How Sandwell Academy Improved Device Accountability

Overview

As demand for shared devices increased across Sandwell Academy, the IT team recognised that existing processes were becoming increasingly difficult to manage. Visibility was limited when devices moved between locations, making it difficult to track usage, confirm devices were returned to the correct trolley, and ensure they were ready for the next lesson.

To address these challenges, the academy introduced ChargeLite™ USB-C trolleys alongside a Microsoft Power Apps booking system. Together, these changes gave the IT team greater oversight of device usage while making it easier to manage charging, returns and device availability.

"The charging status indicator has made checking devices much quicker and easier. Combined with our booking system, it's improved housekeeping and created far greater accountability across the academy."
Timothy Musgrave, IT Technician, Sandwell Academy

The Challenge: Shared Devices Without Clear Ownership

Like many schools, Sandwell Academy relied on dedicated laptop trolleys located in individual teaching rooms. However, devices would occasionally be taken elsewhere in the academy, returned to the wrong trolley or not returned at all, making it difficult for the IT team to maintain oversight. When devices went missing, valuable time could be spent locating and returning them to the correct location.

"Devices were sometimes taken out of rooms without our knowledge and weren't always returned to the correct trolley, which meant we occasionally had to hunt for them."

Without a structured process in place, devices were often returned incorrectly, left unplugged or not prepared for the next user.

"Quite often devices were just left in the trolleys on top of each other and not plugged in, plus the cables were always in a complete mess."

As device use increased across the academy, the IT team needed a more efficient and sustainable approach to managing shared technology.

Creating a More Accountable Process

Rather than simply replacing older storage equipment, the academy used the project as an opportunity to redesign its device loan process.

The academy created a booking system using Microsoft Power Apps and relocated the charging trolleys to a collection point outside the IT office. This introduced a clear chain of responsibility for every device loan and return.

As a result, the IT team gained greater oversight of device usage while encouraging better borrowing and return habits.

"We can check who last used the trolley so if devices aren't plugged in or returned, we know who is responsible."

"It's created much more accountability."

By combining technology with a simple process change, the academy established clearer ownership of shared devices and improved day-to-day management.

Why ChargeLite™ USB-C?

After using a LapSafe® charging trolley for many years, the academy evaluated several alternatives before selecting ChargeLite™. While durability and ease of use were important considerations, one capability stood out in particular.

ChargeLite™ includes a charging-status indicator that allows staff to see whether devices have been returned and connected correctly. Instead of opening the trolley and checking individual devices, staff can quickly identify devices that require attention.

"These trolleys will be booked out and wheeled around several times a day, so the charging strip and the robustness of the LapSafe® trolley were the deciding factors."

The academy also valued the tidy charging environment created by the supplied cables and integrated charging design.

"Another deciding factor was the benefit of you supplying the charging cables as it just keeps things tidier."

Less Time Checking Devices, More Time Supporting Users

A key benefit for the IT team has been the reduction in manual device checks. Previously, staff needed to inspect devices individually to confirm they had been returned and connected correctly. Now, the charging-status indicator provides an immediate visual overview of charging activity across the trolley.

"Once the trolleys are returned, we can do a quick visual check, and if any lights are not lit up, we can identify and rectify the issue quickly."

This simple visual check has reduced routine administration while helping ensure devices remain ready for use throughout the school day.

Supporting Device Availability

The academy had recently invested in Dell Pro 16 devices with fast-charging capabilities and needed a charging solution that could support those requirements.

"We specifically purchased Dell Pro 16 fast-charging devices, so we were looking for a solution that supported fast charging."

ChargeLite™ delivers the power required to maximise charging efficiency and minimise downtime.

"Our devices charge from flat to full within about an hour, so we have hardly any downtime."

This helps ensure devices are recharged quickly and ready for use when needed.

Designed for Everyday School Use

Practicality was another important consideration for the academy.

The team opted for a PIN-code locking system, removing common issues associated with lost keys and misplaced access cards.

"Keys go missing or get broken so easily. Cards can get lost, so the option of a PIN lock was a huge benefit."

The academy also appreciated the built-in safety features.

"I also liked the safety feature of the power cord needing to be disconnected from the trolley before you can take the admin door off."

Looking Ahead

The success of the deployment has already prompted discussions about future expansion as demand for shared devices continues to grow.

"We're potentially getting a fourth one as the demand for devices has increased."

The combination of structured device booking, clearer ownership and fast charging has helped the academy create a more organised approach to managing shared technology.

"I would certainly recommend the solution to other schools looking to improve the way they manage shared devices."
Timothy Musgrave, IT Technician, Sandwell Academy