Southeast Delco School District
How a Pennsylvania district replaced spreadsheets with a repair-first approach — and saved 10+ hours a week
The Challenge
Southeast Delco School District serves 9,000 students across multiple schools in Delaware County, Pennsylvania. Like many mid-sized districts, they built their 1:1 Chromebook program quickly during the pandemic — but the systems to manage those devices never caught up.
Device assignments lived in Google Sheets. Repair requests came through email. There was no way to know in real-time how many devices were out for repair, which students were using loaners, or how long repairs were taking. The IT team spent hours every week on manual tracking instead of actually fixing things.
"We went from spreadsheets and guesswork to a complete picture of every device in the district. The repair queue alone saved us 10 hours a week."
The Solution
Southeast Delco deployed UserAuthGuard with a focus on the repair workflow first. The IT team connected to Google Admin Console, imported all 9,000+ device records, and immediately stood up the repair center — replacing email-based requests with a structured, trackable queue.
Within the first week, teachers could submit support requests through a self-service portal and check the status of their repairs without emailing IT. Technicians had a prioritized queue with all the information they needed: device history, student assignment, warranty status, and repair notes — all in one place.
Implementation Timeline
Google Admin Integration
Connected to Google Workspace and imported all 9,000+ device records. Device details, OUs, and status pulled automatically. Completed in under an hour.
Repair Center Configuration
Set up repair workflow stages (intake, diagnosis, parts ordered, in repair, ready for pickup). Assigned technician roles and notification rules.
Teacher Portal Launch
Rolled out the self-service support portal. Teachers could submit device issues and check repair status. Eliminated the email queue overnight.
Full Device Assignment
Imported student-device assignments via bulk CSV. Every Chromebook linked to a specific student with audit trail. Loaner pool configured for repair swap-outs.
Before & After
❌ Before UserAuthGuard
- • Device assignments in Google Sheets
- • Repair requests via email
- • No repair status visibility for teachers
- • Loaners disappeared without tracking
- • End-of-year audits took weeks
- • IT buried in status update emails
✅ After UserAuthGuard
- • Single source of truth for every device
- • Structured repair queue with priority
- • Self-service portal for teachers
- • Every loaner tracked with return dates
- • Real-time inventory reports anytime
- • 10+ hours saved weekly on manual work
The Results
Southeast Delco measured the impact after the first full semester with UserAuthGuard deployed district-wide.
The 10+ hours saved weekly came primarily from the repair queue. Instead of tracking repairs across email threads and spreadsheets, technicians had a single dashboard showing every open repair — what stage it was in, who was assigned, what parts were needed, and when it was promised back.
IT ticket volume dropped 60% because most "tickets" had been status inquiries — teachers asking "is my student's Chromebook fixed yet?" With the self-service portal, teachers could check status themselves. Real issues still got through, but the noise disappeared.
For the first time, the district had 100% device visibility. Every Chromebook was accounted for — assigned to a student, in the repair queue, in the loaner pool, or flagged for retirement. No more discovery of missing devices at end-of-year audits.
Drowning in device spreadsheets?
Start free with up to 100 devices. See how UserAuthGuard replaces your spreadsheets in under an hour.