2,500 devices, two facilities, finally visible.

The problem: an asset base nobody could see

• Nobody could tell what was in a room without walking to it — and every unanswered “is this working?” became a help-desk call or a dispatched technician.
• Failures were discovered mid-meeting. No live signal when a projector or audio component dropped — the first report came from a frustrated user.
• Capital planning ran on guesswork: ~2,500 devices, each bought at a different time and price, with no view of what was nearing end-of-life versus end-of-service-life.
• The CAD sets held the truth, but nobody could use it — the full AV record lived in engineering drawings, accurate and useless for daily operations or a budget conversation.

What we built

Two connected systems over the same asset data — one for the floor, one for the boardroom.

• A scan-to-see room app for staff. Scan the QR code on the wall and see exactly what's in that room — tied live to a monitoring platform, so every component shows real online/offline status on the spot.
• Proactive alerting, not discovery-by-complaint. Email and text alerts fire the moment a component drops — the problem surfaces before the meeting does.
• One-tap support tickets from the same room view, the room and its gear already known.
• A CAD-to-asset-library executive portal — engineering drawings distilled into a live asset library and floor-and-room map: every device, where it lives, what it cost, how old it is.
• Capital planning built in. A depreciation schedule keyed to the price paid, plus end-of-life (EOL) and end-of-service-life (EOSL) tracking across the estate — a refresh budget becomes a filtered view, not a guess.
• Scheduled data pulls with replacement guidance — the system pulls current data from the manufacturers on a schedule and recommends the replacement for anything aging out.

The results

• Two audiences, one source of truth — floor staff and executives working off the same asset data, not two disconnected spreadsheets.
• Room status went from a site visit to a scan — the rooms in both facilities answered in seconds with live online/offline status.
• Failures surface before users do, via alerts and one-tap tickets instead of mid-meeting complaints.
• Capital planning got a data spine — ~2,500 devices carrying depreciation, EOL, and EOSL tracking, turned into a fundable, prioritized replacement plan.

Why it worked

The information already existed — in CAD sets, purchase records, and the monitoring platform — just trapped in forms nobody could act on. This wasn't new data collection; it was making the estate visible to the two people who needed it most: the staff member in a broken room, and the executive deciding what to fund. Built by someone who has done CAD engineering and AV systems for years, so the drawings became an operating tool, not an archive.