How K-12 School Districts Can Leverage Help Desk & Asset Management Software to Enhance Education During a Pandemic

6 Ways to Simplify Remote Learning Efforts Using Software


The COVID-19 pandemic turned the education industry on its head, but even with all the stress and challenges of remote and hybrid learning, our customers have demonstrated remarkable innovation. We’re amazed at all the ways school districts adapted to the changes to best support students, faculty, and staff. We have learned so much from the way school districts have pivoted this year to support distanced learning.

Here are 6 ways to enhance virtual school district administration and best support your students:

1. Access Software Anywhere

Cloud-based help desk software allows technicians to better support staff, students, and parents efficiently and consistently. That means that even during virtual and hybrid learning, staff, students, and their families can feel confident knowing they can get help from an IT staff member without leaving the safety of home. 

Remote tech support service allows you to maintain social distancing and avoid unnecessary in-person interaction while still assisting educators across the district.

By creating effective and organized 1:1 distribution and tracking now – plus empowering technicians to support those devices virtually – schools will have the systems in place needed to support virtual, hybrid, or dynamic in-person learning, and maintain oversight of those assets from afar. Even beyond a pandemic, this strategy will make learning tools more accessible to staff and students in the long run and open up possibilities for more creative educational methods.

2. Integration and Compatibility

Your solution should integrate with student information systems (SIS) and mobile device management (MDM), so keeping track of administrative information and student data is seamless. SIS integration creates streamlined data flow of everything from class rosters to device history. MDM paired with a physical asset management system can be used together to monitor the device’s internal aspect, and manage the physical asset. 

By centralizing data for greater visibility across district assets, your technicians can support devices essential for teaching and learning at home or in the classroom.

 3. Convenient Connectivity

One of the most innovative solutions we saw was when schools provided internet access to their students via hotspots. Some schools issued individual hot spots to students to take home along with 1:1 devices, while others set up hot spots in school parking lots. Parents and students could drive to the school, stay in their parked cars, and access the WIFI hotspot to do their work.

These hotspot solutions proved to be immensely helpful in less socioeconomically privileged areas and rural areas with less reliable connectivity. Districts use their school asset management systems to track these hotspots, assign them for take-home, and track other valuable assets schools used to provide internet or remote learning tools and devices.

4. Time-Saving Automation

Socially distanced learning has demonstrated the value of automation and customizable features of technology platforms. 

Now more than ever, school districts have streamlined workflows for technicians so they can be as efficient as possible. For example, Neosho Schools set up an auto-attendant to help students and staff access the specific technicians that they need. Automated systems like these save tech departments a lot of time since they don’t have to manually sort through the inquiries. They can focus on handling help desk tickets, managing projects, and working on non-pandemic related tasks. 

When it comes to help desks and ticketing systems, automation is key. By routing the inquiries to specific departments, parents, students, and teachers can spend less time finding the right place to find help. Issues are resolved faster, and staff and students can focus on learning.

5. Centralized Data

Centralizing data is the best way to streamline all your processes and even came to Bob Fishtrom’s rescue as the IT Director of Mountain View Los Altos. Fishtrom was quickly able to identify a faulty set of projectors issued to his school. He explained the situation of multiple projectors experiencing malfunctions to a customer support representative. He was immediately able to send over all the projectors’ complete data and exactly which ones had malfunctioned.  

Systems that act as modules of one another like, TIPWeb-IT and GetHelp, offer automatic data integration. Viewing their shared database, you can maintain an overview of asset health across the district, tracking where devices are, what they’re being used for, how many repairs they’ve had,  and which students or staff members have access to them. 

Fishtrom was able to send the data so quickly because all of the information about the projectors – the serial numbers, shipment dates, classroom locations, etc. – was logged in TIPWeb-IT and all of the repairs were tracked in  GetHelp. The data was accessible so quickly, Fishtrom sent it over while still on the call with the representative. As it turned out, the malfunctioning projectors were from a faulty shipment from the company and the vendor sent new projectors as replacements. 

6. Planning Made Easy

While students and staff rely on their teaching and learning devices now, those devices will need to be refreshed. It can be difficult to plan budgets that include technology refreshes for devices approaching end of life. On the other hand and as is the case currently, a global pandemic can exponentially increase demand and disrupt the supply chain. In the scramble for educational technology to facilitate virtual learning, many schools could not adequately supply their students with the necessary equipment. 

While we can’t go back in time to March, an inventory management platform can help school districts plan better for the future by helping forecast upcoming tech refreshes. TIPWeb-IT can run a report and help you establish, through inventory management, what devices you have, what devices you will need, and when you can expect to receive them.

About Hayes Software Systems


Hayes Software Systems has been committed to supporting K-12 educators since 1990. Hayes was founded by an educator who believed in impacting the lives of students by supporting school staff. Used in over 9,000 schools, including over 35 of the largest 100 school systems in the country, Hayes’ solutions impact over 8,000,000 students. As the educational landscape shifts, we are constantly shifting, too.

Contact us to learn how TIPWeb-IT can empower your district.

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