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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.

  1. 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