Smart locker systems offer a wide range of benefits for IT teams — especially those managing devices at scale. Designed to automate device charging, access, loaning, repairs, and asset tracking, they help reduce manual workload, improve accountability, and enhance device availability.
Here are the top smart locker benefits:
- Save time by automating loaners
- Enable 24/7 self-service access to technology
- Minimise device downtime
- Improve accountability and asset tracking
- Optimise space and resource usage
- Scale without hiring more IT staff
- Integrate with your existing IT systems
Let’s explore how smart locker systems work in real environments — and what are the main benefits of smart lockers.
1. Save time by automating device loaner workflows
Managing forgotten, lost, or damaged devices is a daily drain on IT teams — especially in schools and distributed workforces. Coordinating loaner checkouts often means tracking down a user, manually handing off a replacement, and following up to make sure it gets returned:
Smart lockers from LocknCharge automate this entire process.
Instead of fulfilling each loaner request manually, IT teams can simply pre-load a device into a Smart Locker bay and enable a self-serve access. Whenever a student or employee will need a device, they will be able to get a loaner from a smart locker automatically. For this, they can easily authenticate with their preferred method and grab a loaner.
Admins also gain full visibility into this process. LocknCharge’s FUYL Portal software logs who accessed which bay and when the device was picked up or returned. This allows IT to focus on higher-value tasks instead of micromanaging hardware.
2. Enable 24/7 self-service access to essential technology
IT support hours don’t always align with when devices are needed — or when they go missing. Students forget laptops before a class. Staff members run into issues just before a presentation. Employees may need a device swap at the start of an early shift. Without smart lockers, these moments often result in downtime, delays, or extra strain on your IT or administrative support teams.
LocknCharge smart locker solutions solve this with secure, self-service locker access — available anytime, without a ticket or walk-in.
With a LocknCharge FUYL Tower, users can pick up or return devices on their own schedule. Whether it’s collecting a loaner, reporting a broken device charging a device, or getting a new device at the beginning of a work shift or school year, an automated locker system gives your team 24/7 access to essential tech without having to wait for IT support.
This level of flexibility reduces help desk queues and keeps your entire tech environment moving — even after hours.
3. Reduce device downtime
Device downtime disrupts learning, delays work, and piles more pressure onto already-stretched IT teams. When a laptop breaks or goes dead, every minute a user waits for a replacement or charging is lost productivity.
LocknCharge smart lockers significantly cut that downtime by providing fast, unattended access to replacement or loaner devices — which often takes less than a minute.
Because lockers like the FUYL Tower™ support simultaneous charging, all devices can be charged while stored — so they’re always ready to go when needed.
Use case example: In a 1:1 device program, lockers allow students or employees to instantly exchange a broken device for a working one — keeping learning or work on track while IT handles repairs behind the scenes.
Try our Device Downtime Calculator to estimate how much time and money you could save with a smart locker workflow.
4. Improve accountability and asset tracking
Tracking who has which device — and whether it was returned on time — is one of the most frustrating parts of IT operations. Without a clear audit trail, devices go missing, responsibility is unclear, and teams waste hours chasing users or replacing lost equipment.
LocknCharge smart lockers solve this with real-time tracking of device whereabouts— all managed through a centralised, cloud-based portal.
Every user interaction with a locker is logged automatically:
- Who accessed which bay
- When the door was opened
- What device was picked up or returned
- Whether the device was retrieved within the assigned timeframe
If a device isn’t returned on time, the system sends alerts to IT, helping track inventory and prevent losses.
Depending on the package, administrators can generate reports, set up automated past-due notifications, and identify patterns — like which devices haven’t been returned or which users are repeatedly late. If something goes wrong, the data is already there.
Smart lockers are so flexible you can control access many different ways. For example:
- Only certain staff members can access high-value devices
- A student can only retrieve a loaner if their device is submitted for a repair
- A locker can be locked down outside working hours
Combined, these features offer a level of accountability and traceability that traditional handoffs and spreadsheets can’t match.
5. Optimise space and resource usage
Hardware-only locker systems — those without cloud connectivity or usage tracking — are often misaligned with how devices are used day to day. Without visibility into which compartments are occupied, for how long, or by whom, organisations risk underutilised space, inefficient asset rotation, and limited oversight.
LocknCharge smart lockers give IT teams the tools to make smarter decisions.
Through the FUYL portal, administrators can monitor:
- Real-time locker occupancy
- Locker usage history across days, weeks, or months
- Patterns that indicate locker bottlenecks, underuse or the most popular workflows
Combined with the flexibility to scale your smart lockers suite as needed, LocknCharge helps you right-size your locker system to match real usage, avoid wasted space, and improve resource allocation.
How much is device downtime costing you?
Use our free calculator and find out today.
6. Scale without hiring more staff
As device programs grow, IT teams often face a familiar problem: more users, more devices — same size team. Supporting new students, onboarding employees, handling repairs, and managing loaners can quickly become unmanageable without adding headcount.
Smart lockers help IT scale operations without scaling payroll.
With LocknCharge’s FUYL smart locker systems, one administrator can manage lockers across multiple locations through a single, cloud-based platform. Whether it’s assigning a new device and sending pickup instructions, or tracking overdue returns, everything can be done remotely — no need to physically be on-site.
This is especially valuable in:
- School districts with devices distributed across campuses
- Higher education environments with multiple IT access points
- Organisations with multiple offices or shift-based teams
Smart locker workflows like deployments, returns, and loaner checkouts run independently of staff availability. Users receive access instructions, retrieve devices on their own time, and smart lockers log the operation automatically.
The result: IT teams can support more users, respond faster, and extend their reach — without hiring more technicians or building out a larger help desk.
7. Integrate with your existing IT systems
A smart locker is only as smart as the systems it connects to. LocknCharge smart lockers are built to integrate into your existing workflows and infrastructure.
The FUYL smart locker platform supports:
- Single Sign-On (SSO): Allow users to authenticate using existing credentials from your Identity Provider (e.g., Microsoft Azure AD)
- Directory integration: Sync users and groups automatically using SCIM or SFTP provisioning
- Help desk automation: Connect lockers with platforms like ServiceNow or Incident IQ using open APIs and webhooks
- Role-based access: Define who can access what, when, based on group, role, or time of day
These integrations reduce the need for duplicate data entry and enable fully automated workflows — from device loaner approvals to scheduled pickups.
Bonus: Customise workflows to match your environment
No two IT environments are the same. Some teams need to manage loaner programs for hundreds of students. Others need to stage devices for onboarding across multiple office locations. The best smart locker systems don’t force you into a rigid workflow — they adapt to your needs.
LocknCharge smart lockers are built to support a variety of IT use cases, out of the box.
Common workflows include:
- Loaner device checkout and return: Users retrieve a pre-assigned loaner and return it later — no tickets or staff interaction required.
- Deployments and onboarding: Devices are staged in advance for new employees or students, who receive access instructions remotely.
- Repairs and exchanges: Faulty devices are returned to a secure compartment while a replacement is picked up from another.
- Secure charging: Devices can be stored and charged while idle, ensuring they’re ready for use at any time.
These workflows can be combined and customised through the cloud-based FUYL portal. Admins can adjust access settings, monitor usage, and scale operations on demand.
This adaptability means LocknCharge lockers fit into K–12, higher education, and workspaces alike — without one-size-fits-all limitations.
FAQs
1. Can smart lockers charge devices while they’re stored?
Yes. LocknCharge smart lockers offer built-in charging. Devices like Chromebooks, laptops, and tablets can be stored securely and charged simultaneously — so they're always ready for the next user.
2. What happens if a device isn’t returned on time?
LocknCharge lockers log every interaction and can trigger alerts or notifications for overdue returns. Admins can track who accessed a locker, when, and whether the device has been returned — all through the FUYL portal.
3. How do users access a smart locker?
Users authenticate using methods set by your organisation — such as PIN, QR code, login ID, or SSO. Access is secure, flexible, and fully self-served.
4. Do smart lockers work with existing IT systems?
Yes. LocknCharge lockers integrate with platforms like Microsoft Azure AD, ServiceNow, and other directory and help desk systems via open APIs, webhooks, SCIM, or SFTP. This enables fully automated workflows tied to your current infrastructure.
5. Are smart lockers secure enough for school or enterprise use?
Absolutely. Each compartment is electronically locked and only opens after verified authentication. Transactions are logged automatically, and admin-level controls ensure only authorised users can access assigned devices.