Case Study: Maharishi University achieves streamlined AV equipment checkout and automated cloud asset tracking with BarCloud by Asap Systems

Cloud-Based Asset Tracking System Establishes Efficient Audio-Visual Equipment Check Out Process at University

Maharishi University of Management’s Media & Communications department needed a better way to manage and track hundreds of shared audio‑visual assets and computers used across multiple studios. Their paper-based, analog checkout process couldn’t keep up with growing student demand, caused heavy coordination overhead, and left the school vulnerable to equipment loss and poor visibility into asset status, location, and custodianship.

They implemented ASAP Systems’ BarCloud (Standard Tier + Mobile) to barcode and store asset data in the cloud, with staff training and a workflow for printing custom labels and entering assets. The solution enabled fast, mobile check‑outs/check‑ins, automatic email/text reminders, archived location and usage history, and custom reporting—resulting in clearer asset visibility, streamlined communication with students, and improved accountability and efficiency.

Maharishi University

Luke Stenger

Equipment Specialist