Smart Locker User Guides

Welcome to the Smart Locker documentation.

Smart Locker is a secure device management platform that enables organizations to store, allocate, service, and track devices using smart lockers. This documentation helps you understand the system and perform tasks based on your role.

New to Smart Locker?

If you’re using Smart Locker for the first time, start with Core Concepts & Workflows. It explains the key concepts, terminology, and end-to-end workflows used throughout the platform.

➡️ Start Here: Core Concepts & Workflows

Choose Your Guide

Documentation Structure

• Core Concepts & Workflows – Learn the platform concepts, terminology, and common workflows.
• Super Admin User Guide – Configure and administer the Smart Locker platform.
• Tenant Admin User Guide – Manage your organization’s lockers, devices, users, and operations.
• Employee User Guide – Complete day-to-day device requests and locker interactions.
• Kiosk User Guide – Set up and configure kiosk devices and locker interactions.

Tip: If you’re unsure which guide to follow, contact your organization’s administrator or begin with Core Concepts & Workflows.

Smart Locker System - Core Concepts and Workflows

Smart Locker is a secure device management system that enables organizations to store, manage, issue, and receive devices through smart lockers. It provides controlled access, tracks every device movement, and maintains a complete audit trail to ensure accountability.

The system allows users to manage lockers, devices, stores, and employees, while enabling users to securely request, pick up, and return devices using configured authentication methods. It also supports device tracking, service requests, and role-based access for efficient day-to-day operations.

Concepts Overview

This section explains the core concepts used across the Smart Locker system. Understanding these concepts helps users of all roles navigate workflows confidently. The Smart Locker system is built around secure device storage, controlled access, asset management, remote support, and system integrations.

Users & Access

User Roles

User roles define responsibilities and access levels within the system.

• Employee – Requests and use devices
• Tenant Admin – Manages devices, lockers, employees, and requests

Employee

An employee is an end user of the Smart Locker system who interacts with devices assigned to them.

Employees:

• Create pickup, drop-off, and service requests
• Access lockers using approved authentication methods
• View assigned devices and request history
• Manage their profile and account security

Employees do not manage system configurations or other users.

Tenant Admin

A Tenant Admin manages all Smart Locker operations within their organization.

Tenant Admins:

• Configure and manage lockers, devices, and stores
• Create and manage employee accounts and permissions
• Monitor and track device requests and movements
• Maintain system settings such as app configurations and roles
• View activity logs for auditing and tracking

Tenant Admins operate within the scope of their assigned tenant.

Permissions

Permissions control what actions users can perform in the system.

Permissions:

• Are assigned through roles
• Restrict access to features like devices, lockers, and requests
• Help enforce security and accountability

Authentication Method

Authentication methods are used to verify users during locker access.

Supported methods:

• NFC Card
• QR Code

Authentication ensures secure, authorized, and traceable device access.

Smart Locker Infrastructure

Locker

A locker is a physical Smart Locker assigned to a tenant.

Lockers:

• Contain multiple slots and terminals
• Enable secure device pickup and other type of requests
• Are accessed using authenticated methods such as QR codes or NFC

Slot

A slot is an individual compartment within a locker used to store a single device.

Slots:

• Hold one device at a time
• Can be empty or occupied
• Are updated automatically after locker interactions
• Determine availability during pickup and drop-off requests

Terminal

A terminal is a secure compartment used for instant device access and servicing.

Terminals:

• Hold devices during service activities
• Support remote access and troubleshooting
• Can be empty or occupied
• Are updated automatically after interactions
• Determine availability for service requests

Device Management

Device Type

A device type represents a category of devices, such as Laptop or Phone.

Device Types:

• Group similar devices
• Help track availability across locations
• Are used to enforce device limits and request rules
• Indicate stock status (Available, Low Stock, Not Available)

Device

A device is a physical asset such as a laptop or phone managed within the system.

• Are uniquely identified using a device code
• Move between different states:
  • Store
  • Locker
  • In Use
• Change location only after successful request completion

Device Condition

Each device also maintains its physical condition.

Device Movement

Device Movement is the process of transferring a device between different locations or states within the Smart Locker system.

Device Locations

Each device exists in one of the following operational locations.

Note: The Current Location field helps authorized users track where every device is at any time.

Device Movement:

• Tracks the location of every device
• Records movements between stores, lockers, employees, and maintenance
• Updates device status after successful request completion
• Maintains a complete audit trail of device transfers
• Ensures accurate asset tracking throughout the device lifecycle

Device Quota

Device Quota defines the maximum number of devices of a specific device type that a tenant or employee is allowed to own.

Device Quotas:

• Control the number of devices assigned to a tenant
• Can be enabled or disabled for each device type
• Help manage inventory allocation
• Prevent tenants from exceeding their assigned device capacity
• Support efficient resource planning

Device Limit

A Device Limit specifies the maximum number of devices that can be configured when a device quota is enabled.

Device Limits:

• Apply only when device quotas are enabled
• Define the maximum quantity allowed for a device type
• Cannot be set lower than the number of devices currently owned
• Help maintain accurate inventory control
• Can be updated as organizational requirements change

Store

A store is a physical or logical location where devices are kept when not assigned to users or lockers.

Stores:

• Hold devices in bulk
• Act as starting or ending points in device movement
• Help tenants monitor inventory and availability

Requests & Workflow

Request

A request represents an action to move or manage a device within the Smart Locker system.

Types of Requests:

• Device Pick-up Request – Collects a device from a locker
• Device Drop-off Request – Returns a device to a locker
• Device Service Request – Submits a device for remote servicing, troubleshooting, or maintenance through a terminal

Requests:

• Generate a QR code for locker access
• Follow a defined lifecycle from creation to completion
• Update device location only after locker interaction
• Are tracked for visibility and audit purposes

Request Status

Request Status indicates the current stage of a request.

Common statuses include:

• Pending – Request submitted and awaiting processing.
• Processing – Request is currently in progress.
• Closed – Request completed successfully.
• Cancelled – Request cancelled before completion.

Remote Support & Configuration

Gateway

A gateway is a communication endpoint that enables the Smart Locker platform to connect with and manage IPKVM devices used for remote device servicing.

Gateways:

• Provide secure communication between the Smart Locker platform and IPKVM devices
• Allow users to register and manage gateway connections
• Support communication with multiple IPKVM devices based on configured capacity
• Validate connectivity before use
• Are used during remote device service operations

Device Service

Device Service is the module used to configure newly installed Smart Locker kiosks before they become operational.

Device Service:

• Detects newly installed kiosks awaiting configuration
• Allows users to configure locker slots and terminals
• Establishes communication between the platform and kiosk hardware
• Validates hardware connectivity
• Prepares kiosks for tenant assignment
• Moves configured kiosks to Pending Lockers

Service Desk

Service Desk is the remote support module that enables Tenant Admins to assist employees with device-related issues through live communication and remote device access

Service Desk:

• Displays all device service requests
• Allows Tenant Admins to join active requests
• Supports live video and audio communication
• Enables remote access to the employee’s device through the IPKVM Gateway
• Allows remote troubleshooting
• Enables remote locker slot opening when required
• Tracks service request progress until completion

ServiceNow

ServiceNow is an external IT Service Management (ITSM) platform integrated with the Smart Locker system to automate device management and support workflows.

• Synchronizes device requests and approvals
• Automatically creates and updates service tickets
• Tracks device lifecycle and asset status
• Records incidents, maintenance, and repair activities
• Synchronizes physical locker actions with digital IT workflows
• Improves asset visibility, traceability, and operational efficiency

IPKVM

An IPKVM (IP Keyboard, Video, and Mouse) is a piece of hardware located inside the locker terminal that enables Tenant Admins to securely access and control an employee’s connected device during a service request.

• Captures the video output of the employee’s device and transmits the admin’s keyboard and mouse inputs back to it
• Enables real-time, low-level troubleshooting of the device without requiring physical access
• Works with the configured Gateway to establish a secure communication tunnel
• Is actively used during Service Desk sessions once the employee plugs their device into the terminal
• Allows administrators to diagnose and resolve device issues remotely as if they were sitting in front of it

Monitoring & Auditing

Activity Log

Activity Logs record all significant actions performed within the system.

Each log entry captures:

• Action performed
• User and role
• Related entity (device, locker, request, etc.)
• Date and time

Activity Logs support auditing, monitoring, and traceability.

Employee Request Cycle Workflow

This section explains how Device Pickup, Device Drop-off and Device Service requests move through the system from creation to completion.

Device Pickup Request

A Device Pickup request is used to collect a device from a locker for usage or maintenance.
This workflow ensures secure access, traceability, and accurate device location updates.

Workflow

To create a device pickup request, follow the steps below:

1. Select Device Type
   The user selects the type of device required (for example, Laptop or Phone). The system identifies an available device of the selected type for the request.

   (Note: Pickups are subject to assigned device quotas. If a user exceeds their quota, the pickup request will be rejected.)

2. Provide Issue or Notes
   Enter any issue or notes describing the reason for the pickup request or any special requirements.

3. Select Pickup Locker
   Select the locker from which the device will be collected.

4. Confirm Request Details
   The system displays a summary including:

   • Device type
   • Issue or notes
   • Pickup locker location

   Review the information and confirm the request.

5. QR Code Verification and Pickup

   • Each user is assigned a unique QR code that is used for all device requests.
   • The user scans their QR code at the selected locker.
   • The system verifies the user, identifies the active request, and unlocks the assigned locker compartment.
   • The user collects the assigned device, and the pickup request is completed successfully.

Outcome

• The request status is updated to Closed after successful pickup.
• The assigned device location is updated to In Use.
• The device is associated with the user until it is returned through a Device Drop-off request.
• The request remains available for tracking and audit purposes.

Device Drop-off Request

A Device Drop-off request is used to return a device to a locker after use or to place it into the system for maintenance or reassignment. This process ensures proper validation, secure locker access, and accurate device tracking.

Workflow

To create a device drop-off request, follow the steps below:

1. Select the Device
   Select the device to be returned. Only devices currently assigned to the user are available for selection.

2. Specify Device Condition
   Select the current condition of the device:

   • Good – The device is in working condition and is available for reassignment after verification.
   • Bad – The device is damaged or faulty and will be routed through the maintenance workflow after drop-off.

3. Provide Issue or Notes
   Enter any additional notes describing the device condition, observed issues, or handling instructions. This is especially recommended when the device condition is marked as Bad.

4. Select Drop-off Locker
   Select the locker where the device will be returned.

5. Confirm Request Details
   The system displays a summary including:

   • Device
   • Device condition
   • Issue or notes
   • Locker location

   Review the information and confirm the request.

6. QR Code Verification and Drop-off

   • Each user is assigned a unique QR code that is used for all device requests.
   • The user scans their QR code at the selected locker.
   • The system verifies the user, identifies the active request, and unlocks the assigned locker compartment for secure device drop-off.
   • If the device condition is Bad, a maintenance workflow is initiated after the device is successfully returned.

Outcome

• The request status is marked as Closed after successful drop-off.
• The device location is updated to In Locker.
• The request remains available for tracking and audit purposes.

Device Service Request

A Device Service Request is used to report an issue with a device and initiate a remote support session through the Terminal/IPKVM Gateway. This process enables secure remote diagnostics, troubleshooting, and service tracking.

Only devices that are currently In Use by the user are available for creating a service request. The user selects the required device from the list; manual entry of the device code is not required.

Workflow

To create a device service request, follow the steps below:

1. Select the Device

   Select the device that requires service. Only devices currently assigned to the user and in the In Use state are displayed.

2. Provide Issue or Notes

   Enter the issue or notes describing the problem to help the service team understand and diagnose the issue.

3. Select Service Locker

   Select the locker associated with the service request.

4. Confirm Request Details

   The system displays a summary including:

   • Selected device
   • Issue or notes
   • Selected locker

   Review the details and confirm the request.

5. QR Code Verification and Service Initiation

   • Each user is assigned a unique QR code that is used for all device requests.
   • The user scans their QR code at the selected locker.
   • The system verifies the user and identifies the active service request.
   • The virtual service session is initiated from the kiosk.
   • A Waiting for Service Connection screen is displayed.

6. Remote Service Session

   • Only authorized users or service personnel can join the remote support session.
   • The service person connects to the device through the Terminal/IPKVM Gateway.
   • The device is diagnosed and serviced remotely during the live session.

Outcome

• If the issue is resolved, the employee collects the device and its location remains In Use.
• If the issue cannot be resolved remotely, the device is placed in the selected locker for further inspection or maintenance, and its location is updated to In Locker.
• After the service session is completed, the request status is updated to Closed.
• The request remains available for tracking and audit purposes.

Maintenance Request Workflows

Maintenance requests are created by authorized users to move devices for repair, inspection, or servicing. These requests ensure secure device handling, controlled movement, and complete traceability.

A maintenance request generally follows this workflow.

Maintenance requests can be initiated based on:

• Locker (when returning or collecting devices via lockers)
• Device records (when managing devices centrally)

Locker-based Maintenance Pickup

A locker-based maintenance pickup request is used to collect a device from a locker when it requires maintenance or servicing. This process allows admins to identify the required device within a locker, securely retrieve it, and update its status for maintenance tracking.

Workflow

To create a locker-based maintenance pick up request, follow the steps below:

1. View Devices in Locker
   The admin opens the locker and views the devices stored in each occupied slot.

2. Select Device for Maintenance
   The admin selects the slot containing the device that needs maintenance.

3. Select Destination Store
   The admin selects the store where the device should be delivered.

4. Confirm Request Details
   The system displays a summary including:

   • Device details
   • Locker location
   • Destination store

   The admin reviews and confirms the request.

5. QR Code Verification and Pickup

   • Each user is assigned a unique QR code that is used for all device requests.
   • The user scans their QR code at the selected locker.
   • The system verifies the user, identifies the active request, and releases the assigned device for collection.

Locker-based Maintenance Drop-off

A locker-based maintenance drop-off request is used to place a device into a locker from any source location, such as store, or reassignment.
This process ensures proper device validation, automatic slot allocation, secure locker access, and accurate tracking of the device’s updated location.

Workflow

To create a locker-based maintenance drop off request, follow the steps below:

1. Initiate Drop-off Request
   The admin selects the maintenance drop off option from the locker.

2. Choose Device Type and enter Device Code
   The device Type and device code of the device being returned from maintenance or device available in store is entered.

3. Confirm Request Details
   The system validates the device and automatically assigns an available slot.
   A summary is displayed including:

   • Device code
   • Locker location
   • The admin confirms the request.

4. QR Code Verification and Drop-off

   • Each user is assigned a unique QR code that is used for all device requests.
   • The user scans their QR code at the selected locker.
   • The system verifies the user, identifies the active request, and the device is securely deposited in the locker.

Device-based Maintenance Pickup

A device-based maintenance pickup request is used to collect a specific device for maintenance based on its current location. This process allows admins to track the device status, securely retrieve it from a locker, and move it into maintenance.

Workflow

To create a device-based maintenance pickup request, follow the steps below:

1. View Device Details
   The admin opens the device details page and reviews the device information, including its current location.

2. Select Move Device
   The admin selects the Move Device option.

3. Choose Destination Store
   The admin selects the store where the device should be moved.

4. Confirm Request Details
   The system displays a summary including:

   • Device details
   • Locker location

   The admin reviews and confirms the request.

5. QR Code Verification and Pickup

   • Each user is assigned a unique QR code that is used for all device requests.
   • The user scans their QR code at the selected locker.
   • The system verifies the user, identifies the active request, and releases the assigned device for collection.

Device-based Maintenance Drop-off

A device-based maintenance drop-off request is used to return a specific device from maintenance back into a locker. This process ensures correct device placement, secure locker access, and accurate tracking of the device’s updated location.

Workflow

To create a device-based maintenance drop-off request, follow the steps below:

1. View Device Details
   The admin opens the device details page and reviews the device information including its current location.

2. Initiate Drop-off Action
   If the device is located in a store, the admin selects the drop-off option.

3. Select Locker
   The admin chooses the locker where the device will be returned.

4. Confirm Request Details
   The system displays a summary including:

   • Device details
   • Locker location
     The admin confirms the request.

5. QR Code Verification and Drop-off

   • Each user is assigned a unique QR code that is used for all device requests.
   • The user scans their QR code at the selected locker.
   • The system verifies the user, identifies the active request, and the device is securely deposited in the locker.

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.

Authentication Methods

Authentication methods are used to securely verify users during locker access. They ensure that only authorized users can perform device pickup and drop-off actions and that all activities are traceable.

Each authentication method is linked to a user and recorded as part of the request workflow.

QR Code Authentication

QR code authentication is used during device pickup and drop-off requests.

Concept

• A unique QR code is generated for each request.
• QR codes are time-bound and request-specific.
• Prevents unauthorized or repeated access.

Workflow

NFC Card Authentication

NFC authentication allows users to access lockers using a registered NFC card.

Concept

• Each NFC card is uniquely mapped to a user.
• Authentication happens through physical proximity.
• No request QR code is required for identification.

Workflow

Authentication Usage in Requests

Authentication methods are used in combination with requests to:

• Validate user identity
• Control locker access
• Ensure traceability of device movement

Each completed action is linked to both the request and the authentication method used.

Device Quota Management

Device Quota Management controls how many devices a user can request and own.

Admins can enable or disable device quotas for individual users. When enabled, quotas limit the number of devices a user can request or own based on device type. When disabled, users can request and own devices without quota restrictions.

Device Quota

Device quotas are configured per employee and can be enabled or disabled as needed.

Quota Disabled

When device quota is disabled:

• User can request any number of devices.
• No device-type limits are enforced.
• Device ownership is not restricted by quotas.

Quota Enabled

When device quota is enabled:

• Limits are configured per device type (for example, Laptop or Phone).
• Users can request devices only within the configured limits.
• Users cannot own more devices than the assigned limit for a device type.
• Additional pickup requests for a device type are restricted when the limit is reached.

Managing Device Limits

Admins can configure device limits for employees when device quota is enabled.

• Limits are defined per device type.
• Limits can be added, updated, or removed as required.
• Changes take effect immediately for future device requests.
• All updates require confirmation before being applied.

Workflow

Key Behavior and Rules

• Device quotas can be enabled or disabled per employee.
• When quotas are disabled, users can request and own devices without limitation.
• When quotas are enabled, device requests and ownership are restricted by the configured limits.
• Limits are enforced separately for each device type.
• Employees cannot create pickup requests for a device type when the configured limit has been reached.
• All quota changes are recorded for audit and tracking purposes.

This approach ensures controlled device allocation while providing flexibility for users who do not require quota restrictions.

ServiceNow Integration

ServiceNow Integration connects your organization’s physical Smart Lockers directly with your IT Service Management system.

This creates a unified workflow where:

• Device requests
• Device pickups
• Device returns
• Damage reports
• Maintenance updates

are automatically synchronized between the locker system and ServiceNow.

The result is a fully automated bridge between physical asset handling and digital IT processes.

Core Concept

The integration ensures that every physical locker action has a corresponding digital record inside ServiceNow.

Instead of treating lockers and IT tickets as separate systems, they function as one connected workflow.

This enables:

• Automatic ticket creation
• Real-time request updates
• Accurate asset tracking
• Reduced manual IT workload

High-Level Workflow Architecture

Device Request & Pickup Flow

Trigger: User submits a request in ServiceNow.

Flow:

1. User requests a device in ServiceNow.
2. IT approves the request.
3. Approval triggers an automated notification to the Smart Locker system.
4. The locker assigns a device and reserves a compartment.
5. User authenticates at the locker.
6. Locker opens automatically.
7. The system:
   • Confirms pickup
   • Updates the asset assignment
   • Automatically closes or updates the ServiceNow ticket

Conceptual Outcome:

• No manual coordination required
• IT approval instantly translates to physical access
• Asset assignment is accurately recorded

Damage Reporting & Repair Flow

Trigger: User drops off a faulty device at the locker.

Flow:

1. User selects “Damaged” during drop-off.
2. User enters issue details on the kiosk.
3. The system:
   • Captures device serial number
   • Records locker location
4. An Incident is automatically created in ServiceNow.
5. IT team is notified immediately.
6. Asset status changes to “In Maintenance.”

Conceptual Outcome:

• No email-based reporting
• Structured ticket creation
• Immediate visibility for IT
• Faster turnaround time

Asset Lifecycle Synchronization

Because lockers communicate with ServiceNow continuously:

Device status is always accurate.

A device can be:

• Available (in locker)
• Assigned (with employee)
• In Maintenance
• Pending Pickup

Every status change in the locker updates ServiceNow automatically.

This keeps the CMDB (Configuration Management Database) aligned with real-world device movement.

Integration Behavior States

When Enabled

• All eligible locker actions trigger ServiceNow API calls.
• Tickets are created or updated automatically.
• Asset records remain synchronized.
• IT workflows remain centralized in ServiceNow.

When Disabled

• Locker operates independently.
• No automatic ticket creation.
• No real-time synchronization.
• Maintenance tracking remains internal.

Technical Integration Model

The connection is secured using OAuth authentication.

Required configuration:

• Client ID
• Client Secret
• Instance URL

These credentials allow the locker platform to securely authenticate and communicate with your specific ServiceNow environment.

All communication happens through secure APIs.

Business Impact

Operational Efficiency

• Eliminates manual ticket handling.
• Reduces coordination delays.
• Minimizes IT administrative overhead.

24/7 Automation

• Users can collect or return devices anytime.
• No dependency on IT office hours.

Accuracy & Accountability

• Device serial numbers are auto-recorded.
• Assignment history is traceable.
• No ambiguity in asset ownership.

Faster Incident Resolution

• Damage reports are created instantly.
• IT team knows exact locker location.
• Repair workflow begins immediately.

Reliability Model

If ServiceNow is temporarily unavailable:

• The Smart Locker logs the activity locally.
• Synchronization resumes automatically once connection is restored.
• No data is lost.

This ensures operational continuity even during system downtime.

Summary

ServiceNow Integration transforms Smart Lockers from standalone hardware units into a fully integrated IT asset management extension.

It ensures that:

• Physical device movement
• Digital service workflows
• Asset lifecycle tracking

are continuously synchronized, automated, and accurate.

The integration creates a seamless ecosystem where approvals, pickups, returns, and repairs flow automatically between employees, lockers, and IT systems.

Face Capture Configuration

Purpose

Face Capture Configuration is a security enhancement feature that enables lockers to capture a user’s facial image during request access (pickup or drop).

It strengthens:

• Identity verification for future security purpose
• Audit traceability
• Operational accountability

This feature is optional and can be enabled or disabled at the tenant level.

Flow

Why Face Capture Exists

In environments where devices or assets are high value or sensitive, authentication alone may not be sufficient.

Face capture provides:

• Visual proof of who accessed the locker
• A deterrent against misuse or impersonation
• A stronger audit trail for investigations

It acts as a secondary validation layer on top of standard authentication methods.

System Behavior

When Enabled

When Face Capture is turned ON:

1. A request is created (e.g., pickup or drop).
2. The user authenticates at the locker.
3. After successful authentication, the kiosk camera detects and captures the user’s face.
4. The captured image is:
   • Linked to the corresponding request.
   • Stored as part of the request history for future reference.
5. The user is allowed to proceed.
6. The locker completes the requested operation.

Result

• Access events are traceable with image evidence.
• Administrative visibility into locker usage increases.

When Disabled

When Face Capture is turned OFF:

1. A request is created.
2. The user authenticates.
3. The locker operates normally.
4. No facial image is captured or stored.

The system functions without visual audit tracking.

Activation & Control Flow

Face Capture follows a controlled toggle model:

1. Authorized users enables or disables the feature.
2. A confirmation popup appears.
3. On confirmation:
   • The system updates the configuration.
   • The change is logged in activity records.
4. The new behavior applies immediately to all relevant lockers.

This ensures:

• Intentional configuration changes
• Administrative accountability
• Immediate system-wide enforcement

Architectural Role

Face Capture acts as:

• A security enforcement layer
• An audit enhancement mechanism
• A compliance-support feature

It does not alter request workflows, but it enhances how locker access events are recorded and verified.

Key Considerations

• Should align with organizational privacy policies.
• Image storage and retention rules must be defined.
• Recommended for high-security or enterprise environments.

Summary

Face Capture Configuration controls whether lockers record visual evidence during access events.

It transforms locker interactions from simple authenticated actions into fully traceable, security-audited transactions.

Smart Locker System – Employee User Guide

This guide helps employees understand and use the Smart Locker system effectively. It explains core features, rules, and workflows to ensure secure device handling and accurate tracking.

The Smart Locker system enables employees to pick up and drop off devices using QR-based authentication while maintaining full auditability of device movement.

General Instructions

This section outlines the rules, assumptions, and responsibilities for employees using the Smart Locker system. Following these guidelines ensures secure locker access, correct device usage, and smooth system operations.

Credential Accuracy

Employees must log in using their registered email ID and password. Multiple failed login attempts may temporarily lock the account for security reasons.

Request Validation

Every pickup or drop-off action creates a system request. Once submitted, the request enters an approval and locker validation workflow. Employees must verify all details before confirming a request.

QR Code Security

Each request generates a unique QR code that is linked to:

• Employee identity
• Device information
• Locker location
• Request validity window

QR codes must not be shared, reused, or scanned outside the intended locker.

Session Security

Employees must log out after completing actions, especially when using shared systems.

Discrepancy Reporting

Any mismatch in device assignment, locker access failure, or incorrect request status must be reported immediately to the administrator.

Profile Accuracy

Keeping contact details up to date ensures timely notifications for approvals, rejections, and locker actions.

Login

The Login module acts as the secure entry point to the Smart Locker system. Only authenticated employees can access device and locker operations.

The system supports both Email/Password login and Single Sign-On (SSO), allowing users to securely access the platform using either their registered credentials or their organization account.

Login Options

Employees can log in using one of the following methods:

• Email and Password Login – Users enter their registered Email ID and Password to access the system.
• SSO Login – Users sign in through their organization’s identity provider, enabling secure access without maintaining a separate application password.

Authentication Flow

1. Enter registered Email ID and Password, or select SSO Login.
2. The system validates the user credentials or redirects the user to the organization’s SSO authentication provider.
3. On successful authentication, a secure session is created.
4. The employee is redirected to the Home page.
5. If authentication fails, an error message is displayed and access is denied.

This process ensures that only authorized users can access the Smart Locker system and perform device-related operations.

SSO Login Overview

Single Sign-On (SSO) allows employees to log in using their organization account instead of a separate Smart Locker password.

With SSO login:

• Users are redirected to the organization’s authentication provider.
• Authentication is handled through the organization’s secure identity system.
• On successful verification, the user is logged in and redirected back to the Smart Locker application.
• This simplifies login and improves security by using centralized access control.

Reset Password Flow

If a user forgets their password, they can reset it using the Forgot Password option.

1. Click Forgot Password on the login page.
2. Enter the registered Email ID.
3. The system sends a password reset email to the registered email address.
4. Open the email and click the reset password link.
5. Enter and confirm the new password.
6. Submit the new password to complete the reset process.
7. The user can then log in using the updated password.

This flow ensures users can securely regain access to their account without administrator intervention.

Home

The Home page serves as the central dashboard for employees. It provides quick access to all primary locker and device actions.

Available Actions

• Device Pick up Request
• Device Drop off Request
• Device Service Request
• My Requests
• My Devices

The Home page allows employees to quickly initiate requests and monitor their device-related activities without navigating through multiple screens.

Device Pickup Request

• A Device Pickup request is used to collect a device from a locker for usage or maintenance. This workflow ensures secure access, traceability, and accurate device location updates.

  

To create a device pick up request, follow the steps below:

1. Select Device Type or Code
   The user chooses the required device type (for example, Laptop or Phone) or specifies an exact device code for pickup.

   (Note: Pickups are subject to assigned device quotas. If a user exceeds their quota, the pickup request will be rejected.)

2. Provide Issue or Notes
   Enter issue or notes to describe the reason for pickup or any special instructions.

3. Select Pickup Locker
   A locker is selected from which the device will be collected.

   

4. Confirm Request Details
   The system displays a summary including:

   • Device type
   • Issue or notes
   • Locker location
     The user confirms the request.

   

5. QR Code and Device Pickup

   • Each user is assigned a unique QR code that is used for all device requests.
   • The user scans their QR code at the selected locker.
   • The assigned device is released and collected by the user.

   

Outcome

• The request status is marked as Closed after successful pickup.
• The device location is updated to In Use.
• The request remains available for tracking and audit purposes.

Device Pick-up Request (via ServiceNow)

• A Device Pick-up Request allows users to request a device directly from the ServiceNow portal. After submitting the request, a QR code is generated, which can be used at the assigned Smart Locker to collect the device.

  

To create a device pickup request, follow the steps below:

1. Select Locker Location
   Choose the locker from which the device will be collected.

2. Select Device Type
   Select the required device type.

3. Provide Additional Notes
   Enter any notes or instructions if required.

4. Submit the Request
   Click Submit to create the request.

   

5. QR Code and Device Pickup

   • Each user is assigned a unique QR code that is used for all device requests.
   • The user scans their QR code at the selected locker.
   • The assigned device is released and collected by the user.

Outcome

• The request is successfully created.
• The device can be collected using the generated QR code.
• The request status is updated after successful pickup.
• The request remains available for tracking and audit purposes.

Device Drop-off Request

• A Device Drop-off request is used to return a device to a locker after use or to place it into the system for maintenance or reassignment. This process ensures proper validation, secure locker access, and accurate device tracking.

  

To create a device drop-off request, follow the steps below:

1. Identify the Device
   The device is identified using its unique device code, along with its current condition.
   (Note: Employees can only drop off devices that have been officially assigned to them.)

2. Provide Issue or Notes
   Optional notes are added to describe the device condition, issues, or handling instructions.

3. Select Drop-off Locker
   A locker is selected where the device will be returned.

   

4. Confirm Request Details
   The system displays a summary including:

   • Device code
   • Device condition
   • Issue or notes
   • Locker location
     The user confirms the request.

   

5. QR Code and Device Dropoff

   • Each user is assigned a unique QR code that is used for all device requests.
   • The user scans their QR code at the selected locker.
   • The assigned device is dropped by the user.

   

Outcome

• The request status is marked as Closed after successful drop-off.
• The device location is updated to In Locker.
• The request remains available for tracking and audit purposes.

Device Drop-off Request (via ServiceNow)

• A Device Drop-off Request allows users to return a device through the ServiceNow portal. After submitting the request, a QR code is generated for secure device drop-off at the assigned Smart Locker.

  

To create a device drop-off request, follow the steps below:

1. Select Locker Location
   Choose the locker where the device will be returned.

2. Select Your Device
   Select the device to be returned.

3. Select Device Condition
   Choose the current condition of the device.

4. Provide Additional Notes
   Enter any notes or instructions if required.

5. Submit the Request
   Click Submit.

   

6. QR Code and Device Dropoff

   • Each user is assigned a unique QR code that is used for all device requests.
   • The user scans their QR code at the selected locker.
   • The assigned device is dropped by the user.

Outcome

• The request is successfully created.
• The device is securely returned to the locker.
• The device location is updated.
• The request remains available for tracking and audit purposes.

Device Service Request

• A Device Service Request is used when a device needs maintenance, repair, or technical attention instantly. This process ensures proper request validation, secure device handling, and accurate service tracking throughout the service lifecycle.

  

To create a device service request, follow the steps below:

1. Identify the Device
   The device is identified using its unique device code, along with its current condition.

2. Provide Issue or Notes
   Optional notes are added to describe the device condition, issues, or handling instructions.

3. Select Locker
   A locker is selected where the device will be serviced.

   

4. Confirm Request Details
   The system displays a summary including:

   • Device code
   • Issue or notes
   • Locker location
     The user confirms the request.

   

5. QR Code and Device Service

   • Each user is assigned a unique QR code that is used for all device requests.
   • The user scans their QR code at the selected locker.
   • The device gets serviced or dropped off according to the output.

   

Outcome

• The request status is marked as Closed after successful service or drop-off.
• The device location will be In Use if serviced and will be updated to In Locker if dropped off.
• The request remains available for tracking and audit purposes.

Device Service Request (via ServiceNow)

• A Device Service Request allows users to report an issue with a device and submit it for servicing through the ServiceNow portal.

To create a device service request, follow the steps below:

1. Select Locker Location
   Choose the locker where the device will be submitted.

2. Select Your Device
   Select the device that requires servicing.

3. Provide Additional Notes
   Enter any notes or instructions if required.

4. Submit the Request
   Click Submit.

Outcome

• The service request is successfully created.
• The request is available for processing by the service team.
• The request remains available for tracking and audit purposes.

My Requests

The My Requests page provides employees with a complete view of all pickup and drop-off requests they have created. Requests are displayed as individual cards, allowing employees to quickly track request progress, view device and locker details, and access the request summary.

This page ensures full transparency and traceability for every locker interaction.

Page Overview

The My Requests page includes:

• Filter to narrow requests by status
• Request cards arranged in a clear, grid-based layout
• A View Details action for each request

Each card represents a single pickup or drop-off request.

Request Card Structure

Each request card displays the following information:

Request Details

• Request Type – Pick-up Request or Drop-off Request
• Request ID – Unique identifier (e.g., Request: 03)
• Request Status – Current status of the request
• Request Date & Time – When the request was created

Device Details

Shows information related to the device involved in the request:

• Device Code
• Device Name and Device Condition
• Issue / Note

This helps employees quickly recall the purpose of the request.

Locker Details

Displays the locker associated with the request:

• Locker Name
• Locker Address

Request Status

The current request status is clearly highlighted using color indicators:

• Pending

  • The request has been created and a QR code is generated.
  • Waiting for the employee to scan the QR code at the locker.

• Processing

  • The QR code has been scanned.
  • The locker operation (pickup or drop-off) is currently in progress.

• Closed

  • The locker interaction has been successfully completed.
  • The device has been picked up or dropped off correctly.

• Cancelled

  • The request has been cancelled by the employee.
  • The QR code is invalid and no locker action is allowed.

View Details Action

Clicking View Details opens the Request Summary page.

The Request Summary page displays:

• Complete request information
• QR code
• Locker and device validation details
• Option to cancel a request

This page is read-only and serves as a reference and execution point.

Real-Time Updates

• Request cards update automatically as the request progresses.
• Status changes reflect immediately after QR scans and locker interactions.
• All requests remain visible for audit purposes.

Best Practices

• Always verify request details before scanning the QR code.
• Use the View Details page for accurate execution.
• Cancel unused requests to avoid locker conflicts.
• Contact an administrator if a request remains in Processing for an extended period.

My Devices

The My Devices page provides employees with a structured view of all devices assigned to them, grouped by device type. It also shows device limits, current usage, and available actions such as pick-up or drop-off.

This page helps employees clearly understand:

• What devices they currently own
• How many devices they are allowed to have
• What actions they can perform on each device

Page Overview

The My Devices page includes:

• Device sections grouped by Device Type
• Action buttons for Pick-up and Drop-off

Devices are grouped under their respective device types such as Laptop, Keyboard, and Mouse. Each device type section can be expanded or collapsed for easier navigation.

Device Quota

Device Quota Management controls how many devices an employee can request and own. Device quotas are configured per employee and can be enabled or disabled as needed.

Quota Disabled

When device quota is disabled:

• Employees can request any number of devices.
• No device-type limits are enforced.
• Device ownership is not restricted by quotas.

Quota Enabled

When device quota is enabled:

• Limits are configured per device type (for example, Laptop or Phone).
• Employees can request devices only within the configured limits.
• Employees cannot own more devices than the assigned limit for a device type.
• Additional pickup requests for a device type are restricted when the limit is reached.

If enabled the section displays:

• Owned / Allowed count
  Example: Owned/Allowed: 2/3
• A limit status indicator when the maximum limit is reached
• A table listing assigned devices (if any)

Owned / Allowed Indicator

The Owned / Allowed value represents:

• Owned – Number of devices currently assigned to the employee
• Allowed – Maximum number of devices permitted for that device type

Limit Reached Indicator

• When the owned count equals the allowed limit, a “Limit reached” label is displayed.
• Pickup actions are disabled for that device type until a device is returned.

This ensures controlled device allocation and prevents overuse.

Device List Details

For each assigned device, the following details are shown:

• Device Code
• Device Name

Navigation and Integration

• Selecting a device opens detailed device information.
• Related requests can be accessed from the Request Summary page.
• Device status changes automatically after successful locker interactions.

Best Practices

• Always return devices using the drop-off workflow.
• Avoid holding unused devices unnecessarily.
• Verify device code before initiating a drop-off.
• Contact the administrator if device status does not update after locker interaction.

Profile

The Profile page allows employees to view and manage their personal information and account security settings. This section ensures that user identity details remain accurate and access to the Smart Locker system remains secure.

Purpose

The Profile page enables employees to:

• View and update personal details
• Change account password securely
• Manage session access by logging out

Keeping profile information up to date ensures smooth communication and secure system usage.

Profile Overview

The Profile page is divided into the following sections:

• Personal Information
• Password Management
• Logout

Each section is designed to prevent accidental changes while maintaining usability.

Personal Information

This section displays the employee’s basic details:

• Profile Picture
• Name
• Email Address
• Phone Number

Managing Profile Picture

• Employees can view their current profile picture.
• To update, click Upload and select a new image file.
• To remove an existing picture, click Delete.

Editing Personal Information

• Employees can update their personal info by clicking Edit

  

• After making changes, a confirmation prompt is shown.

  

• Changes are saved only after explicit confirmation.

This validation ensures profile accuracy and prevents unintended updates.

Password Management

The Password Management section allows employees to change their account password securely.

Password Change Flow

1. Enter the Current Password for verification.
2. Enter the New Password.
3. Re-enter the Confirm Password.
4. After making changes, a confirmation prompt is shown.

Security Rules

• Password strength rules are enforced.
• The current password must be valid.
• Password mismatch or weak passwords are rejected with clear error messages.

This process ensures that only authorized users can update account credentials.

Logout

The Logout option allows employees to end their active session.

Logout Behavior

• Terminates the current session immediately.
• Prevents further access without re-authentication.
• Recommended after using shared or public devices.

Confirmation and Validation

• All profile updates require confirmation before saving.
• Errors or validation failures are displayed clearly.
• Successful updates are reflected instantly.

Best Practices

• Keep phone number updated for notifications.
• Change passwords periodically for security.
• Always log out on shared or public systems.
• Report any profile-related issues to the administrator.

Smart Locker System – Kiosk User Guide

The Smart Locker Kiosk is a self-service interface that enables users to securely access and manage devices through a connected Smart Locker system.

Users can authenticate themselves, create device requests directly from the kiosk, or access requests that have already been created through the web application. Once a request is selected and validated, the kiosk provides access to the corresponding locker slot so the user can complete the required device operation.

The kiosk also provides administrative settings for configuring network connectivity, managing kiosk users, and safely shutting down the device.

Purpose of the Kiosk

The Smart Locker Kiosk is designed to provide a simple and controlled way to manage device-related operations without requiring manual assistance.

It helps users:

• Authenticate using a QR code or NFC.
• Captures face for security and audit purpose.
• Create device requests from the kiosk.
• View requests created through the web application.
• Proceed with an available request.
• Access the assigned locker slot.
• Complete the required device operation.
• Receive confirmation when the request is completed.

Authentication

Authentication is used to verify the user before allowing access to requests and locker operations.

The Smart Locker Kiosk supports the following authentication methods:

• NFC – Authenticate by tapping a supported NFC card or device on the kiosk’s NFC reader.
• QR Code – Authenticate by scanning a valid QR code using the kiosk scanner.

Face Detection

The Smart Locker Kiosk uses the camera to detect and capture the user’s face during the kiosk operation.

The captured face is associated with the relevant request and can be stored as part of the request record and audit history.

Note: Face Detection captures the user’s face for record-keeping and tracking purposes. It does not authenticate or verify the user’s identity.

Settings and Administration

The kiosk includes a Settings area for authorized users to manage device configuration and administrative functions.

The available settings include:

Note: Access to administrative settings should be limited to authorized users.

Before You Begin

Before using the Smart Locker Kiosk, ensure that:

• The kiosk has completed its initial device setup.
• The kiosk is connected to the required network.
• The Smart Locker system is available.
• You have a valid QR code or registered NFC for authentication.
• Any required device request has been created or is available for creation through the kiosk.

Important: Follow the instructions displayed on the kiosk during each operation. Do not force open a locker or interrupt an active transaction.

Device Setup

Device Setup is the initial stage of preparing the Smart Locker Kiosk for use.

When the kiosk is powered on and the locker setup process is completed, the kiosk displays the Locker Setup Complete screen. This screen provides the identifiers required to configure and register the kiosk through the Smart Locker Web Application.

Locker Setup Complete

The Locker Setup Complete screen confirms that the initial locker setup has been completed.

The screen displays the following information:

• Device Service ID – Identifies the device service associated with the kiosk.
• HW ID – Identifies the hardware associated with the kiosk.

Configure the Device in the Web Application

After the locker setup is completed on the kiosk, the Device Service ID is used in the Smart Locker Web Application to configure the kiosk.

The administrator must configure the device service and associate it with the appropriate locker. The locker is then assigned to a Tenant.

The configuration establishes the relationship between:

Device Service → Locker → Tenant

Once the locker has been assigned to a tenant, the tenant can use the Smart Locker Kiosk for their organization’s device operations.

Configuration Flow

Kiosk Setup Completed
        ↓
Device Service ID Generated
        ↓
Configure Device Service in Web Application
        ↓
Assign Device Service to Locker
        ↓
Assign Locker to Tenant
        ↓
Tenant Configuration Completed
        ↓
Kiosk Available for Organization

Home

The Home screen is the starting point for using the Smart Locker Kiosk. It provides access to the kiosk’s primary operations, request creation, recent requests, theme settings, and administrative settings.

The kiosk displays the Home screen when it is ready for use.

Start Using the Kiosk

To begin a kiosk operation:

1. Select Touch to Start.

2. The kiosk automatically identifies the authentication method configured for the device.

3. The corresponding authentication screen is displayed.

4. Complete the authentication using the available method:

   • QR Code – Scan the QR code displayed or provided for authentication.
   • NFC – Tap the supported NFC card or device on the kiosk’s NFC reader.

   

5. After successful authentication, the kiosk proceeds to Face Detection.

6. Position your face within the camera frame and wait for the kiosk to capture it.

7. Once the face is captured successfully, the kiosk proceeds to the Request Creation page.

Note: The authentication method is determined automatically based on the kiosk configuration. Users do not need to select QR or NFC manually.

Request Creation

The Request Creation page is the main area for initiating and accessing device-related requests on the kiosk.

It provides two options:

• Create Request – Start a new device request.
• Recent Requests – View requests that were recently created or processed by the user.

Change the Theme

The kiosk provides a theme option that allows the display appearance to be changed.

To change the theme:

1. Select the Theme icon.
2. Choose the required theme.
3. The kiosk updates the display with the selected theme.

The selected theme affects the appearance of the kiosk interface and does not change the available kiosk operations.

Access Settings

The Settings option provides access to kiosk configuration and administrative functions.

Settings include:

• Network Configuration – Configure the kiosk’s Ethernet connection.
• Wi-Fi – Add and connect to a wireless network.
• User Management – Add and manage kiosk users.
• Shutdown – Safely shut down the kiosk.

Note: Settings are intended for authorized users or administrators. Regular users can start their kiosk operation directly from the Home screen.

Application Version

The kiosk displays its current application version on the Home screen. This information can be useful when reporting issues or identifying the software version installed on the kiosk.

Device Pickup Request

• A Device Pickup Request allows users to collect a device from a Smart Locker for use. This workflow ensures secure device access and keeps the device and request status updated throughout the pickup process.

  

To create a device pickup request from the Smart Locker kiosk, follow the steps below:

1. Select Device Pickup
   Select Device Pickup from the available request types.

2. Select Device Type
   Choose the required device type, such as Laptop or Phone.

   

3. Provide Issue or Notes
   Enter any relevant issue, reason, or additional instructions related to the device pickup.

4. Create the Request
   Review the entered details and select Create Request to submit the pickup request.

5. View Request Details
   After the request is created, the kiosk displays the request details, including:

   • Request ID
   • Device type
   • Device ID
   • Issue or notes
   • Assigned locker slot

   

6. Collect the Device

   • Proceed to the assigned locker slot displayed on the kiosk.
   • Open the locker and collect the device.
   • Close the locker securely after collecting the device. The kiosk asks whether the request has been completed.
   • Select Yes if the device has been successfully collected.
   • Select No if the pickup is not completed.

   

7. Confirm Request Completion

Outcome

• The request status is marked as Completed after successful pickup.
• The device location is updated in the system.
• The device is assigned for the user’s usage.

Device Drop-off Request

• A Device Drop-off Request allows users to return a device to a Smart Locker after use. This workflow ensures the device is securely returned and its location, condition, and request status are updated in the system.

  

To create a device drop-off request from the Smart Locker kiosk, follow the steps below:

1. Select Device Drop-off
   Select Device Drop-off from the available request types.

2. Select Your Device
   Select the device that you want to return from the list of devices assigned to you and select the device condition whether its in Good or Bad condition.

   

3. Provide Issue or Notes
   Enter any relevant issue, damage details, or additional information about the device, if required.

4. Create the Request
   Review the entered details and select Create Request to submit the drop-off request.

5. View Request Details
   After the request is created, the kiosk displays the request details, including:

   • Request ID
   • Device ID
   • Issue or notes
   • Assigned locker slot

   

6. Return the Device

   • Proceed to the assigned locker slot displayed on the kiosk.
   • Open the locker and place the device inside.
   • Close the locker securely after returning the device.

   The kiosk asks whether the request has been completed.

   • Select Yes if the device has been successfully returned.
   • Select No if the drop-off is not completed.

   

7. Confirm Request Completion
   Select Yes to confirm that the device drop-off is complete.

Outcome

• The request status is marked as Completed after successful drop-off.
• The device location is updated in the system.
• The device condition is updated based on the selected condition.
• The device is no longer assigned for the user’s usage.
• The device becomes available at the returned locker location.

Settings

The Settings section provides administrative options for configuring and maintaining the Smart Locker Kiosk.

Settings can be accessed from the Home screen. Access is restricted to authorized users and requires administrator credentials.

Access Settings

To access Settings:

1. Select Settings from the Home screen.

2. Enter the authorized Username.
3. Enter the corresponding Password.
4. Select Login.
5. After successful authentication, the Settings screen is displayed.

Once logged in, administrators can access the available kiosk configuration options:

• Network Configuration
• Wi-Fi
• User Management
• Shutdown

Note: Only authorized users with valid administrator credentials can access the kiosk Settings.

Network Configuration

Network Configuration allows administrators to configure the kiosk’s network connection.

The kiosk provides the following network options:

• Ethernet
• Wi-Fi

Ethernet

Ethernet allows administrators to configure the kiosk’s wired network connection. The kiosk supports two Ethernet configuration methods:

• Automatic Configuration
• Manual Configuration

Automatic Configuration

Use automatic configuration when the network settings are assigned automatically by the network.

1. Select Automatic Configuration.
2. Apply the configuration.
3. Verify that the kiosk is connected to the network.

Manual Configuration

Use manual configuration when specific network settings need to be entered manually.

1. Select Manual Configuration.
2. Enter the required network details.
3. Save the configuration.
4. Verify that the kiosk is connected successfully.

Note: Obtain the required network details from the organization’s network administrator before configuring the connection manually.

Wi-Fi

Wi-Fi allows administrators to connect the kiosk to a wireless network.

Connect to a Wi-Fi Network

1. Open Settings.
2. Select Network Configuration.
3. Select Wi-Fi.
4. Select the required network from the available networks.
5. Enter the Wi-Fi password.
6. Select Connect.
7. Verify that the kiosk is connected successfully.

Add a Wi-Fi Network

If the required network is not available in the list:

1. Select Add Network.
2. Enter the required network details.
3. Save the network.
4. Select the added network.
5. Enter the Wi-Fi password, if required.
6. Select Connect.
7. Verify that the kiosk is connected successfully.

User Management

User Management allows authorized administrators to add users who can access administrative functions on the kiosk.

Add a User

1. Open Settings.
2. Select User Management.
3. Select Add User.

4. Enter the Username and Password and Confirm Password
5. Click Add.
6. Confirm in the popup.

Edit User Details

Administrators can edit an existing user’s username or password.

1. Open Settings.
2. Select User Management.
3. Select the user you want to edit.
4. Choose whether to edit the Username or Password.

To edit the Username:

• Enter the Current Password.
• Enter the New Username.

• Click Save.
• Confirm the action in the popup.

To edit the Password:

• Enter the Current Password.
• Enter the New Password and fill Confirm Password.

• Click Save.
• Confirm the action in the popup.

Note: Only authorized users should be provided with administrative access to the kiosk.

Shutdown

The Shutdown option allows the kiosk to be safely powered off.

Before shutting down the kiosk:

• Make sure no request is currently being processed.
• Ensure that no locker operation is in progress.
• Complete or exit any active operation.

Shut Down the Kiosk

1. Open Settings.
2. Select Shutdown.
3. Confirm the shutdown action.
4. Wait for the kiosk to shut down completely.

Important: Do not disconnect the kiosk from its power source while it is operating or while a request is being processed.

Smart Locker System – Superadmin User Guide

The Super Admin role represents the highest authority in the Smart Locker system. This role is responsible for configuring and governing the platform before it is used by tenant organizations.

Super Admins do not participate in day-to-day device usage. Instead, they ensure that lockers, tenants, and admin users are correctly created, assigned, and controlled.

All Super Admin actions impact multiple tenants and therefore follow strict validation and confirmation rules.

Scope of Access

Super Admins have access to:

• All lockers (pending and assigned)
• All tenants
• All admin users
• Platform-level configuration and oversight

They do not participate in daily device pickup or drop-off operations.

Login

The Login module acts as the secure entry point to the Smart Locker system. Only authenticated super administrators can access device and locker operations.

Authentication Flow

1. Enter registered Email ID and Password.
2. The system validates credentials against the user database.
3. On successful authentication, a secure session is created.
4. The employee is redirected to the Home page.
5. If authentication fails, an error message is displayed and access is denied.

This process ensures only authorized users can initiate device-related actions.

Device Service

Overview

The Device Service module is used to configure newly installed kiosks before they become operational.

When a kiosk is installed, it automatically appears in the Device Service list as an unconfigured device. Administrators use this module to complete the initial configuration by configuring slots and terminals. Once the configuration is completed, the kiosk is moved to Pending Lockers for tenant assignment.

Purpose of Device Service Configuration

The Device Service Configuration page is used to prepare a newly installed kiosk for operation. It allows administrators to define the physical locker layout by configuring slots and to establish communication with the kiosk hardware by configuring terminals. Completing this configuration ensures the kiosk is ready to be assigned to a tenant and used within the Smart Locker system.

Device Service Flow

1. View Device Service List

The Device Service page displays all newly installed kiosks awaiting configuration.

Each tenant entry displays:

• Device Service ID
• Created at
• Status
• View Action

To begin configuration:

Note: When a kiosk powers on for the first time, its screen displays its Device Service ID. Use this displayed ID to locate and select the correct device-service entry before beginning configuration.

1. Locate the required device service.
2. Click Configure.

The system opens the Device Service Configuration page.

Slot Configuration

The Slot Configuration section is used to define the locker slots available for the kiosk.

From this section, you can:

• Add one or more slots.

Note: The number of slots configured must not exceed the physical number of slots available in the locker hardware. You may configure fewer slots than the physical maximum, but you cannot exceed it.

• If needed, we can edit the Slot Label for each slot.

After configuring the required slots, proceed to the terminal configuration.

Terminal Configuration

The Terminal Configuration section is used to configure the terminals connected to the kiosk. This step is optional and only required if the Smart Locker is being set up with the Service Desk feature. If the locker operates without Service Desk, this section can be skipped.

For each terminal, you can:

• Add a new terminal.
• Edit the Terminal Label.
• Select the Hardware ID.
• Enter the IPKVM URL.
• Enter the IPKVM Username.
• Enter the IPKVM Password.
• Click Test Connection to verify the configuration.

If the connection is successful, the system displays a “Linked Successfully” confirmation message.

Multi-Terminal Locker Setup

If a Smart Locker with the Service Desk feature has multiple terminals:

1. Identify the primary device-service — this is the one with locker control (its Device ID is shown on the locker display when powered on).
2. Open the primary device-service and configure slots under it.
3. Add each additional terminal under the same primary device-service using their respective Device IDs.

Note: Do not configure additional terminals as separate device-services. All terminals of a single Smart Locker must be associated to the same primary device-service.

Save Configuration

After completing the slot and terminal configuration:

1. Review the configuration.
2. Click Configure and confirm the configuration.

The configured kiosk is automatically moved to the Pending Lockers list.

Notes

• Every newly installed kiosk first appears in the Device Service list.
• A device service cannot be used until slots have been configured. Terminal configuration is additionally required if the Service Desk feature is in use.
• The terminal connection should be verified before saving the configuration.
• Successfully configured device services are automatically moved to Pending Lockers.

Lockers

Overview

The Lockers module is used to manage configured kiosks after the initial device service configuration has been completed.

Once a device service is configured, it is moved to the Pending Lockers list. From there, administrators can review the configuration, reconfigure the locker if required, assign it to a tenant, and activate it for use.

Pending Lockers

The Pending Lockers page contains lockers that have been fully configured but have not yet been assigned to a tenant. This stage allows administrators to review the locker configuration, make any required changes, and complete tenant assignment before the locker becomes active.

The Pending Lockers page displays all configured lockers awaiting tenant assignment.

For each pending locker, administrators can:

• View locker details.
• Reconfigure the locker.
• Assign the locker to a tenant.

Reconfigure Locker

The system opens the Device Service Configuration page, where the existing slot and terminal configuration can be updated. The reconfiguration process is the same as the initial device service configuration.

After saving the changes, the locker remains in Pending Lockers until it is assigned to a tenant.

Assign Tenant

To activate a locker:

1. Select the required locker from the Pending Lockers list.
2. Click Assign.
3. Select the tenant.
4. Review the assignment details.
5. Click Assign Locker.

A confirmation popup appears

After the assignment is completed, the locker becomes active and is moved to the Lockers list.

Active Lockers

The Lockers page displays all active lockers that have been assigned to tenants.

From this page, administrators can:

• View locker details.
• View the assigned tenant.
• Search and filter lockers.
• Monitor locker status.

Notes

• Only configured device services appear in Pending Lockers.
• Lockers can be reconfigured before they are assigned to a tenant.
• The reconfiguration process uses the same slot and terminal configuration workflow as the Device Service module.
• A locker becomes active only after it has been assigned to a tenant.
• Active lockers are displayed in the Lockers list and are ready for normal Smart Locker operations.

Tenants

A Tenant represents an organization that uses the Smart Locker system to manage devices for its employees. Each tenant operates as an independent unit with isolated data, users, devices, and lockers.

Tenant management is performed exclusively by the Super Admin to ensure controlled onboarding, secure access, and proper system governance.

Purpose of Tenant Management

Tenant management exists to:

• Onboard new organizations onto the platform
• Define organizational ownership and boundaries
• Associate lockers with the correct organization
• Enable tenant-level administration
• Maintain isolation between organizations

Once created, tenants operate independently without interference from other tenants.

Tenant List

The Tenants List provides a high-level overview of all organizations registered in the system.

Each tenant entry displays:

• Organization ID

• Organization Name

• Organization Address

• View Action

  

This view helps the Super Admin monitor tenant scale, usage, and resource allocation at a glance.

Tenant Creation

Tenant creation is a structured process that defines both system access and organizational identity.

Personal Info

The Personal Info section defines login credentials for the tenant admin.

It includes:

• Name
• Email

A reset password email will be sent to this email and can access.

Organization Info

The Organization Info section defines the organization’s identity.

It includes:

• Organization Name – Official tenant name
• Organization Address – Physical or registered address

This information is used for identification, reporting, and audit purposes.

• All entered details are reviewed
• Confirmation is required to proceed

This confirmation step prevents accidental or incorrect tenant creation.

Tenant Details

Each tenant has a dedicated Tenant Details view.

This view provides:

• Organization information

The Tenant Details page acts as the control center for tenant-level inspection.

Editing Tenant Details

Tenant details can be updated when required.

• Editable fields include personal information and organization information

• All updates require confirmation before saving

Changes are applied immediately and reflected system-wide.

Tenant Governance and Isolation

The tenant model enforces strict isolation:

• Tenants cannot access other tenants’ data
• Lockers belong to only one tenant
• Admins and employees are scoped per tenant

The Super Admin retains visibility but does not perform tenant-level operations.

Best Practices

• Verify organization details before tenant creation
• Assign lockers only after tenant setup is complete
• Periodically review tenant usage metrics
• Use confirmation prompts carefully to avoid misconfiguration

Admins

The Admins module allows the Super Admin to manage administrative users who assist in operating and monitoring the system. Admins act as delegated operators with defined access, helping distribute responsibilities while maintaining centralized control.

Admin management is exclusively handled by the Super Admin.

Purpose of Admin Management

Admin management exists to:

• Delegate operational responsibilities
• Reduce dependency on a single Super Admin
• Maintain controlled system access
• Ensure accountability through identifiable admin users

Each admin operates under permissions defined by the platform while remaining accountable to the Super Admin.

Admins List – Concept

The Admins List provides an overview of all admin users in the system.

Each admin record displays:

• Name
• Email ID
• Mobile Number
• Actions

This list enables the Super Admin to quickly monitor and manage administrative users.

Admin Creation

Creating an admin involves defining both identity and access credentials.

Admin Details

Admin creation requires the following information:

• Name
• Mobile Number
• Email ID
• Password
• Confirm Password

Once confirmed, changes are immediately reflected in the system.

Admin Details

Each admin has a dedicated Admin Details view.

This view provides:

• Personal information
• Contact details

The Admin Details page serves as a single source of truth for admin-related information.

Editing Admin Details

Admin details can be updated when required.

Editable fields include:

• Name

• Mobile Number

• Email ID

Once confirmed, changes are immediately reflected in the system.

Admin Governance and Control

Admin accounts follow strict governance rules:

• Each admin has a unique Admin Code
• Duplicate email IDs are not allowed
• Admin access is traceable and auditable
• Super Admin retains full control over admin accounts

Admins cannot create or modify other admins unless explicitly permitted.

Best Practices

• Create admins only when necessary
• Use unique and identifiable Admin Codes
• Regularly review admin contact details
• Remove or update inactive admins promptly

Gateway Management

The Gateway module is used to configure and manage IPKVM gateways. A gateway acts as the communication bridge between the Smart Locker platform and connected IPKVM devices.

Create a Gateway

To add a new gateway:

1. Navigate to Gateway from the left navigation menu.
2. Click Create Gateway.

3. Enter the following details:

   • Gateway URL – The IP address or URL of the IPKVM gateway.
   • Gateway Capacity – Maximum number of IPKVM devices the gateway can support.

4. Click Test to verify the gateway connection.

   

5. In the confirmation dialog, click Test to continue.

6. Once the test is successful, save the gateway.

View Gateway Details

To view gateway information:

1. Open the Gateway page.

2. Click View for the required gateway.

   

3. The Gateway Details page displays:

   • Gateway ID
   • Gateway URL
   • Gateway Capacity
   • Gateway Status

Edit Gateway Details

To update gateway information:

1. Open the required gateway.

2. Click Edit.

   

3. Update the required fields:

   • Gateway URL
   • Gateway Capacity
   • Gateway Status

   

4. Click Save.

5. Confirm the update.

   

Delete a Gateway

To remove a gateway:

1. Navigate to the Gateway page.

2. Click Delete for the required gateway.
3. Confirm the deletion.

Note: A gateway with active IPKVM devices should not be deleted until all associated devices have been removed or reassigned.

Gateway Status

The Gateway Status toggle controls whether the gateway is available for IPKVM communication.

• Enabled – The gateway is active and can communicate with linked IPKVM devices.
• Disabled – The gateway is inactive and cannot be used for new or existing IPKVM connections.

Gateway List

The Gateway page displays the following information for each configured gateway:

Best Practices

• Verify the gateway URL before saving.
• Always test the gateway connection before use.
• Configure the gateway capacity according to the expected number of IPKVM devices.

Profile

The Profile page allows superadmin to view and manage their personal information and account security settings. This section ensures that user identity details remain accurate and access to the Smart Locker system remains secure.

Purpose

The Profile page enables superadmin to:

• View and update personal details
• Change account password securely
• Manage session access by logging out

Keeping profile information up to date ensures smooth communication and secure system usage.

Profile Overview

The Profile page is divided into the following sections:

• Personal Information
• Password Management
• Logout

Each section is designed to prevent accidental changes while maintaining usability.

Editing Personal Information

• Superadmins can update their personal info

• After making changes, a confirmation prompt is shown.

• Changes are saved only after explicit confirmation.

This validation ensures profile accuracy and prevents unintended updates.

Password Management

The Password Management section allows superadmins to change their account password securely.

Password Change Flow

1. Enter the Current Password for verification.
2. Enter the New Password.
3. Re-enter the Confirm Password.
4. Submit to apply the change.

• After making changes, a confirmation prompt is shown.

  

• Changes are saved only after explicit confirmation.

Security Rules

• Password strength rules are enforced.
• The current password must be valid.
• Password mismatch or weak passwords are rejected with clear error messages.

This process ensures that only authorized users can update account credentials.

Logout

The Logout option allows superadmins to end their active session.

Logout Behavior

• Terminates the current session immediately.
• Prevents further access without re-authentication.
• Recommended after using shared or public devices.

Confirmation and Validation

• All profile updates require confirmation before saving.
• Errors or validation failures are displayed clearly.
• Successful updates are reflected instantly.

Best Practices

• Keep phone number updated for notifications.
• Change passwords periodically for security.
• Always log out on shared or public systems.
• Report any profile-related issues to the administrator.

Smart Locker System – Tenant Admin User Guide

The Tenant Panel is designed for organizations that use the Smart Locker System to manage employees, devices, and assigned lockers.

A Tenant Admin is responsible for controlling all locker-related operations within their organization. This includes managing employees, configuring devices, monitoring requests, and overseeing locker usage.

Each tenant operates independently and can access only their organization’s data and assigned lockers.

This guide explains how Tenant Admins can effectively use the system to:

• Manage employees
• Manage roles and permissions
• Manage devices and device types
• Monitor pickup and drop-off requests
• Operate assigned lockers
• Maintain organizational control and security

The following sections provide detailed explanations of each module and workflow.

Login

The Login module acts as the secure entry point to the Smart Locker system. Only authenticated employees can access device and locker operations.

Authentication Flow

1. Enter registered Email ID and Password.
2. The system validates credentials against the user database.
3. On successful authentication, a secure session is created.
4. The employee is redirected to the Home page.
5. If authentication fails, an error message is displayed and access is denied.

This process ensures only authorized users can initiate device-related actions.

SSO Login Overview

Single Sign-On (SSO) allows employees to log in using their organization account instead of a separate Smart Locker password.

With SSO login:

• Users are redirected to the organization’s authentication provider.
• Authentication is handled through the organization’s secure identity system.
• On successful verification, the user is logged in and redirected back to the Smart Locker application.
• This simplifies login and improves security by using centralized access control.

Reset Password Flow

If a user forgets their password, they can reset it using the Forgot Password option.

Reset Password Process

1. Click Forgot Password on the login page.
2. Enter the registered Email ID.
3. The system sends a password reset email to the registered email address.
4. Open the email and click the reset password link.
5. Enter and confirm the new password.
6. Submit the new password to complete the reset process.
7. The user can then log in using the updated password.

Home

The Home page acts as the entry point for Tenant Admins after login.
It provides quick access to frequently used modules and serves as a navigation hub for daily operations.

The Home page is designed to minimize clicks and help admins move quickly to key management areas.

Purpose of the Home Page

The Home page enables Tenant Admins to:

• Navigate easily to core management modules
• Access operational areas without searching through menus
• Start common tasks such as viewing requests or managing devices

It does not display analytics or system alerts.
For operational insights, admins should use the Dashboard.

It has four main actions

• Device Pick-up Request
• Device Drop-off Request
• My Requests
• My Devices

The Home page allows tenants to quickly initiate their own requests and monitor their device-related activities without navigating through multiple screens.

Side Navigation Bar

The Home page provides direct access to the following modules through the side navigation:

Dashboard

Redirects to the Dashboard view for monitoring:

• Requests
• Devices
• Lockers
• Usage insights

Lockers

Used to:

• View assigned lockers
• Monitor slot usage
• Track locker availability

Devices

Used to:

• View all devices under the tenant
• Track device location and status
• Perform device-related actions

Device Types

Used to:

• Manage device categories (Laptop, Mouse, Keyboard, etc.)
• Control device classification and limits

Stores

Used to:

• Manage physical or virtual storage locations
• Track devices stored outside lockers

Employees

Used to:

• Create and manage employees
• Assign device limits
• Assign devices to employees

Requests

Used to:

• View pickup and drop-off requests
• Track request status
• Handle approvals and operational follow-ups

Service Requests

Used to:

• View all device service requests
• Track service request status
• Assign requests to service personnel
• Monitor service progress and completion

Activity Logs

Used to:

• Audit system actions
• Track admin and employee activity
• Ensure accountability

Settings

Used to:

• Configure tenant-level preferences
• Manage operational rules and defaults

Profile

Used to:

• View personal information
• Update profile details
• Log out securely

Device Pick-up Request

• A Device Pick-up request is used to collect a device from a locker for usage. This workflow ensures secure access, traceability, and accurate device location updates.

  

To create a device pickup request, follow the steps below:

1. Select Device Type
   The user chooses the required device type (for example, Laptop or Phone).

2. Provide Issue or Notes
   Enter issue or notes to describe the reason for pickup or any special instructions.

3. Select Pickup Locker
   A locker is selected from which the device will be collected.

   

4. Confirm Request Details
   The system displays a summary including:

   • Device type
   • Issue or notes
   • Locker location
     The user confirms the request.

   

5. QR Code and Device Pickup

   • Each user is assigned a unique QR code that is used for all device requests.
   • The user scans their QR code at the selected locker.
   • The assigned device is released and collected by the user.

   

Outcome

• The request status is marked as Completed after successful pickup.
• The device location is updated in the system.
• The request remains available for tracking and audit purposes.

Cancel Request

• Click Cancel request and upon successful confirmation the request will be cancelled.

  

Device Pick-up Request (via ServiceNow)

• A Device Pick-up Request allows users to request a device directly from the ServiceNow portal. After submitting the request, a QR code is generated, which can be used at the assigned Smart Locker to collect the device.

  

To create a device pickup request, follow the steps below:

1. Select Locker Location
   Choose the locker from which the device will be collected.

2. Select Device Type
   Select the required device type.

3. Provide Additional Notes
   Enter any notes or instructions if required.

4. Submit the Request
   Click Submit to create the request.

   

5. QR Code and Device Pickup

   • A unique QR code is generated for the user.
   • The user scans their QR code at the locker.
   • The assigned device is released and collected by the user.

Outcome

• The request is successfully created.
• The device can be collected using the generated QR code.
• The request status is updated after successful pickup.
• The request remains available for tracking and audit purposes.

Device Maintenance Pick-up Request (via ServiceNow)

A Device Maintenance Pick-up Request allows users to request the collection of a device from a Smart Locker for maintenance. Once the request is submitted, the assigned support team can retrieve the device from the selected locker for servicing.

To create a Device Maintenance Pick-up Request, follow the steps below:

1. Select Locker Location
   Choose the locker from which the device will be picked up.

2. Select Store
   Select the destination store where the device will be sent for maintenance.

3. Select Your Device
   Choose the device that requires maintenance.

4. Provide Additional Notes
   Enter any maintenance details or special instructions if required.

5. Submit the Request
   Click Submit to create the maintenance pickup request.

Outcome

• The request status is updated to Closed after successful pickup.
• The assigned device location is updated to In Use.
• The device is associated with the user until it is returned through a Device Drop-off request.
• The request remains available for tracking and audit purposes.

Device Drop-off Request

• A Device Drop-off request is used to return a device to a locker after use. This process ensures proper validation, secure locker access, and accurate device tracking.

  

To create a device drop-off request, follow the steps below:

1. Identify the Device
   The device is identified using its unique device code, along with its current condition.

2. Provide Issue or Notes
   Enter issue or notes to describe the reason for pickup or any special instructions.

3. Select Drop-off Locker
   A locker is selected where the device will be returned.

   

4. Confirm Request Details
   The system displays a summary including:

   • Device code
   • Device condition
   • Issue or notes
   • Locker location
     The user confirms the request.

   

5. QR Code and Device Dropoff

   • A unique QR code is generated for the user.
   • The user scans their QR code at the locker.
   • The assigned device is dropped off into the user.

   

Outcome

• The request status is marked as Completed after successful drop-off.
• The device location is updated to In Locker.
• The request remains available for tracking and audit purposes.

Cancel Request

• Click Cancel request and upon successful confirmation the request will be cancelled.

  

Device Drop-off Request (via ServiceNow)

• A Device Drop-off Request allows users to return a device through the ServiceNow portal. After submitting the request, a QR code is generated for secure device drop-off at the assigned Smart Locker.

  

To create a device drop-off request, follow the steps below:

1. Select Locker Location
   Choose the locker where the device will be returned.

2. Select Your Device
   Select the device to be returned.

3. Select Device Condition
   Choose the current condition of the device.

4. Provide Additional Notes
   Enter any additional information if required.

5. Submit the Request
   Click Submit.

   

6. QR Code and Device Dropoff

   • Each user is assigned a unique QR code that is used for all device requests.
   • The user scans their QR code at the selected locker.
   • The assigned device is dropped by the user.

Outcome

• The request is successfully created.
• The device is securely returned to the locker.
• The device location is updated.
• The request remains available for tracking and audit purposes.

Device Maintenance Drop-off Request (via ServiceNow)

A Device Maintenance Drop-off Request allows users to return a serviced device from a store back to a Smart Locker, making it available for collection after maintenance is completed.

To create a Device Maintenance Drop-off Request, follow the steps below:

1. Select Store
   Select the store from which the serviced device will be returned.

2. Select Locker Location
   Choose the destination Smart Locker where the device will be placed.

3. Select Your Device
   Choose the serviced device to be returned.

4. Select Device Condition
   Specify the current condition of the device (for example, Good).

5. Provide Additional Notes
   Enter any remarks or maintenance information if required.

6. Submit the Request
   Click Submit to create the maintenance drop-off request.

7. QR Code and Device Dropoff

   • Each user is assigned a unique QR code that is used for all device requests.
   • The user scans their QR code at the selected locker.
   • The assigned device is dropped by the user.

Device Service Request

• A Device Service Request is used to report an issue with a device and initiate a remote support session through the Terminal/IPKVM Gateway. This process ensures secure request creation, live remote diagnostics, and accurate service tracking.

  

To create a device service request, follow the steps below:

1. Identify the Device
   The device is identified using its unique device code.

2. Provide Issue or Notes
   Enter issue or notes to describe the reason for pickup or any special instructions.

3. Select Service Locker
   Select the locker associated with the service request.

   

4. Confirm Request Details
   The system displays a summary including:

   • Device code
   • Issue or notes
   • Locker location

   Review the details and confirm the request.

   

5. QR Code and Device Service

   • Each user is assigned a unique QR code that is used for all device requests.
   • The user scans their QR code at the selected locker.
   • The device gets serviced or dropped off according to the output.

   

6. Remote Service Session

   • The service person connects remotely to the device through the Terminal/IPKVM Gateway.
   • The device is diagnosed and serviced during the live session.
   • If the issue is resolved, the employee can collect the device.
   • If the issue is not resolved, the device is placed in the selected locker.

Outcome

• If the issue is resolved, the device location is updated to In Use.
• If the issue is not resolved, the device location is updated to In Locker.
• The request status is marked as Completed after the remote service session is finished.
• The request remains available for tracking and audit purposes.

Cancel Request

• Click Cancel Request. Upon successful confirmation, the device service request will be cancelled.

  

Device Service Request (via ServiceNow)

• A Device Service Request allows users to report an issue with a device and submit it for servicing through the ServiceNow portal.

To create a device service request, follow the steps below:

1. Select Locker Location
   Choose the locker where the device will be submitted.

2. Select Your Device
   Select the device that requires servicing.

3. Provide Additional Notes
   Enter the issue description or any additional information.

4. Submit the Request
   Click Submit.

5. QR Code Verification and Service Initiation

6. QR Code and Device Service

   • Each user is assigned a unique QR code that is used for all device requests.
   • The user scans their QR code at the selected locker.
   • The system verifies the user and identifies the active service request.
   • The virtual service session is initiated from the kiosk.
   • A Waiting for Service Connection screen is displayed.

7. Remote Service Session

   • Only authorized users or service personnel can join the remote support session.
   • The service person connects to the device through the Terminal/IPKVM Gateway.
   • The device is diagnosed and serviced remotely during the live session.

Outcome

• If the issue is resolved, the employee collects the device and its location remains In Use.
• If the issue cannot be resolved remotely, the device is placed in the selected locker for further inspection or maintenance, and its location is updated to In Locker.
• After the service session is completed, the request status is updated to Closed.
• The request remains available for tracking and audit purposes.

My Requests

The My Requests page allows users to view and track the requests they have created. It provides a centralized view of their request history, request details, and current request status.

This includes:

• Personal pickup,drop-off and service requests
• Maintenance pickup and drop-off requests

This page provides complete operational visibility across the tenant.

Request Status Indicators

Each request displays a clear status label:

Pending

• QR code generated
• Awaiting locker interaction
• No physical action completed yet

Processing

• QR scanned at locker
• Locker door opened
• Device action currently in progress

Closed

• Locker interaction completed successfully
• Device location updated
• Request finalized

Cancelled

• Request withdrawn before locker interaction
• No device movement occurred

Status changes are automatic and controlled by the system.

Viewing Request Details

When Tenant Admin clicks View Details, the system opens the Request Summary Page.

Operational Importance

The My Requests page ensures:

• Accurate device tracking
• Controlled locker access
• Transparent request lifecycle
• Organizational accountability
• Reliable audit trails

Every device movement within the tenant organization is traceable through this module.

My Devices

The My Devices page provides employees with a structured view of all devices assigned to them, grouped by device type. It also shows device limits, current usage, and available actions such as pickup or drop-off.

This page helps employees clearly understand:

• What devices they currently own
• How many devices they are allowed to have
• What actions they can perform on each device

Page Overview

The My Devices page includes:

• Device sections grouped by Device Type
• Action buttons for Pick-up and Drop-off

Devices are grouped under their respective device types such as Laptop, Keyboard, and Mouse. Each device type section can be expanded or collapsed for easier navigation.

Device Quota

Device Quota Management controls how many devices an employee can request and own. Device quotas are configured per employee and can be enabled or disabled as needed.

Quota Disabled

When device quota is disabled:

• Employees can request any number of devices.
• No device-type limits are enforced.
• Device ownership is not restricted by quotas.

Quota Enabled

When device quota is enabled:

• Limits are configured per device type (for example, Laptop or Phone).
• Employees can request devices only within the configured limits.
• Employees cannot own more devices than the assigned limit for a device type.
• Additional pickup requests for a device type are restricted when the limit is reached.

If enabled the section displays:

• Owned / Allowed count
  Example: Owned/Allowed: 2/3
• A limit status indicator when the maximum limit is reached
• A table listing assigned devices (if any)

Owned / Allowed Indicator

The Owned / Allowed value represents:

• Owned – Number of devices currently assigned to the employee
• Allowed – Maximum number of devices permitted for that device type

Limit Reached Indicator

• When the owned count equals the allowed limit, a “Limit reached” label is displayed.
• Pickup actions are disabled for that device type until a device is returned.

This ensures controlled device allocation and prevents overuse.

Device List Details

For each assigned device, the following details are shown:

• Device Code
• Device Name

Navigation and Integration

• Selecting a device opens detailed device information.
• Related requests can be accessed from the Request Summary page.
• Device status changes automatically after successful locker interactions.

Best Practices

• Always return devices using the drop-off workflow.
• Avoid holding unused devices unnecessarily.
• Verify device code before initiating a drop-off.
• Contact the administrator if device status does not update after locker interaction.

Dashboard

The Dashboard provides a real-time operational overview of the tenant’s Smart Locker system.
It enables Tenant Admins to monitor employees, devices, lockers, requests, and overall device utilization from a single screen.

This page acts as the central monitoring hub for daily Smart Locker operations.

1. Total Resources

The Total Resources section displays key metrics that summarize the current status of the Smart Locker environment.

1.1 Total Employees

Displays the total number of employees registered under the tenant organization.

This helps monitor workforce size and overall system adoption.

The View All option redirects to the Employees module.

1.2 Total Devices

Shows the total number of devices registered under the tenant.

This provides a quick overview of the available device inventory.

The View All option redirects to the Devices module.

1.3 Total Lockers

Displays the total number of lockers assigned to the tenant.

This reflects the available locker infrastructure managed by the organization.

The View All option redirects to the Lockers module.

1.4 Total Requests

Shows the total number of requests created within the system.

This includes:

• Device Pick-up Requests
• Device Drop-off Requests
• Service Requests

The View All option redirects to the Requests module.

2. Request Details

The Request Details section provides a breakdown of each request type along with its current processing status.

Each request card displays:

• Total Requests
• Pending
• Processing
• Closed
• Cancelled

This enables Tenant Admins to monitor request progress without opening the Requests module.

2.1 Pickup Requests

Displays all device pickup requests created by employees.

The request status includes:

• Pending
• Processing
• Closed
• Cancelled

This helps monitor devices awaiting collection and completed pickups.

2.2 Drop-off Requests

Displays all device drop-off requests submitted by employees.

The request status includes:

• Pending
• Processing
• Closed
• Cancelled

This helps track returned devices and ongoing drop-off activities.

2.3 Service Requests

Displays all service requests created for device maintenance or repairs.

The request status includes:

• Pending
• Processing
• Closed
• Cancelled

This provides visibility into ongoing maintenance operations and completed service requests.

3. Device Details

The Device Details section provides a graphical representation of the current device distribution.

The chart categorizes devices into:

• In Store
• In Locker
• In Use

This helps admins quickly understand overall device availability and utilization.

Example:

• In Store – 0 Devices
• In Locker – 4 Devices
• In Use – 2 Devices

This information supports inventory planning and operational monitoring.

Operational Value of the Dashboard

The Dashboard allows Tenant Admins to:

• Monitor employees, devices, lockers, and requests at a glance.
• Track the status of Pickup, Drop-off, and Service Requests.
• View real-time device availability and utilization.
• Identify operational workload through request status summaries.
• Navigate directly to detailed modules using the View All actions.

It eliminates the need to manually visit multiple modules to understand the current system status.

Important Notes

• All dashboard data is tenant-specific.
• Values update automatically based on system activity.
• No records can be created or edited from this page.
• The Dashboard is intended for monitoring and quick navigation.
• For detailed management, navigate to:
  • Employees
  • Devices
  • Lockers
  • Requests

Lockers

The Lockers module allows the Tenant Admin to manage and monitor all lockers assigned to their organization.

Lockers are physical storage units used to securely store and manage devices.
From this module, the tenant can register lockers, configure access timings, monitor slot availability, and perform maintenance-related operations.

This module helps in:

• Setting up our Locker for Use
• Viewing and updating locker configuration details
• Monitoring real-time slot availability
• Performing maintenance pickup and drop-off operations
• Tracking locker-based request history for auditing

Locker List

The Lockers List Page displays all lockers mapped to the tenant.

Each locker card shows the following details:

• Locker Code – Unique system identifier of the locker
• Locker Name – User-defined name for easy reference
• Address – Physical location of the locker
• Slots (Available / Total) – Real-time slot availability summary

Example: 5 / 20 means 5 slots are currently available out of 20 total slots.

Pending Lockers

Newly assigned lockers are displayed in the Pending Lockers section until the initial setup is completed.

For each pending locker, click setup configure the following details:

• Locker Name
• Operating Hours (From Time and To Time)
• Address and location details

Edit Slot Label

To modify a slot label:

1. Click the Edit icon next to the required slot.

2. The Edit Slot Label pop-up opens.

   

3. Update the slot label.

4. Click Okay.

5. Confirm the changes.

The updated slot label is displayed immediately in the locker details.

Edit Terminal Label

To modify a terminal label:

1. Click the Edit icon next to the required terminal.

2. The Edit Terminal Label pop-up opens.

   

3. Update the terminal label.

4. Click Save.

5. Confirm the changes.

The updated terminal label is displayed immediately in the locker details.

Lockers

Configured lockers are displayed in the Lockers list.

This page can be used to:

• View all configured lockers
• Search and filter lockers
• View locker details
• Edit locker configuration

Edit Locker

Locker information can be updated whenever required.

The following details can be modified:

• Locker Name
• Operating Hours
• Address Details
• Slot Labels
• Terminal Labels

Note: Editing a locker updates only the locker information and display labels. Assigned slots and terminals cannot be added, removed, or reassigned from this page.

Slot Overview Information

The page displays:

• Total Slots
• Available Slots

Each slot card displays:

• Slot Number
• Current Status
• Associated Device (if occupied)

Locker-based Maintenance Pickup

A locker-based maintenance pickup request is used when a device stored inside a locker needs servicing or repair.

This process ensures:

• Secure device retrieval
• Proper request tracking
• Accurate device status updates
• Slot availability management

Steps for Maintenance Pickup

1. Click Pickup on an occupied slot.

2. Select Store Select the store where the device will be kept.

   

3. A confirmation popup will appear showing:

   • Locker details
   • Device details

4. Review the information carefully.

5. Click Confirm Request.

After Submission

• A Request Summary Page will be generated.

  

• A unique QR Code will be displayed.

• The QR code must be scanned at the locker to unlock the slot.

Once scanned successfully:

• The device is released from the slot.
• The slot status changes to Available.
• The device status updates to Under Maintenance.
• The request is logged in Locker Request History.

Locker-based Maintenance Drop-off

A locker based maintenance drop-off request is used to place a device back into a locker after:

• Maintenance completion
• Transfer from store
• Reassignment

This ensures controlled and trackable device placement.

Steps for Maintenance Drop-off

1. Click Drop-off on an available slot.

   

2. A popup will appear displaying:

   • Locker details

3. Select Device Type

4. Enter the Device Code and Device Condition

5. Click Confirm Request.

After Submission

A request summary will be displayed.

• A unique QR Code will be generated.

• Scan the QR code at the locker.
• Place the device inside the allocated slot.

Once completed:

• The slot status changes to Occupied.
• The device status updates to Available in Locker.
• The request is recorded in Locker Request History.

Devices

The Devices module allows the Tenant Admin to manage all devices within the Smart Locker system.

This module enables:

• Creating and configuring devices
• Viewing and updating device details
• Tracking real-time device location
• Moving devices between operational states
• Initiating maintenance pickup and drop-off requests

Device Locations

Each device exists in one of the following operational locations.

Device Condition

Each device also maintains its physical condition.

Devices List

The Devices List Page displays all devices under the tenant.

Each device row shows:

• Device Code – Unique identifier of the device
• Device Name – Custom name for reference
• Device Type – Category of the device
• Current Location – In Store, In Locker, In Use
• Actions – View / Move Device

This page provides complete visibility of device distribution across the system.

Create Device

Devices must be created before they can be stored, assigned, or placed in lockers.

Steps to Create a Device

1. Click Create Device.

   

2. Enter the required details:

   • Device Code
     Unique system identifier. Must not be duplicated.

   • Choose Device Type
     Select from the existing device type list.

   • Device Name
     Friendly name for identification.

   • Device Location (While Creating)
     Choose the initial location:

     • Store – Select the store where the device will be kept.

3. Click Create.

4. Confirm in the popup.

   

Once confirmed:

• The device will be created.
• The device appears in the Devices list.
• The device enters the selected initial state.

View and Edit Device

To view device details:

1. Click View on a device.
2. The Device Details Page will open.

This page displays:

• Device Code
• Device Name
• Device Type
• Serial Number
• Device Location

Device History

The Device History tab displays a chronological record of all activities performed on the device.

It includes:

• Date & Time – When the activity occurred.
• Activity – Action performed on the device.
• User – User who performed the action.
• From – Previous location (if applicable).
• To – Current location (if applicable).

Note: Device History is a read-only audit log and cannot be edited.

Editing Device Details

1. Click Edit.

2. Modify allowed fields.
3. Click Save.

4. Confirm in the popup.

Note: Device Code may be restricted from editing depending on system configuration.

Device Movement

Device Movement defines how a device transitions between different operational states.

A device can exist in multiple operational states such as:

• In Store
• In Locker
• In Use

Every movement follows controlled rules to ensure:

• Secure handling
• Accurate tracking
• Clear ownership
• Prevention of invalid transitions

The Move Device option is available inside the Device Details page.

Movement options depend entirely on the device’s current location.

Device in Store

When a device is in Store, it is part of inventory and not assigned.

From this state, the following movements are allowed:

Store → Store

Used to reallocate inventory between stores.

Steps:

1. Click Move Device and choose Move to Store

   

2. Select target store

   

3. Confirm

   

Result:

• Device location updates immediately.
• No locker interaction required.

Store → Locker

Used to place a device into a locker for availability.

Steps:

1. Click Move Device and choose Move to Locker

   

2. Select target locker

   

3. Confirm request

   

4. Outcome:

   A drop-off request is created and the QR code must be scanned at the locker to complete the device movement successfully. Once the request gets closed, the location updates to In Locker.

   

Device in Locker

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

Movement from locker requires a Pickup Request. Direct movement is not allowed without authentication.

From this state, the following movements are allowed:

Locker → Store

Steps:

1. Click Move Device and choose Move to Store

   

2. Review locker and device details

   

3. Confirm request

4. Outcome:

   A pickup request is created and the QR code must be scanned at the locker to complete the device movement successfully. Once the request gets closed, the location updates to In Store.

   

Device in Use

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

Restrictions:

• Admin cannot move the device.
• Location cannot be changed manually.

The device must first be returned by the employee through the proper return process.

This ensures:

• Ownership accountability
• Prevention of conflicts
• Accurate tracking

Edit Device Location

The Edit Device Location feature allows authorized users to manually update a device’s assigned location without creating a movement request.

Unlike Move Device, which transfers devices through the standard request workflow, Edit Device Location directly updates the device’s current location and is intended only for exceptional administrative scenarios.

This feature is restricted to users with the required permissions to ensure inventory accuracy and prevent unauthorized device movements.

Store → Store

Used to directly move a device from one store to another.

Steps:

1. Click Edit Location and choose Change Store

   

2. Select the target store

   

3. Confirm the location update

   

4. Outcome:

   The device location is updated immediately to the selected In Store.

Store → Locker

Used to directly place a device into a locker location.

Steps:

1. Click Edit Location and choose Change Locker

   

2. Select the target locker

   

3. Confirm the location update

   

4. Outcome:

   The device location is updated immediately to the selected In Locker.

Locker → Store

Used to directly move a device from a locker to a store.

Locker to Locker

An authorized user can move a device from one locker to another when relocation is required.

This is commonly used when:

• Changing locker allocation
• Rebalancing inventory
• Locker maintenance

Only authorized users can perform Locker-to-Locker movements.

Steps:

1. Click Edit Location and choose Change Store

   

2. Select the target store

   

3. Confirm the location update

   

4. Outcome:

   The device location is updated immediately to the selected In Store.

Locker → Locker

Used to directly move a device from one locker to another.

Steps:

1. Click Edit Location and choose Change Locker

   

2. Select the target locker

   

3. Confirm the location update

   

4. Outcome:

   The device location is updated immediately to the selected In Locker.

Common Use Cases

• Correct an incorrectly assigned device location.
• Update the location after a manual physical movement.
• Resolve inventory or tracking mismatches.
• Perform administrative or support operations that require bypassing the standard request workflow.

Note: Editing a device’s location bypasses the normal device movement request process. This action should only be performed by authorized users, as it immediately updates the device’s current location in the system.

Locker Interaction and Validation

For all movements involving lockers:

• A request is created and linked to the device
• A unique QR code is generated
• QR must be scanned at locker
• Slot allocation handled automatically
• Device identity validated before status update

Device Movement Completion

A device movement is considered complete only when:

• Physical interaction is successful
• QR authentication is verified
• Device location is updated
• Request status is marked as Completed

This ensures:

• Accurate tracking
• Full audit history
• Secure device handling
• Reliable system behavior

Device Types

The Device Types module allows the Tenant Admin to define and manage device categories within the Smart Locker system.

A Device Type represents a classification of devices, such as:

• Laptop
• Tablet
• Scanner
• Mobile Device
• POS Machine

Grouping devices by type helps:

• Monitor stock availability
• Track usage patterns
• Identify shortages
• Manage request fulfillment efficiently
• Maintain structured inventory

Device Types Overview

The Device Types List Page displays all configured device categories.

Each device type displays:

• Name
• Description
• Device Count by Location
  • In Use
  • In Locker
  • Pending Requests
  • In Store
• Stock Status
• Actions – View / Edit / Devices

This page provides a real-time summary of device availability under each category.

Understanding Device Count by Location

Each device type shows how many devices exist in each operational state.

In Use

Devices currently assigned to employees.

In Locker

Devices physically stored inside lockers and available for pickup.

Pending Requests

Devices reserved due to active requests that are not yet completed.

In Store

Devices stored in inventory and not yet placed in lockers.

This breakdown helps the admin quickly identify:

• How many devices are actively used
• How many are ready for assignment
• How many are unavailable due to maintenance

Stock Status Definitions

The stock status indicates the current availability of devices.

Available

• Devices are available and ready for use.

Low Stock

• Device stock is low.
• Additional devices may need to be moved or replenished.

Not Available

• No devices are available.

Stock status helps monitor device availability and supports timely inventory management.

Create Device Type

Device Types must be created before devices can be assigned to them.

Steps to Create Device Type

1. Click Create New.
2. Enter:

• Name
• Description

3. Click Create.

4. Confirm in the popup.

   

After confirmation:

• The device type will be added to the list.
• Devices can now be created under this type.

Note: Device type names should be unique and descriptive.

View and Edit Device Type

To modify a device type:

1. Click View.

2. The Device Type Details page will open.

   

3. Click Edit.

4. Update:

   • Name
   • Description

   

5. Confirm changes.

   

Changes will reflect immediately across all associated devices.

Editing a device type does not affect device location or status.

Devices Under Device Type

Each device type allows viewing all associated devices.

Steps:

1. Click Devices under a device type.

2. The system displays all devices mapped to that category.

   

Displayed information includes:

• Device Code
• Device Name
• Current Location

This helps:

• Track distribution of a specific device category
• Identify where devices are concentrated
• Monitor maintenance trends for a specific type

Stores

The Stores module allows the Tenant Admin to manage store locations where devices are physically stored before being placed into lockers or assigned.

A Store can represent:

• A physical warehouse
• A branch office
• A storage room
• A regional inventory location

Stores help organize inventory before distribution.

Stores Overview

The Stores List Page displays all configured stores.

Each store shows:

• Store Code – Unique identifier
• Store Name – Friendly name
• Devices Present – Number of devices currently assigned
• Actions – View / Edit / Devices

This provides a quick summary of inventory distribution across locations.

Create Store

Stores must be created before devices can be assigned to them.

Steps to Create Store

1. Click Create Store.

2. Enter:

   • Store Code (Unique identifier)
   • Store Name

   

3. Click Create.

4. Confirm in the popup.

   

After confirmation:

• The store will be listed.
• Devices can now be assigned to this store.

Store Code must be unique.

View and Edit Store

To modify store details:

1. Click View on a store.

2. The Store Details page opens.

   

3. Click Edit.

4. Update required fields.

   

5. Confirm changes.

   

Changes reflect immediately in the system.

Devices Under Store

Each store contains devices assigned to it.

Steps:

1. Click Devices under a store.

2. View all associated devices.

   

The list displays:

• Device Code
• Device Name
• Device Location

This helps the admin:

• Monitor store-level inventory
• Identify devices ready for locker placement
• Track maintenance return inventory
• Manage stock redistribution between stores

Store and Device Movement Relationship

Stores act as central inventory points.

Common movement flows involving stores:

• Store → Store (Inventory transfer)
• Store → Locker (via Drop-off Request)
• locker → Store (via Pick-up Request)

Stores do not require QR interaction unless the device is being moved or into a locker.

Best Practice Guidelines

For efficient inventory management:

• Keep sufficient devices in lockers for active demand.
• Monitor Low Stock alerts under Device Types.
• Regularly review devices in Maintenance.
• Use Stores as controlled staging areas before locker placement.

Employees

The Employees module allows the Tenant Admin to create, manage, and control employee access within the Smart Locker System.

Through this module, the Tenant Admin can:

• Create employee accounts
• Configure authentication methods
• Define device request limits
• Assign devices directly
• Monitor employee activity and requests

This ensures controlled device distribution, secure authentication, and proper inventory management at the employee level.

Role-Based Access

Each employee is assigned a role during employee creation. The assigned role determines the features, pages, and actions the employee can access within the Smart Locker System.

Permissions are controlled based on the assigned role. Employees can only view and perform the actions that are authorized for their role.

Depending on the configured permissions, employees may be able to:

• View assigned devices
• Create device requests
• Access lockers
• View request history
• Perform administrative actions

This role-based access control ensures secure system operation by restricting access to authorized users only.

Employees Overview

The Employees List Page displays all registered employees under the tenant.

Each employee entry shows:

• Name – Employee full name
• Employee Code – Unique identifier for the employee
• Authentication Method – NFC / QR
• Device Count – Number of devices currently assigned
• Open Requests – Active pickup/drop-off requests
• Closed Requests – Completed requests
• Actions – View

This overview allows the Tenant Admin to quickly monitor:

• Active device users
• Employees with pending requests
• Device allocation distribution
• Authentication configuration status

Create Employee

Employee creation requires both authentication setup and profile information. To add a new employee:

1. Click Create.
2. Enter Employee Details, including the employee’s assigned role.

• Name

• Employee Code

• Role

• Mobile Number

• Email ID

• Create Password (Optional)

• Password

• Confirm Password

• NFC ID

  

Create Password

The Create Password option allows the Tenant Admin to decide how the employee account will be activated.

If unchecked

• Password field will be disabled
• An Onboarding email is automatically sent to the employee after the account is created.
• The employee follows the onboarding instructions to activate the account and complete the setup.
• Enable the Create Password checkbox.

If checked

• Enter the Password and Confirm Password.

• After the employee is created, an Activate Your Account email is sent to the employee.

• The employee activates the account using the email and signs in with the configured password.

  

Face Enrollment

Face Enrollment is to upload or capture a profile picture of the employee for future verification when required.

Face Capture:

1. Click Capture Image to open the camera.

   

2. Capture the employee’s face.

3. Submit the image.

Face Upload

1. Click Upload Image and select a facial image file.

   

2. Adjust the image as required:

   • Zoom in or out
   • Crop the image to position the employee’s face correctly and click Apply crop to save the adjustments.

   

3. Review the image

   

4. Review the uploaded image and click Save and Finalize to register the employee’s facial image.

If required:

• The facial image can be re-uploaded and adjusted again before submission.

Security Notes:

• Ensure the employee’s face is clearly visible within the crop area.
• Use a clear, high-quality image for better recognition.
• Proper lighting and a front-facing image improve recognition accuracy.

Authentication Method

The Tenant Admin must make authentication methods for the employee. This determines how the employee will access lockers.

Available authentication methods include:

• NFC Card
• QR Code

NFC Card

NFC allows employees to authenticate by tapping a registered card on the locker reader.

Steps to Register NFC:

1. Click Scan NFC Card.

2. Hold the NFC card near the NFC reader.

   

3. Wait for successful scan confirmation.

4. The card will be registered to the employee.

If needed:

• Click Rescan to register a different card.

Important Notes:

• Each NFC card can be linked to only one employee.
• Re-registering replaces the previous NFC mapping.

QR Code

QR authentication allows employees to securely access lockers using a unique QR code assigned to them.

Process:

• A unique QR code is automatically generated when the employee account is created.
• The same QR code is displayed in all device requests, including Pickup, Drop-off, and Service Requests.
• The QR code can be viewed, shared digitally, or printed for convenient access.

Employees will:

• Present or scan their assigned QR code at the locker scanner.
• The system verifies the employee and the active request before granting access to the locker.

Using a single QR code across all requests provides a secure, contactless, and convenient authentication method for accessing lockers.

After all updates, click create and a confirmation popup will appear.

3. Confirm to create the employee.

After confirmation:

• The employee is added to the Employees list.
• Authentication credentials become active.
• Activity is recorded in Activity Logs.

View and Edit Employee

To view or update an employee:

1. Click View.

2. The Employee Details Page opens.

   

3. Click Edit to modify information.

   

4. Confirm changes.

   

Device Quota

A Device Quota determines whether the maximum device limit is enforced for a user.

When enabled:

• Device limits can be configured for each device type
• The employee cannot be assigned more devices than the configured limit

When disabled:

• Device limits are not enforced
• Devices can be assigned without quota restrictions

Assigning Device and Device Limits if quota enabled

The Device Details section allows the Tenant Admin to:

• Define how many devices of a specific type an employee can request
• Directly assign devices to an employee

This ensures proper allocation control.

Add Device Limit

Device limits (Quotas) are assigned per Device Type and control how many devices of that particular type an employee can hold simultaneously.

Steps:

1. Click Add Limit.

2. A popup appears.

   

3. Select the Device Type.

4. Enter the Limit value.

5. Click Submit.

6. Confirm the action.

   

After confirmation:

• The employee can create pickup requests within the defined limit.
• The system prevents requests exceeding the limit.

Example: If limit = 2 laptops,

• Employee cannot hold more than 2 laptops at the same time.

Edit Device Limit

1. Click Edit on the limit.

2. Modify the limit value.

   

3. Confirm changes.

   

New limit applies immediately.

Delete Device Limit

A device limit can be deleted only if:

• No devices of that type are currently assigned to the employee.

Steps:

1. Click Delete.

   

2. Confirm deletion.

If devices are still assigned:

• The system prevents deletion.

This ensures data consistency and prevents allocation conflicts.

Request and Device Monitoring

From the Employees page, Tenant Admin can monitor:

• Total devices assigned
• Open requests
• Closed requests

This allows:

• Usage monitoring
• Identifying heavy users
• Detecting inactive employees
• Managing annual limits

Validation and Security Controls

The Employees module includes built-in safeguards:

• Unique Employee Code validation
• Authentication uniqueness checks (NFC/Face)
• Device limit enforcement
• Confirmation before critical actions
• Activity logging of all changes

This ensures:

• Secure locker access
• Controlled device allocation
• Full administrative accountability

The Employees module plays a critical role in:

• Secure authentication
• Device lifecycle management
• Locker access control
• Operational governance

Requests

The Requests module allows the Tenant Admin to monitor and manage all requests created by employees within the organization. It provides a centralized view of employee request activities, enabling the Tenant Admin to review request details, track request status, and oversee device-related operations. The Requests page displays all types of requests, including:

• Device Pickup Requests

• Device Drop-off Requests

• Device Service Requests

  This module helps Tenant Admins track the status of requests and monitor all device and service-related activities.

Requests

The Requests List Page displays all device pickup and drop-off requests.

Each request row shows:

• Request ID – Unique system-generated identifier
• Employee – Name of the employee associated with the request (if applicable)
• Request Type – Pickup / Drop-off / Maintenance
• Device Type – Category of the device
• Device Code – Specific device involved
• Locker Name – Locker used for the request
• Created On – Date and time when request was created
• Status – Current state of the request
• Actions – View

This page helps the Tenant Admin:

• Track request progress
• Identify pending operations
• Monitor completed actions
• Investigate failed or cancelled requests

Request Types

Requests may include:

Device Pickup

Created when:

• An employee requests to collect a device from a locker.

Device Drop-off

Created when:

• An employee returns a device to a locker.

Maintenance Pick-up

Created when:

• A device is removed from a locker for servicing.

Maintenance Drop-off

Created when:

• A device is placed back into a locker after maintenance.

Each request is linked to:

• A specific device
• A locker
• A slot (where applicable)
• A user or admin

Request Status Definitions

Each request progresses through defined statuses.

Common statuses include:

Pending

• Request is created.
• QR code generated.
• Waiting for locker interaction.

Closed

• QR successfully scanned.
• Device pickup or drop-off physically completed.
• System location updated.

Cancelled

• Request was cancelled before completion.

Processing

• The actual pickup or dropoff process is inprogress.

These statuses ensure operational transparency and traceability.

14.3 View Request Details

To view detailed information:

1. Click View on a request.

2. The Request Details Popup will open.

   

This detailed view helps the Tenant Admin:

• Verify device movement history
• Investigate incomplete requests
• Confirm who performed the action
• Track timeline of device handling

Request Lifecycle

A request follows this lifecycle:

1. Request Created
2. QR Code Generated
3. Locker Interaction (Scan QR)
4. Physical Pickup/Drop-off
5. Status Updated to Completed

The system updates the device location only after successful locker authentication.

This ensures:

• Secure access control
• Accurate inventory tracking
• Full auditability

Service Desk

The Service Desk enables Tenant Admins to provide remote support for employees experiencing device issues. Using the integrated video call and IPKVM Gateway, authorized users can communicate with the employee, remotely access the locker terminal, troubleshoot the device, and if required, remotely open a locker slot for device drop-off.

Access Service Desk

To access Service Desk:

1. Navigate to Service Desk from the left navigation menu.

   

2. The page displays all Service Requests.

Each request card displays:

• Service Request Number
• Current Status
• Device Details
• Issue Description
• Locker Information
• Request Time

Requests can be filtered by:

• All
• Pending
• Processing
• Cancelled
• Closed

Join a Service Request

To start assisting an employee:

1. Locate the required Service Request.

2. Click Join Now.

3. Confirm the action.

   

The Service Call screen opens.

Service Call

The Service Call page allows the Tenant Admin to communicate with the employee and remotely troubleshoot the locker terminal

The page consists of:

• Live video/audio call

• IPKVM remote terminal

• Service Request Details

• Locker controls

  Click Connect to start the call

Service Request Details

The right panel displays:

• Service Request Number
• Device Information
• Reported Issue
• Locker Name
• Locker Location
• IPKVM Connection Status

This information remains visible throughout the support session.

IPKVM Connection

The IPKVM Status indicates whether the employee has connected the IPKVM Gateway.

Disconnected

When the status is Disconnected, remote device access is unavailable.

The employee should connect the IPKVM Gateway to the locker terminal before troubleshooting can begin.

Connected

Once the employee connects the IPKVM Gateway, the status changes to Connected.

The Tenant Admin can now remotely access and operate the locker terminal.

Remote Troubleshooting

After the IPKVM connection is established, the Tenant Admin can:

• View the locker terminal screen.
• Control the terminal remotely.
• Diagnose software and hardware issues.
• Guide the employee during troubleshooting.

Continue troubleshooting until the issue is resolved or further action is required.

Video Call Controls

The Service Desk supports live communication between the Tenant Admin and the employee.

Available controls include:

• Microphone On/Off
• Camera On/Off
• Start/Join Call
• End Call

Use the video call throughout the troubleshooting session to communicate with the employee.

Open Locker Slot

If the issue cannot be resolved remotely and the device needs to be returned:

1. Click Open Slot.

   

2. The assigned locker slot opens remotely.

3. Ask the employee to place the device inside the locker.

4. The employee closes the locker door after placing the device.

   

The slot information is displayed in the Service Request Details panel.

End the Service Call

After confirming:

• Troubleshooting is complete.
• The device has been placed inside the locker (if applicable).
• The locker slot has been closed.

Click End Call.

The Service Desk session ends and the Service Request can be closed.

Service Desk Workflow

1. Employee creates a Service Request.
2. Tenant Admin joins the Service Request.
3. Employee joins the Service Call.
4. Employee connects the IPKVM Gateway.
5. IPKVM status changes to Connected.
6. Tenant Admin remotely accesses the terminal.
7. Troubleshooting is performed.
8. If required, the Tenant Admin opens the locker slot.
9. Employee places the device into the assigned slot and closes the locker.
10. Tenant Admin ends the Service Call.
11. Service Request is completed.

Best Practices

• Ensure the employee has joined the Service Call before troubleshooting.
• Wait until the IPKVM status changes to Connected before accessing the terminal.
• Keep communication active throughout the support session.
• Open locker slots only when device return is required.
• End the Service Call only after verifying the support activity is complete.

Settings

The Settings module allows the Tenant Admin to configure system-level controls that govern:

• User access and permissions
• Operational calendar (holidays)
• Security configurations
• Third-party system integrations

This module ensures:

• Controlled access to features
• Secure locker usage
• Compliance with organizational policies
• Seamless integration with external systems

Roles & Permissions

The Roles & Permissions section allows the Tenant Admin to create and manage custom roles within the tenant.

Roles determine:

• What actions a user can perform
• Which modules they can access
• What administrative controls they have

This ensures structured access control and prevents unauthorized operations.

Permission Guide

Locker Permissions

Controls access to locker management and configuration.

• View – View locker details.
• Setup – Configure and prepare a locker for use.
• Edit – Update locker details.

Device Permissions

Controls management of devices and their movements.

• View – View device details.
• Create – Create new devices.
• Edit – Update device details.
• Movement – Move devices between locations. A request is needed only when a locker is involved.
• Location Edit – Update a device’s current location.

Device Type Permissions

Controls management of device categories.

• View – View device types.
• Create – Create new device types.
• Edit – Update device type details.

Store Permissions

Controls management of store locations and details.

• View – View store details.
• Create – Create new stores.
• Edit – Update store details.

Employee Permissions

Controls management of employee accounts and information.

• View – View employee details.
• Create – Create new employees.
• Edit – Update employee details.

Roles Permissions

Controls management of user roles and access permissions.

• View – View roles and assigned permissions.
• Create – Create new roles.
• Edit – Update role details and permissions.

Requests Permissions

Controls creation and management of device requests.

• View – View requests.
• Create – Create new requests.
• Cancel – Cancel pending requests.

Service Requests Permissions

Controls access to service support requests and remote assistance.

• View – View service requests.
• Join – Join a service request support call.

My Requests Permissions

Controls creation and tracking of personal requests.

• Create – Create personal requests.

Create Role

To create a new role:

1. Click Create New.

2. Enter:

   • Role Name
   • Role Description

3. Select the required permissions.

   

4. Click Submit.

5. A confirmation popup will appear.

   

6. Confirm to create the role.

After confirmation:

• The role becomes available for assignment.
• All changes are logged in Activity Logs.

Best Practice: Create roles based on job responsibilities (e.g., Operations Manager, Technician, Store Admin).

Edit Role and Permissions

To modify an existing role:

1. Click View and select Edit.

2. Update permissions as required.

   

3. Click Save.

4. A confirmation popup will appear.

   

5. Confirm the changes.

Permission updates take effect immediately and impact all users assigned to that role.

App Configurations

The App Configurations section allows the Tenant Admin to manage advanced system-level features and third-party integrations.

This includes:

• Face Capture Configuration

• ServiceNow Configuration

• SSO login Configuration

  

  These configurations enhance security and extend system capabilities.

Face Capture Configuration

Face Capture Configuration controls whether the locker captures a user’s face during request access.

When enabled:

• The locker camera captures the user’s face.
• The image is linked to the request record.
• An additional layer of security is applied.
• Audit and compliance tracking are enhanced.

Enabling Face Capture

1. Toggle Enable Face Capture.

2. A confirmation popup appears.

   

3. Confirm to activate.

Once enabled:

• Face images will be captured during locker access.
• Images may be stored for audit and verification purposes.

Disabling Face Capture

1. Toggle Disable Face Capture.

2. Confirm in the popup.

   

After disabling:

• Locker operations will no longer capture face images.

Best Practice: Enable this feature in high-security environments.

ServiceNow Configuration

ServiceNow is a cloud-based IT Service Management (ITSM) platform used to manage:

• IT services
• Asset tracking
• Maintenance workflows
• Automation processes

Integrating ServiceNow allows the Smart Locker System to:

• Sync user, device and device movement data
• Automate service workflows

Enabling ServiceNow Integration

Toggle the integration switch to Enable. After enabling the integration, you must configure the connection details:

1. Configure the following fields:

   Provider

   Select the ServiceNow provider from the dropdown.

   Instance URL

   Enter the ServiceNow instance URL. The URL must be in the format: https://<instance>.service-now.com

   Auth Mode

   Select the authentication method:

   • BASIC – Authenticate using a username and password.
   • OAUTH2 – Authenticate using a Client ID and Client Secret.

   If BASIC authentication is selected:

   • Username – Enter the ServiceNow account username.
   • Password – Enter the password associated with the ServiceNow account.

   

   If OAUTH2 authentication is selected:

   • Client ID – Enter the Client ID provided by your ServiceNow instance.
   • Client Secret – Enter the Client Secret provided by your ServiceNow instance.

   

2. After entering the required details, click Test Connection to verify the configuration.

   

3. If the connection is successful, click Save

The ServiceNow integration is ready to use. If the test fails, verify the entered credentials and instance URL before testing again.

After enabling:

• External synchronization becomes active.

Disabling ServiceNow Integration

To disable the integration:

1. Toggle the integration switch to Disable.

2. A confirmation popup appears asking “Are you sure you want to disable ServiceNow configuration?”.

   

3. Click Disable to confirm.

After disabling:

• Communication with ServiceNow stops.
• No new synchronization events will occur.

SSO Login Configuration

Single Sign-On (SSO) enables users to securely sign in using an external Identity Provider (IdP), eliminating the need for separate application credentials.

Enabling SSO Login

1. Enable the SSO Login Configuration toggle.

2. A confirmation popup appears. Click Enable.

   

   3.Once enabled, configuration page arises.

   

Select the required Protocol:

• OIDC
• SAML

4. Select the Provider.
5. Enter the organization’s Email Domain.

If OIDC is selected

Provide the following details:

Tenant ID

Enter the Tenant ID provided by your Identity Provider.

Client ID

Enter the Client ID registered for your application.

Client Secret

Enter the Client Secret generated for your application.

After entering all required details, click Save to enable the OIDC configuration.

If SAML is selected

Provide the following details:

SSO URL

Enter the Single Sign-On URL provided by your Identity Provider.

Entity ID

Enter the Entity ID configured for your application.

Certificate

Upload the public certificate provided by your Identity Provider.

Supported file formats:

• .pem

• .crt

  

After entering all required details, click Save to enable the SAML configuration.

Disabling SSO Login Configuration

To disable Single Sign-On (SSO):

1. Toggle the SSO Login Configuration switch to Disable.

2. A confirmation popup appears asking “Are you sure you want to disable SSO Login Configuration?”

   

3. Click Disable to confirm.

After disabling:

• Single Sign-On (SSO) authentication is disabled.
• Users must sign in using the application’s standard login credentials.
• The saved SSO configuration is retained and can be reused if SSO is enabled again.

Activity Logs

The Activity Logs module provides a complete audit trail of actions performed within the system.

This ensures:

• Accountability
• Transparency
• Security monitoring
• Operational traceability

Every major action performed by users or admins is recorded.

Activity Logs Overview

The Activity Logs Page displays system-wide activity entries.

Each log entry includes:

• Activity Type – Type of action performed
• Details – Description of the action
• User – Name of the user who performed the action
• Role – User role (Tenant Admin, Employee, etc.)
• Date / Time – Timestamp of activity

Logs are displayed in chronological order.

Types of Activities Logged

Examples of logged activities include:

• Device created
• Device edited
• Device moved between locations
• Locker created or updated
• Maintenance request initiated
• Pickup request completed
• Drop-off request completed
• Store created or edited
• Device type created or modified

This ensures that all critical system changes are recorded.

Purpose of Activity Logs

The Activity Logs module helps the Tenant Admin:

• Track who performed specific actions
• Review historical changes
• Audit device movement
• Investigate discrepancies
• Maintain compliance and accountability

In case of disputes or device mismatches, activity logs provide reliable reference data.

Audit and Accountability

Each activity record contains:

• Exact timestamp
• User identity
• Role-based context
• Description of the change

This prevents:

• Unauthorized modifications
• Untraceable device movement
• Data inconsistencies

Activity Logs cannot be manually altered, ensuring data integrity.

Profile

The Profile page allows tenant admins to view and manage their personal information and account security settings. This section ensures that user identity details remain accurate and access to the Smart Locker system remains secure.

Purpose

The Profile page enables tenant admins to:

• View and update personal details
• Change account password securely
• Manage session access by logging out

Keeping profile information up to date ensures smooth communication and secure system usage.

Profile Overview

The Profile page is divided into the following sections:

• Personal and Organization Information

• Password Management

• Logout

• Each section is designed to prevent accidental changes while maintaining usability.

  

• They can update their personal and organization info by clicking Edit

  

• After making changes, a confirmation prompt is shown.

  

• Changes are saved only after explicit confirmation.

This validation ensures profile accuracy and prevents unintended updates.

Password Management

The Password Management section allows tenant admins to change their account password securely.

Password Change Flow

1. Enter the Current Password for verification.

2. Enter the New Password.

3. Re-enter the Confirm Password.

4. Submit to apply the change.

   

• After making changes, a confirmation prompt is shown.

  

• Changes are saved only after explicit confirmation.

Security Rules

• Password strength rules are enforced.
• The current password must be valid.
• Password mismatch or weak passwords are rejected with clear error messages.

This process ensures that only authorized users can update account credentials.

Logout

The Logout option allows tenant admins to end their active session.

Logout Behavior

• Terminates the current session immediately.
• Prevents further access without re-authentication.
• Recommended after using shared or public devices.