Every device lives in one database with its specs and its history, and every request carries a status and an owner. And when the sysadmin goes on holiday or leaves for good, the records stay with the institution instead of walking out of the door with them.
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, 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 institution goes blind.
"Come and take a look", phone calls, Viber, sticky notes on the monitor. What has been done, what fell through the cracks and how much work IT actually does — nobody knows.
A week of walking the rooms with printouts, and the spreadsheet still does not match reality. The committee waits, the schedule is drawn up by hand, and a year later it all happens again.
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 reports its own specifications back to the database.
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, 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 auditors, finance and management. 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 institution 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 assets are accounted for, 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 small institutions to sprawling networks, the platform adapts to your size and your specifics.
Schools, colleges, universities. Track computer labs, take requests from teaching staff, document the network, analyse spending.
Companies with IT teams of one to fifty-plus. One system for every request, work shared between owners, Kanban for planning.
Serving several clients? Each gets its own subdomain, isolated data and a workable knowledge base of procedures.
Hospitals, clinics, medical centres. Track medical equipment, handle repair and maintenance requests, document the hardware.
Administrations, libraries, cultural centres. Transparent asset records, formal documentation, reports for management.
Several branches or divisions? The Enterprise plan brings individual terms, custom 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 demo"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 free GLPI that you have to host yourself.
| 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 auditors and management 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 |
| Ukrainian-language support + institutional paperwork | ✓ | — | — | Paid support, not in Ukrainian |
Convinced? Set up your own system for free.
Create an organization → Request a demoFor educational and public-sector institutions that sign up before 1 November: the full Education plan free until 31 December. Get ready for the inventory at no cost this year, and put the payment into next year's budget.
The Free plan stays free forever, offer or no offer. Cancel any time; your data can always be exported.
Sign up before 1 November and get Education free until 31 December straight away.
Send us your Excel files and within 48 hours we hand back a ready-to-use database.
Run the inventory in the system. If it works for you, budget it for 2027 and start paying in January.
Start 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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