Build a Power Apps IT Asset Management App — Free Guide 2026

This Power Apps IT asset management app handles the full equipment lifecycle — request, approval,
assignment, and quarterly attestation — using only what comes with a standard Microsoft 365 licence. No premium
connectors. No third-party tools. Everything runs on SharePoint Online, Power Automate, and Power Apps.

Managing IT assets across a mid-size organisation is not complicated in theory. You buy equipment, assign it to
people, and keep track of who has what. In practice it turns into a mess of spreadsheets, email trails, and
quarterly “has anyone seen the MacBook Pro from 2022?” conversations. This build replaces all of that with one
Canvas App.

The full solution — including the Power Apps source, SPO schema files, PowerShell provisioning script, and screen
designs — is available on GitHub. Links at the bottom.

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What the Power Apps IT asset management app does

The Power Apps IT asset management app covers four core processes that every IT team runs manually in some form or
another.

Asset requests

Staff browse a live catalogue of available assets, select what they need, add a business justification, and submit.
The request goes straight into a SharePoint list and triggers a Power Automate approval flow (Note: the required
flow will be added in next updates or developer need to develop the flow; refer to the Asset Management System.md for required flow). No email. No
shared
inbox. No chasing.

Approval and assignment

The IT admin gets an approval notification, reviews the request with full justification and urgency context, and
approves or denies with one click. On approval the flow (Note: the required flow will be added in next updates
or developer need to develop the flow; refer to the Asset Management
System.md for required flow) automatically creates an assignment record, decrements stock
in the catalogue, and notifies the requester. The admin never has to touch SharePoint directly.

My Assets view

Every user has a personal view of all assets assigned to them — serial number, asset tag, warranty expiry, and
attestation status. No need to email IT to find out what’s assigned to you.

Quarterly attestation

Once a quarter the app surfaces all unattested assets for each user. They confirm possession and condition, tap
Confirm on each item, and the app writes directly to the Attestations list. IT sees the completion rate on the admin
review screen in real time. No spreadsheet. No email campaign.

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Tech stack behind the build

The Power Apps IT asset management app runs entirely on standard M365 — no premium licences required.

• Power Apps Canvas App (Tablet 1366×768) — all UI and business logic
• SharePoint Online — 6 lists for data storage
• Power Automate Standard — 4 flows (Note: the required flow will be added in next updates or
  developer need to develop the flow; refer to the Asset Management
  System.md for required flow) for approval, assignment notification, attestation alerts,
  and quarterly reset
• Office 365 Users connector — resolves email addresses to display names throughout the app

Role-based access is handled entirely through a SharePoint list called AppAdmins. IT Admins, Super Admins, and
Read-Only Admins are listed there. Anyone not in the list gets the staff view automatically. No Azure AD groups, no
environment variables, no additional setup. If you are new to building Canvas Apps on SharePoint, my Power Platform blogs cover the fundamentals, and
the official Power Apps
documentation is the best reference for control properties.

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Application screens

The Power Apps IT asset management app has twelve screens split into an admin set and a user set, with role-based
navigation deciding which a person sees.

Admin screens

Dashboard

Four KPI cards at the top — Total Assets, Pending Requests, Approved This Month, and Overdue Attestation — with a
live activity feed of recent requests below. IT gets the full picture the moment they open the app.

Asset Catalogue

Browse, search, filter by category and status, add new assets, edit existing ones, and retire end-of-life equipment.
The form panel replaces the gallery in place — no separate screen, no navigation back and forth.

Approve Requests

Side-by-side layout. The pending requests list sits on the left. Selecting any row loads the full justification, IT
notes field, and expected delivery date on the right. Approve or deny without leaving the screen.

Attestation Review

Shows the current quarter cycle, a completion progress bar, and two galleries — one for staff who have not yet
attested, and one for disputed or missing assets flagged by users. IT can mark investigated items as reviewed
directly from this screen.

User screens

New Request

A horizontal scrollable card gallery lets staff browse active assets. Tapping a card selects it — a confirmation
label updates immediately. Below the gallery, the user sets quantity, urgency, and a needed-by date, then writes a
business justification. The Submit button validates everything before writing to SharePoint.

My Requests

Full history of the user’s own requests with status badges — Pending, Approved, Denied, Cancelled. Denied requests
show a Re-submit button. Pending requests show a Cancel button. The status filter dropdown at the top narrows the
list.

My Assets

Every asset currently assigned to the logged-in user. Serial number, asset tag, attestation status badge (Attested or
Overdue), and warranty expiry in red if it falls within 30 days.

Attest My Assets

The attestation screen shows only unattested assets for the current cycle. Each row has a condition dropdown — Good,
Minor Wear, Damaged, Missing, Lost. The user taps Confirm on each asset individually. The app writes to the
Attestations list and marks AttestedThisCycle on each assignment record. Missing or Lost items trigger an alert to
IT via Flow 3 (Note: the required flow will be added in next updates or developer need to develop the flow;
refer to the Asset Management System.md for required flow).

Notifications

In-app notification inbox. Unread items are highlighted in pale blue with bold titles. Tapping any notification marks
it as read. A Mark All Read button at the top handles bulk clear. All notifications are written by the Power
Automate flows (Note: the required flow will be added in next updates or developer need to develop the flow;
refer to the Asset Management System.md for required flow) —
approval results, assignment alerts, and attestation confirmations.

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Video walkthrough

Here is the Power Apps IT asset management app running end to end — request, approval, assignment, and attestation.

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Power Automate flows (Note: the required flow will be added in next updates or developer need to develop the
flow; refer to the Asset Management System.md for required
flow)

Four flows (Note: the required flow will be added in next updates or developer need to develop the flow; refer to
the Asset Management System.md for required flow) handle
everything that the app should not do inline. If you want a deeper dive on flow (Note: the required flow will be
added in next updates or developer need to develop the flow; refer to the Asset Management System.md for required flow) building, see my
Power Automate tutorials.

• Flow 1 — Request Approval (Note: the required flow will be added in next updates or
  developer need to develop the flow; refer to the Asset Management
  System.md for required flow): Triggers on new AssetRequests row. Starts an approval, creates
  the
  AssetAssignment on approval, emails the requester either way, and writes a notification record.
• Flow 2 — Attestation Reminder (Note: the required flow will be added in next updates or
  developer need to develop the flow; refer to the Asset Management
  System.md for required flow): Runs quarterly on a schedule. Resets AttestedThisCycle to false
  across all active assignments so the Attest screen repopulates each cycle. Sends reminder emails and a follow-up
  seven days later to anyone who has not yet attested.
• Flow 3 — Attestation Alert (Note: the required flow will be added in next updates or
  developer need to develop the flow; refer to the Asset Management
  System.md for required flow): Triggers when a new Attestations row is created. Sends the user a
  confirmation and alerts IT if condition is Missing or Lost.
• Flow 4 — Assignment Notification (Note: the required flow will be added in next updates or
  developer need to develop the flow; refer to the Asset Management
  System.md for required flow): Triggers when an AssetAssignment is created or modified with
  a SerialNumber populated. Sends the assigned user an email with equipment details and writes a notification
  record in the app.

All flows (Note: the required flow will be added in next updates or developer need to develop the flow; refer to
the Asset Management System.md for required flow) in this Power
Apps IT asset management solution use standard connectors — SharePoint, Office 365 Outlook,
Approvals, and Office 365 Users. Nothing premium.

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Solution files on GitHub

The full Power Apps IT asset management solution is on GitHub. The repository is organised into four folders.

• SPO-Schema — JSON schema files for all six SharePoint lists and the PowerShell provisioning
  script (Deploy-ITAssetManagement.ps1).
• PowerApps — the exported canvas app package (.msapp or zip). Import directly into your
  environment.
• Flows (Note: the required flow will be added in next updates or developer need to develop
  the flow; refer to the Asset Management System.md for required
  flow) — exported Power Automate flow (Note: the required flow will be added in next updates or
  developer need to develop the flow; refer to the Asset Management
  System.md for required flow) packages for all four flows (Note: the required flow will be
  added in next updates or developer need to develop the flow; refer to the Asset Management System.md for required flow).
• Designs — screen design files and the build guide in Markdown format with step-by-step
  instructions for every control, property, and formula.

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Things worth knowing before you deploy

A few things about this Power Apps IT asset management build that are not obvious from reading the app structure.

Email matching is exact. The app filters assignments and requests by User().Email. That value must
exactly match what is stored in AssignedToEmail and RequestedByEmail in SharePoint — full UPN, same case. If your
test data uses a short alias and the app returns the full onmicrosoft.com address, nothing will show. Check with a
temporary label showing User().Email in the app before loading test data.

Flow 2 (Note: the required flow will be added in next updates or developer need to develop the flow;
refer to the Asset Management System.md for required flow)
must run before the second attestation cycle. After the first round of attestations,
AttestedThisCycle is true on all assets. Flow 2 (Note: the required flow will be added in next updates or
developer need to develop the flow; refer to the Asset Management
System.md for required flow) resets this quarterly. If the flow (Note: the required flow will
be added in next updates or developer need to develop the flow; refer to the Asset Management System.md for required flow) is not built,
the Attest screen
shows zero pending from the second quarter onwards. Build and test Flow 2 (Note: the required flow will be added
in next updates or developer need to develop the flow; refer to the Asset Management System.md for required flow) before going
live.

AppAdmins list permissions must be locked down. Break inheritance on the AppAdmins list and remove
all non-IT groups. Standard staff should never be able to read that list. If they can, role elevation is trivial.

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Related guides

If this Power Apps IT asset management build is useful, these related tutorials on my blog go deeper into the
individual pieces:

• Power Platform tutorials and Canvas App guides
• SharePoint Online list and SPFx development guides
• Microsoft 365 Copilot and Copilot Studio guides

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Frequently asked questions

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What’s next

The current Power Apps IT asset management build covers the core asset lifecycle. Phase 2 additions on the roadmap:

Power Automate integration

The current flows (Note: the required flow will be added in next updates or developer need to develop the flow;
refer to the Asset Management System.md for required flow)
handle approval routing, assignment notification, and attestation reminders. The next phase extends
this with automated warranty expiry alerts, stock threshold notifications when catalogue quantities drop below a set
minimum, and a scheduled report delivery flow (Note: the required flow will be added in next updates or
developer need to develop the flow; refer to the Asset Management
System.md for required flow) that emails IT admins a weekly asset summary without anyone having to
open the app.

Approval via Microsoft Teams

Right now approvals land in email and the Power Automate approval centre. The next version replaces this with Teams
Adaptive Cards — the IT admin gets the full request detail as an interactive card in their Teams chat, approves or
denies with one tap, and never has to leave Teams.

QR code scanning and label generation

Physical asset tagging is the gap between the digital record and the real world. The next phase adds a camera control
for scanning QR codes on asset labels, auto-filling the assignment form from the scan. On the IT admin side, label
generation from the catalogue will let the team print QR asset tags directly from the app.

Power BI dashboard and reports

The built-in dashboard KPIs cover the basics. For trend analysis — request volumes by department, asset age
distribution, attestation completion rates over time, cost by category — a Power BI report embedded in the admin
dashboard is the right tool. Planned for Phase 2 once the core data set has enough history to make the charts
meaningful.

That covers the full Power Apps IT asset management build end to end. Questions about it or something you want to see
covered — drop a comment below or reach out via the contact page.