How do smart lockers work? A step-by-step guide to dynamic workplace storage

Dec 18, 2023 3:03:22 PM | Team Vecos | 2 minute read

When organizations adopt a dynamic work style, they usually switch to a smart locker system for seamless storage solutions. Smart lockers redefine workplace storage by providing on-demand locker access wherever and whenever employees need it. So how do smart lockers work?

The 5 components of a smart locker system

Smart lockers are part of a smart locker system which has five components:

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Smart lockers

Smart lockers are electronic locker cabinets with customizable software, operated via touch screen terminals or mobile apps.

Operating terminal

Each cluster of lockers (also called a locker bank) has a terminal with a touch screen where an employee can request or release a locker. This screen shows which locker has been assigned to the employee. And within a few clicks on the touch screen, an employee can release their locker as well. 

Method of operation

To use these electronic lockers, you need a method of operation. This can be an app (the Vecos Smart Locker App or functionalities integrated into a third-party workplace app), your company’s access card or biometrics (e.g., fingerprint or facial recognition).

Cloud-based software

The software is the heart of the smart locker system. It connects the lockers to the terminal, it processes the requests to use a locker, and it enables the locker management. In the software, you can set the rules for locker usage, which are then automatically enforced. The software is cloud-based (Software as a Service/SaaS).

Web-based management portal

In the locker management portal, you can monitor all locker usage in real time. This is also where you set the locker rules. Per user group (e.g. employee teams, departments, visitors) you specify when, where and how your employees can use your lockers.


Using a smart locker

Smart lockers offer dynamic storage: the lockers are available on demand and are released again after the work is done. Employees can select, release and switch lockers themselves. Requesting and releasing a locker only requires a few brief and easy steps, either in the app or at the touch screen.

Requesting and releasing a locker

An employee can request a locker at the terminal of a locker bank, using their company badge, fingerprint or facial recognition or by using an app. An available locker is randomly assigned to the employee. By a gentle press of the door of the indicated locker, the locker opens. Upon closing the locker, the locker remains assigned to the employee.

Similarly, when the employee has finished work or wants to switch lockers, they empty their locker and select the option ‘Release’ on the terminal or in the app. The system can then assign the locker to another employee.


Managing smart lockers

With the implementation, we create a set-up based on your company’s specifications. The amount of locker cabinet space is optimized to match storage needs. Locker management mainly focuses on optimizing locker usage. Processes such as tracking of ownership and locker usage are automated.

A customized setup

With the implementation, these smart workplace lockers are assigned a purpose and divided into locker groups, such as employee lockers, visitor lockers, or a parcel service. The different users are divided into user groups, for instance per team or department, or visitors. In customized configurations in the software, these user groups are assigned user rights to locker groups, with rules that specify where, how and how long a locker can be used.

The settings in the management software are highly adaptable with detailed options. Configurations can for instance include personalized locker assignments or allow locker sharing.

Optimizing locker usage

After the implementation, locker usage can be optimized  based on actual data gathered by the locker system. For instance, to further encourage dynamic use of the workplace or to meet new storage needs and incorporate additional services.

Locker management can be done remotely via the locker management portal. Configurations are easy to adjust and create. The design is intuitive, with images of the locker banks as set up, and with clickable options.

Storage optimization towards a seamless work experience

Hybrid working is transforming workplaces around the world. Dynamic storage plays a central part in this process. It’s what allows employees to work smoothly anywhere and helps optimizing the workspace and work environment. Want to know more about how smart lockers work? Book a call with one of our workplace experts to learn more about smart locker technology and the role it plays in flexible workplace success.





Want to be future ready?

Hybrid working is here to stay. Dynamic storage gives your people the freedom to work anywhere, easily. Contact us to find out more about smart locker technology, and the role it plays in flexible workplace success.

Want to be future ready?