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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
  1. Select the Provider.
  2. 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.