Best Smart Locker System for Offices: How to Choose by Team Size

The best smart locker system for offices depends on the job you want it to do. If your office smart locker needs to store bags and personal items in a hot-desking setup, you need a workplace storage system. If you need to manage shared laptops and address charging, repairs, and accountability, you need a device management system. Choosing the wrong category wastes budget and leaves the real problem unsolved.

Key takeaways

• An office smart locker can be made for workplace storage, owned by facilities, and for device management, owned by IT. These are two different products
• Team size changes the setup: small offices need a clean starting point, mid-sized offices need automation, and enterprises need multi-site control
• Shared-use lockers fit hybrid and shift work better than personal lockers tied to one employee
• ForwardPass is built for device management, with self-serve workflows and audit trails for loaners, charging, repairs, replacements, and deployments

Two types of smart lockers for offices that work very differently

Smart lockers for offices usually fall into two categories: workplace storage lockers for personal items, and device management lockers for shared workplace technology. The right choice depends on whether you need to manage employee storage or IT device handoffs.

Here is the practical difference:

Additional reading: What is a smart locker? Check our dedicated guide if you’re new to the topic.

What to look for in a device smart locker system for office work?

Organizations with shared devices and hybrid work should look for device management lockers that automate the device handoffs IT teams already manage every day: check-ins, check-outs, charging, repairs, loaners, replacements, and deployments.

Additional reading: Before you compare vendors, review these smart locker buying tips on scalability, customization, integrations, and total cost of ownership

When you compare device management locker vendors, check the following:

• Hardware fit: The locker should have built-in charging ports, and bay dimensions should fit the devices your organization already uses, such as tablets, smartphones, and 14-inch laptops
• Physical build: The cabinet should be durable and tamper-resistant, ideally with strong steel construction and individually secured bay doors. The doors should remain locked if power goes down
• Workflow support: The software should support core device workflows, including charging, loans, repairs, deployments, and replacements, with prebuilt workflows and room for custom configuration
• Self-serve access: Users should be able to check devices in and out without IT being present for every handoff
• Real-time visibility and audit logs: Admins should be able to see bay status, usage, device transactions, and capacity from a central cloud dashboard. A smart locker audit trail should show a time-stamped record of device transactions
• Identity-based access: The smart office locker system should support the access methods your organization uses now or may use later, such as SSO, RFID, PIN, barcode, QR code, or username and password
• System integrations: Locker software should integrate with ticketing systems, MDM software, and asset tracking tools, so device handoffs stay connected to the organization’s wider IT process
• Security controls: Look for role-based permissions, encrypted cloud connections, tamper alerts, stuck-door alerts, and notifications for unusual bay activity

Need a deeper vendor evaluation checklist? Download the ForwardPass Smart Locker Buying Guide.

How do you choose device management lockers for offices based on your team size?

Choose a smart locker for your hybrid office by matching the software depth to your operating complexity: small offices need a clear starting point, mid-sized offices need strong automation, and enterprises need to scale smoothly across locations.

• Under 50 staff: Start with a system that supports the workflows you need now without forcing you to buy more capacity than necessary. The best smart locker for office use is usually one that can start small and expand as device volume grows.
  
  
• 50–200 staff: Prioritize automation. At this size, manual handoffs and ad hoc device tracking start to break down. Look for self-serve workflows, usage analytics, SSO support, IT ticketing integrations, and dynamic bay allocation.
  
  
• 200+ staff: Focus on multi-location management of workplace smart lockers. Enterprises should check whether the system can support centralized visibility, consistent workflows, enterprise integrations, and locker redeployment as device demand shifts between offices, departments, or floors.
  
  

How many device lockers does your office actually need?

For most offices, the safest approach is to list each device workflow first, estimate the peak number of devices that may sit in lockers at the same time, and then add a 15–25% buffer.

Important clarification: The numbers in this section refer to individual locker compartments, also called bays, not full locker cabinets or towers.

If employees have corporate-issued laptops

If you have 100 employees on a 1:1 device model, you likely have around 100 assigned laptops, plus a smaller pool of spare or loaner devices — 5–15% the size of the total fleet.

It doesn’t mean you need a smart locker bay for each laptop. In a hybrid office, employees usually take their assigned laptops between home and work. This is why the locker system should be sized according to the number of devices that need a workflow – repairs, loaning, charging, deployments, or replacements.

For example, a 100-person office with roughly 100 laptops might need bays for:

• 5 loaner laptops
• 5 devices waiting for repair
• 5 replacement devices
• 10 new hire deployment devices
• 25 devices in total

In this case, a practical starting point would be 25 bays, plus a 15–25% buffer. That gives you roughly 29–32 bays. That is around 30% of the device pool.

Important note on BYOD: With a BYOD policy (which is much more prevalent – NIST reports that 95% of organizations allowed BYOD even before the pandemic), you may need even fewer smart locker bays, depending on how many employees use personal devices versus corporate-issued devices.

If employees share devices

Shared device environments work differently. Smart lockers for manufacturing, healthcare, retail, hospitality, logistics, and shift-based operations need to accommodate all devices used during a shift.

For example, if the team uses 30 shared tablets/scanners/radios, the locker system should support those 30 devices plus a 20% buffer, which is 36 bays in total. So the total capacity should be 120% of the device pool used during a shift.

That gives the organization enough capacity for the devices in circulation, plus extra space for charging, repairs, swaps, or temporary demand. Important note: These ranges are only starting points. Start with a pilot deployment, review actual usage, then scale your workplace smart locker system up or down based on real demand.

Additional reading: Explore the benefits of smart lockers for modern workspaces in our dedicated guide.

How many personal storage lockers does your office need?

For personal storage lockers, plan around typical daily attendance plus a 10–15% buffer. In a hybrid office, one locker per person is unnecessary, because half of them will typically be unused – JLL reports 56% global office occupancy in 2026.

For a 100-person team, that means roughly 56 people may be in the office on a typical day. A practical starting point would be 56 shared storage bays, plus a buffer. That gives you about 62–65 lockers.

Best smart lockers for offices: ForwardPass

The ForwardPass smart locker system is best for offices that need to manage device workflows — loaners, repairs, replacements, deployments, and charging — in one smart locker system. ForwardPass offers smart locker units in 5-bay, 8-bay, 15-bay, and 23-bay configurations.

Hardware-wise, the ForwardPass platform includes:

• Reinforced-steel locker units with welded and riveted construction
• Built-in bay sensors that detect forced entry and stuck doors
• Bays sized for handhelds, tablets, and laptops up to 14 inches
• An electronic lock in every bay
• A built-in 100–125 Vac power outlet and a 36W USB-C Power Delivery port in every bay
• Perforated bay construction to help dissipate heat during device charging
• A control panel with a PIN keypad, RFID/NFC tap area, and optional kiosk or tablet mount

Software-wise, the ForwardPass platform has:

• A cloud portal for smart locker real-time usage analytics, reporting, and remote bay management
• Self-serve workflows – Loaners, Repairs, Deployments, Replacements, and Charging – with prebuilt and custom policies
• Support for dynamic bay assignments, so users don’t need a fixed bay for each workflow. Available bays can be reassigned as devices move through the system, allowing fewer locker units to support more users and device handoffs
• Timestamped audit trails that can be exported for audit-ready reporting
• Integration with Freshservice, Incident IQ, ServiceNow, and other ticketing and asset tracking tools through APIs and webhooks

Here’s how the workflow works:

• Users authenticate at the locker through SSO, RFID, barcode, QR code, PIN code, and username/password, depending on the configuration
• Users select the workflow and collect/return,/charge/drop off a device in the assigned bay
• Admins remotely monitor bay status, usage, device transactions, and user activity in the cloud portal. Admins step up only for picking up devices, preloading units, or handling exceptions

Security-wise, the ForwardPass smart locker system is SOC 2-certified and supports 256-bit data encryption, role-based access, automatic security patching, and continuous vulnerability scanning.

Best workplace storage lockers: Vecos, Yellowbox, eLocker, Gantner

For workplace storage, you will often come across Vecos, Yellowbox, eLocker, and Gantner. These systems are best suited for offices that want to upgrade existing lockers or manage flexible storage across hybrid teams.

Disclaimer: Product features, integrations, and hardware options can change over time. Use this section as a general market overview, then confirm current specifications directly with each vendor before making a buying decision.

Hardware-wise, these vendors typically offer:

• Electronic locker locks that can be fitted to existing cabinets
• Touchscreen terminals for interacting with lockers
• Wired and wireless battery-powered lock options

On the software side, these vendors offer:

• Self-service locker interactions
• Dynamic locker allocation for hybrid and hot-desking environments
• Fixed or shared locker modes
• Usage analytics, occupancy data, and remote locker management
• Automated reminders for users and admins

Here’s how workplace smart lockers compare:

Device charging problem with retrofit smart lockers

Device charging needs closer review when vendors offer retrofit options. USB charging may be enough for phones, tablets, or small accessories. Laptops, especially powerful ones, usually need an AC power outlet inside the locker, which Vecos, Yellowbox, eLocker, and Gantner do not offer because their systems are built around electronic locks rather than powered device bays.

Heat is another concern. A fully enclosed wooden or metal hot-desking locker system is not suitable for charging devices because heat can build up inside the compartments. ForwardPass addresses this with a perforated metal construction that helps dissipate heat. But in regular cabinets, especially wooden ones, heat buildup can become a safety issue.

What do workplace storage lockers excel at?

What retrofit options do well is ensure controlled access to compartments of different sizes for different storage and handoff purposes. Such systems can be adapted to a variety of non-device use cases, including but not limited to parcel delivery, workplace storage, end-to-trip storage, gym & hotel storage, and mailroom delivery.

Bottom line

The best smart locker system for an office depends on the problem you need to solve. If employees need temporary storage for bags and personal items, choose a workplace storage locker.

If IT needs to manage shared devices and device workflows, choose a device management locker. As for sizing, plan around peak locker use, hybrid attendance, shared device demand, and a sensible buffer, not total headcount.

If shared device management is the problem, ForwardPass is built for that workflow. Book a Discovery to see how it fits your office size and process.

Still comparing options? Use the Smart Locker Buying Guide to evaluate vendors.

FAQ

What is the best smart locker system for offices?

It depends on the problem your office needs to solve. For shared laptops, IT asset handoffs, repairs, loaners, deployments, replacements, and charging, ForwardPass is the strongest fit because it is built as a device management locker system.

For personal storage in hot-desking offices, Yellowbox, Gantner, and Vecos are better enterprise workplace-storage options, while eLocker may fit smaller or more flexible deployments. The mistake is looking for one “best overall” office locker system. Office smart lockers solve different jobs. Start with the use case, then compare hardware, software, integrations, access methods, analytics, and scalability options.

How many lockers do I need for my office?

You need enough bays for peak concurrent use, not total headcount. For device lockers, list every workflow first, including loaners, repairs, replacements, deployments, and charging. Then estimate how many devices will sit in lockers at the same time and add a 15–25% buffer.

For shared shift devices, size around the devices in circulation during the business shift, plus extra capacity. For personal storage, use expected daily attendance, then add a 10–15% buffer.

What is the difference between a device management locker and a workplace storage locker?

A device management locker runs IT workflows, whereas a workplace storage locker stores personal belongings. The hardware and software are different. A storage locker may fit a laptop, but it won’t necessarily manage charging, returns, proof of handoff, or ITSM workflows. A device locker may hold small personal items, but its bays, charging hardware, ventilation, sensors, and software are designed for devices.

Can smart lockers integrate with Microsoft 365 or Active Directory?

Yes, many smart lockers can integrate with Microsoft 365 or Active Directory, but the purpose of the integration depends on the locker type. For workplace storage lockers, Microsoft 365, Active Directory, or SSO integrations are usually used to support bookings and connect locker use to workplace systems.

For device management lockers, identity integration is only one part of the workflow. IT teams should also check whether the system can integrate with ticketing tools, MDM platforms, and asset tracking systems. Before choosing a vendor, confirm exactly which systems it integrates with and what each integration actually does.

How much does a smart locker system cost for an office?

Smart locker system costs vary widely by vendor, hardware configuration, and software tier. Device management systems such as ForwardPass are priced as a platform: locker hardware plus cloud software subscription.

The costs for workplace storage systems with electronic locker locks are typically determined by the type of locks and software features. The best starting point is a discovery call with vendors and a clear brief that covers your team size, workflows, integrations, and rollout plan.

Do smart lockers work for hybrid and hot-desking offices?

Yes, smart lockers work well for hybrid and hot-desking offices. For device management, bays are assigned dynamically as devices move through workflows, so the same locker system can support loaners, charging, repairs, replacements, and deployments.

For personal storage, shared-use lockers let employees claim an available bay when they arrive and release it when they leave. The key is sizing around peak attendance and peak device demand, not the full employee list or payroll on paper.