Device Movement

Device Movement defines how a device transitions between different locations and usage states within the Smart Locker system. Every movement follows a controlled process to ensure device security, accurate tracking, and clear ownership at each stage.

The Move Device option allows admins to initiate device movement based on the device’s current location. Available movement actions are intentionally limited to prevent invalid or unsafe transitions.

Device location changes are applied only after the required validations and, where applicable, physical locker interactions are successfully completed.

Move Device

A device generally moves through the following lifecycle.

Store → Locker (Drop-off Request) → Employee (Pickup Request) → Locker (Drop-off Request) → Store (Pickup Request)

If a device is returned in Bad condition, it follows the maintenance workflow before becoming available again.

In Store

When a device is in the Store state, it is centrally stored and not assigned to any user or locker. From this state, the device can be moved in the following ways:

Store → Store

• Used when reallocating inventory between stores.
• The admin selects the target store.
• No locker interaction is required.
• The device location is updated immediately after confirmation.

Store → Locker

• Used to make a device available for employee pickup or assignment.
• A drop-off request is created and a QR code must be scanned at the locker.

In Locker

When a device is in the Locker state, it is physically stored inside a locker slot.

From this state:

• The device cannot be moved directly to another location.
• A pickup request is mandatory to remove the device from the locker.

Locker → Store

• Used when a stored device needs servicing.
• A pickup request is created and a QR code must be scanned at the locker

This ensures that only authorized users or admins can access devices stored in lockers.

In Use

When a device is in the In Use state, it is assigned to an employee.

From this state:

• Direct device movement is restricted.
• Admins cannot change the device location.

This prevents ownership conflicts and ensures accountability while the device is in use.

Edit Location (Special Permission)

Edit Location is a restricted administrative action that allows an authorized admin to directly update a device’s location without creating a movement request or performing locker-based request flow.

This action is intended only for exceptional operational scenarios, such as correcting an incorrect location, fixing sync mismatches, or updating a device location after a verified manual movement.

Unlike standard device movement:

• No pickup or dropoff request is created
• No QR code is generated
• No locker scan is required
• The location is updated immediately after confirmation

Because this action bypasses the normal request-based movement process, it should be available only to users with the required special permission.

In Store

When a device is currently in the Store state, the following edit location actions are allowed:

Store → Store

• Used to directly move a device from one store to another.
• The admin selects the target store.
• The location is updated immediately after confirmation.

Store → Locker

• Used to directly place a device under a locker location without creating a drop-off request.
• The admin selects the target locker.
• The location is updated immediately after confirmation.

In Locker

When a device is currently in the Locker state, the following edit location actions are allowed:

Locker → Store

• Used to directly change the device location from a locker to a store.
• The admin selects the target store.
• The location is updated immediately after confirmation.

Locker → Locker

• Used to directly move the device from one locker location to another.
• The admin selects the target locker.
• The location is updated immediately after confirmation.

In Use

When a device is in the In Use state, Edit Location is not allowed.

This restriction ensures that a device assigned to a user cannot have its location changed directly, helping maintain ownership accuracy and accountability.

Locker Interaction and Validation

For all movements involving lockers:

• A request is created and linked to the device.
• A unique QR code is generated for secure access.
• The QR code must be scanned at the locker to complete the action.
• Slot allocation during drop-off is handled automatically.
• The system validates the device identity before updating its location.

Device Movement Completion

A device movement is considered complete only when:

• The correct device is picked up or dropped off.
• Required locker authentication is successful.
• The system updates the device location and status.
• The associated movement request is marked as completed.

This ensures accurate device tracking, full auditability, and reliable system behavior.