3 characters and must be unique across your entire device inventory.

If you don't have asset tags yet: Some schools generate simple sequential numbers (1, 2, 3...), while others use more complex systems that encode information like the building or device type. Talk to your district's technology coordinator about your asset tag system.

Why asset tags are important: They make it easy to identify devices at a glance and are essential for physical inventory counts. It's much easier to scan or type "12345" than a long manufacturer serial number!

Optional Device Information​

These fields provide additional details but aren't required to create a device record.

Loaner Device​

Toggle this switch to Yes if this device is part of your loaner pool - devices that are temporarily assigned to users when their regular device is being repaired or is unavailable.

When you enable the loaner toggle, a new field appears: Loaner Number. This identifier helps you keep track of your loaner fleet and supports both simple numbers and alphanumeric codes.

Loaner number examples:

  • Simple numbers: 1, 2, 3, 10
  • Building prefixes: CHS-001, EMS-042, WHS-L005
  • Descriptive codes: ELEM-LOANER-1, HS-SPARE-12

Building-prefixed loaner numbers are especially helpful when you have loaner devices spread across multiple schools. At a glance, you can tell that CHS-001 belongs to Charlotte High School while EMS-042 is from East Middle School.

Example workflow: You might have 10 loaner iPads at each building, numbered CHS-001 through CHS-010 at Charlotte High. When a student's device goes in for repair, you check out CHS-005 to them, and when their device is fixed, they return the loaner and get their original device back.

Loaner Management

Marking devices as loaners helps you quickly identify which devices are part of your temporary pool versus permanently assigned devices. You can filter the device list by loaner status to see your loaner availability at a glance. Loaner devices also appear with a special indicator in search results, making them easy to spot.

Custom Fields​

Depending on how your system is configured, you might see additional custom fields below the standard device information. These are fields your district has created to track information specific to your needs.

Common examples might include:

  • Grant or funding source
  • Protective case type
  • Home location (cart number, classroom, etc.)
  • Purchase order number

Fill these out if they appear and you have the information available. Your system administrator creates and manages custom fields in Settings > System Settings > Custom Fields Tab.

Building Assignment​

The right side of the add device form deals with building assignment - which school location this device belongs to.

Why Building Assignment Matters​

Building assignments serve two important purposes:

  1. Access Control: Only administrators with permission to a specific building can view and manage devices assigned to that building
  2. Organization: Buildings help you organize your inventory by location, making it easier to run reports and manage devices at specific schools

Choosing a Building​

You have two options:

Option 1: Select a specific building Choose a school from the dropdown menu to assign the device to that location. This is the most common choice - if you're adding iPads for Lincoln Elementary, you'd select "Lincoln Elementary" from the list.

Option 2: Select "All Buildings" This option makes the device visible to all administrators regardless of their building permissions. Use this for:

  • District-wide shared resources
  • Central office equipment
  • Devices that haven't been assigned to a specific location yet
Building Permissions

If you select a building, only administrators with permission to that building will be able to see and manage this device. Make sure you choose the right building!

What If I Don't Know the Building Yet?​

If you're not sure where a device will be assigned, you can:

  • Leave it set to "All Buildings" for now and change it later
  • Assign it to your central office or warehouse building as a holding location
  • Wait to add the device until you know its final destination

You can always change the building assignment later by editing the device record.

Saving Your New Device​

Once you've filled out all the required fields (and any optional ones you want to complete), click the Add button at the bottom of the form.

What Happens Next​

If everything is filled out correctly, the system will:

  1. Create the new device record
  2. Automatically redirect you to the new device's profile page
  3. Log the creation in the activity log

From the device profile page, you can add more details, check out the device to a user, or navigate back to the device list.

If You See an Error​

Common errors and how to fix them:

"This serial number is already in use"

  • The serial number you entered already exists in your system
  • Double-check that you typed it correctly
  • Search for the serial number in View Devices to see if the device is already there

"This asset tag is already in use"

  • Similar to the serial number error - someone already added a device with this asset tag
  • Verify you have the correct asset tag for the device
  • You may need to update your asset tag numbering system

"Please fill out all required fields"

  • You missed one or more fields marked with *
  • Scroll through the form and look for empty required fields
  • Red text or highlighting will usually indicate which fields need attention

Changed Your Mind?​

Click the Cancel button to go back to the previous page without saving. Any information you entered will be discarded.

Adding Multiple Devices at Once​

If you need to add more than a few devices, manually adding them one at a time can be tedious. Manage1to1 supports bulk device imports that let you add dozens or hundreds of devices from a spreadsheet.

Bulk Import Method​

The bulk device import feature is accessed through:

Settings > System Utilities > Bulk Device Import

This method requires you to:

  1. Download a CSV template
  2. Fill it out with your device information in Excel or Google Sheets
  3. Upload the completed file to Manage1to1

The system will process the file and create all the device records at once.

When to use bulk import:

  • You're adding devices from a new purchase order with 20+ units
  • You're migrating from another system and need to import your existing inventory
  • You're doing a complete inventory update across your district

For complete details about the bulk import process, CSV file format, and field requirements, see the Bulk Device Import guide.

After Adding a Device​

Once your device is added, you might want to:

  • Check it out to a user: Assign the device to a student or staff member
  • Add notes: Document any important information about this specific device
  • Update device information: Add insurance, attach a case, or fill in additional details
  • Configure MDM enrollment: If using mobile device management, ensure the device is properly enrolled

All of these actions are done from the device's profile page, which you can access by clicking on the device in the View Devices list.

Tips for Efficient Device Entry​

Based on what experienced Manage1to1 users have learned:

✅ Do:

  • Keep asset tag labels and a printer handy when adding new devices
  • Add devices in batches from the same purchase order for consistency
  • Use consistent naming and formatting across similar devices
  • Double-check serial numbers - they're easy to mistype

❌ Don't:

  • Rush through entering serial numbers - accuracy is critical
  • Forget to assign buildings - it makes devices harder to find later
  • Skip optional fields that your district uses - fill them out while you have the device in hand

Common Questions​

Q: Can I edit device information after adding it? Yes! You can edit any device details from the device's profile page. Click Edit, make your changes, and save.

Q: What if I made a mistake when adding a device? No problem - just edit the device record and correct the information. If you need to delete the device entirely (for example, you accidentally created a duplicate), you'll need the appropriate delete permission.

Q: Do I have to add devices before checking them out to users? Yes. You must create the device record in Manage1to1 before you can assign it to a user. Think of adding the device as creating its "file" in your system.

Q: Can multiple administrators add devices at the same time? Absolutely! Multiple administrators can add devices simultaneously without conflicts, as long as each device has a unique serial number and asset tag.

Need Help?​

If you're unsure about:

  • Which status to use: Ask your district's technology coordinator about your status workflow
  • Device models: Request that your system administrator add missing models to the system
  • Building assignments: Confirm with your supervisor which building to use for specific devices
  • Custom fields: Check with whoever configured your Manage1to1 system about what information goes in custom fields

Remember: Adding devices is a fundamental task in Manage1to1, and with a little practice, it becomes second nature. Don't be afraid to experiment - you can always edit or delete test devices as you're learning the system!

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