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