5 Benefits of Smart Lockers for Modern Workplaces

Physical security incidents remain one of the most costly and avoidable causes of data loss. According to IBM’s Cost of a Data Breach Report 2025, about 9% of all breaches result from physical theft of corporate devices, and each such incident costs organizations roughly $4 million. 

Today’s organizations adopt smart charging lockers to reduce that risk. These systems store devices in secure, identity-verified compartments with full tracking and audit capabilities. In schools, offices, and industrial settings, these smart charging systems keep every device trackable, charged, and ready for use.

This article highlights key smart locker benefits — efficiency, sustainability, and long-term ROI — to help decision-makers assess the real operational impact of this technology.

What is the benefit of a smart locker?

Smart lockers help teams maintain control over who uses each device, when it is used, and for how long, which reduces device losses, shortens downtime, and eases IT workload.

Smart charging lockers expand these benefits by keeping every device powered and ready for use, supporting steady productivity in schools, offices, and hybrid workplaces.

Key smart charging locker benefits:

• Secure, trackable storage with audit trails
• Automated access and usage analytics
• Devices charged and ready at any time
• Space and cost efficiency through centralized management
• Reduced e-waste through controlled, energy-efficient charging

Additional reading: What is a smart locker? Learn more in our guide to smart lockers.

#1: Enhanced security and access control

Access-controlled lockers restore accountability because every device interaction is linked to a verified user. The following technologies form the foundation of this control in an intelligent locker system:

• RFID badges
• PIN codes
• Identity-based access
• Audit trails and encrypted access logs

These features remove the risks associated with shared keys and create a transparent record of interactions with locker bays. This protects organizations from device loss, which is still a frequent issue. Studies indicate that about 4.3% of company-owned workplace smartphones are lost or stolen each year (often hundreds of devices in larger organizations) — yet only 7% of those devices are recovered.

Replacing a single smartphone, laptop, or tablet can cost from $300 to $3,000, depending on the technical specifications. Yet the total impact can reach millions once data breach responses, legal exposure, and downtime are considered — making per-bay authentication and traceable storage a practical, high-value safeguard.

#2: Workflow automation and operational efficiency

The benefits of smart lockers in offices, facilities, and schools also come from automation — users can pick up and return devices without IT assistance. Administrators can assign devices and schedule returns directly through the cloud dashboard, without the need to physically approach each locker. The following features of a smart storage system make this possible:

• Pre-configured device workflows
• Automated notifications
• Timed access windows
• Integrated loan and repair tracking

These tools enable self-service charging, deployments, temporary loans, and repair exchanges, reducing administrative tasks and interruptions among IT teams and freeing their time for higher-value IT work.

Additional reading: Explore expert-approved smart locker buying tips to choose a solution that delivers measurable operational efficiency.

#3: Centralized IT asset management

Centralized locker management provides real-time visibility and control over every shared device through integration with asset-tracking and ticketing systems such as ServiceNow. The following management tools make this integration efficient and actionable:

• Data-driven insights and analytics
• Bay utilization and occupancy reports
• Remote management of bays, users, and device activity
• Detailed audit logs for compliance and accountability

These capabilities remove the uncertainty around device usage and availability. Teams can immediately identify which bays are occupied, who last accessed a device, and when it is due for collection or maintenance.

#4: Employee and student convenience

For employees and students, self-service lockers remove the delays and frustration that come with waiting for IT assistance to collect or return a device. The following usability features make access quick and intuitive:

• Intuitive touchscreen interface
• Authentication via single sign-on (SSO)
• No need to remember passwords or passkeys

These capabilities enable users to access devices through familiar credentials and eliminate dependency on IT staff for routine exchanges. Devices can be retrieved or returned in seconds, without waiting lines or manual paperwork.

SSO has proven to be one of the most effective ways to simplify access. According to Gartner Peer Community, 66% of organizations adopt SSO to improve access management, while more than half use it to reduce password-related support tickets and enhance the end-user experience. In classrooms and offices, SSO integration in smart lockers makes device check-ins/outs effortless for end-users and IT teams alike.

#5: Sustainability and energy efficiency

For organizations managing shared technology, lockers equipped with built-in charging remove the clutter, waste, and downtime caused by missing or broken adapters. The following design features of energy-efficient locker systems make everyday device charging simpler:

• Modular locker design
• Built-in charging cables in each bay
• Compatibility with multiple device types
• No external adapters required

This IT asset charging solution eliminates the need for employees or students to search for outlets, borrow chargers, or purchase replacements. By implementing device charging automation, organizations can not only reduce charging-related costs but also align with ESG commitments and reduce accessory waste. The potential environmental impact of this approach is considerable.

The widespread adoption of efficient charging could eliminate 980 tonnes of e-waste each year, according to the European Commission. Although this estimate is based on European data, it carries strong relevance for the United States, which imports around 730 million external power adapters annually — highlighting the similar scale of accessory waste.

ROI of smart locker systems

Smart lockers pay for themselves because they significantly reduce the time and labor required for daily device management. The comparison below illustrates how each locker type differs in functionality and impact:

Organizations that adopt ForwardPass smart charging lockers report an 80% reduction in daily IT effort. Download the ForwardPass whitepaper, Smart Locker Buying Tips and Selection Criteria, for a full ROI checklist and practical evaluation framework.

Final thoughts: Powering the future of work with ForwardPass

• Smart lockers like ForwardPass cut device management time by up to 80%, saving hundreds of labor hours and tens of thousands of dollars annually.
• Integrated software and workplace automation enhance accountability, reduce device loss, and provide clear, real-time visibility for every user and bay.
• Standardized built-in charging components eliminate the need for disposable adapters, reducing e-waste and helping organizations advance their ESG goals.
• ForwardPass provides a scalable solution to secure assets and sustain device readiness with minimal IT effort.

Explore how ForwardPass smart charging lockers can streamline operations and lower long-term device management costs. Book a discovery.