SmartOKS is a service desk and asset register for organizations with 50+ workstations: tickets, inventory, cartridges and stock, a knowledge base and reports. The agent collects PC specs by itself and spots swapped components. Live in a day, with no server of your own.
It works right up until something happens. An audit, a resignation or even a fortnight of annual leave, and the whole thing falls apart.
Network diagrams, passwords, repair history and the answer to "which printer is where" live in the sysadmin's head and personal files. Leave, sick days or a resignation, and the company goes blind.
"Come and take a look", Viber, phone calls, sticky notes on the monitor. What has been done, what fell through the cracks and how long a workstation sits idle — nobody can see.
The spreadsheet does not match reality, components get swapped unnoticed, and cartridges run out everywhere at once. Every inventory or audit starts from scratch.
SmartOKS turns that into a system: records that fill themselves in, and tickets that cannot get lost.
A small Windows program is linked to a device card by scanning a QR code, which takes about a minute. After that it runs without you: every time the computer starts up it checks its specifications against the card, and the system flags any change in configuration — accept it or open a ticket to look into it.
Modules covering the full cycle of IT management in your organization.
Staff submit requests through a public form or Telegram — no registration, no training. Every ticket gets a status, a priority and an owner; view them as a list or on a Kanban board. Losing a request is not possible.
A hierarchical map: buildings → rooms → workstations → devices, the same for an office, a workshop or a branch, with specifications, serial numbers and asset tags. Load your starting data from CSV templates, with the file checked before anything is written to the records.
A Windows program that fills in the records for you: on every start-up the PC reports its specifications to its own device card. Linking takes a minute with a QR scan. For older computers, import an HWiNFO or AIDA64 report instead.
Cartridges, toner and consumables by printer and by location: stock levels, refills, transfers and spend analytics. You can finally see where the cartridges you bought actually go.
Analyses your own data — tickets, equipment, knowledge base — and answers internal questions in natural language. Up to 200 requests a month on Education, unlimited on Pro.
Reports on equipment, tickets and consumables for management, finance and audit. What used to take a full day to assemble now exports in minutes.
A Confluence-style wiki for the IT department: hierarchical pages, a rich-text editor, nested sections. Procedures, standards and team knowledge stay with the company rather than in someone's personal files.
Internal department work sits on a Kanban board with checklists and comments (Education and above). The access matrix (Pro) is a visual table of permissions: which staff member can reach which of the organization's services.
Want to see it in action? We will run a demo built around your case — free, no strings attached.
Create an organization → Request a demoThe SmartOKS AI assistant works on the real data of your organization. It knows the status of your tickets, where each printer stands and what the knowledge base says. Ask, and get an answer in seconds.
Wiki documentation, the history of every ticket and the card of every device live in the system rather than in the administrator's personal files. A new IT hire takes over in a day instead of piecing the picture together for six months.
SmartOKS gives a director what a spreadsheet cannot: confidence that the assets on the balance sheet are really there, that requests are not being lost, and that the department's work is visible in numbers — none of it dependent on a single person.
From an office of 50 workstations to a network of branches, buildings, rooms and workstations describe the structure of any organization.
Companies with 50+ workstations and an IT team of one to ten. Every request in one queue, work shared between owners, Kanban for planned jobs.
Computers at reception, in consulting rooms and in the lab. Records by room, repair requests without phone calls, a service history for every device.
Workshops, warehouses and the office on one map. Equipment on the balance sheet with asset numbers, and swapped PC components visible the same day.
Every outlet is its own location in the structure, with its PCs, printers and cartridges. Requests from the outlets no longer get lost in a shared chat.
Floors, guest rooms or tenants' offices as rooms in the structure. A public request form behind a QR code, so each request arrives with the exact location.
Serving several companies? Each client gets its own subdomain with isolated data, its own knowledge base and procedures.
Schools, colleges, universities, administrations. Computer labs on record, requests from staff, reports for the inventory committee, payment under budget code KEKV 2240.
Several branches or legal entities? The Enterprise plan brings individual terms, integrations and dedicated support.
Ready to try it in your organization? Set up your system in a minute — or let us run a demo around your case, free and with no strings attached.
Create an organization → Request a demoKyiv Aviation Professional College: a year with SmartOKS in the words of its director and its system administrator.
"In a year on the system we handled more than 400 tickets. The time to close a typical one fell from two days to two and a half hours. Our sysadmin stopped forgetting tasks — everything is in one window. Onboarding new staff got much faster too."
"Students file requests through Telegram — no training needed, they are all there already. The AI assistant tells me instantly where a given machine is, so I no longer wander the buildings hunting for a printer."
Partners and recognition
An honest comparison against the real alternatives: spreadsheets plus chat, and GLPI, a powerful open-source system that offers both free self-hosting and a paid cloud.
| Capability | SmartOKS | Excel / Google Sheets | Viber / Telegram + email | GLPI |
|---|---|---|---|---|
| Asset records with a history for every device | ✓ | Manual, goes stale | — | ✓ |
| PC specifications update themselves (Agent) | ✓ | — | — | Yes, via a separate agent |
| Tickets with statuses, owners and reporting | ✓ | — | Lost in the thread | ✓ |
| Reports for management and audit in minutes | ✓ | Assembled by hand | — | Partly |
| AI assistant on your organization's data | ✓ | — | — | — |
| No server of your own to run and maintain | ✓ | ✓ | ✓ | Own server or paid cloud |
| Live in one day | ✓ | ✓ | ✓ | Days to weeks of setup |
| The database survives the admin resigning | ✓ | Files on a personal drive | History in someone else's chat | Only if someone maintains it |
| Support in Ukrainian, contract and certificate for finance | ✓ | — | — | Paid support, not in Ukrainian |
Convinced? Set up your own system for free.
Create an organization → Request a demoStart at the level you need and scale up without migrations or changes to your processes.
1 user · up to 30 workstations · basic records. No card needed.
Up to 10 staff · 150 workstations · unlimited tickets.
Unlimited users and workstations · API · email notifications.
Non-standard requirements, integrations, on-premise. Individual terms.
Pick whichever channel suits you. We will put together a scenario for your organization and start a free pilot.
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