FAQ

A smart locker system is a hardware, software, and kiosk-based solution that gives users authenticated, self-serve access to devices — replacing manual IT handoffs with automated workflows for charging, loaning, repairs, and deployments. For a full breakdown, read: What Is a Smart Locker? Definition, Uses, and Key Benefits →

A smart locker works by combining electronically locked bays with a touchscreen kiosk and a cloud-based admin portal. Users authenticate at the kiosk, the system assigns an available bay automatically, and every transaction is logged in real time without IT involvement. For a full breakdown, read: What Is a Smart Locker? Definition, Uses, and Key Benefits →

A traditional locker provides physical storage with a fixed key or combination lock — with no visibility into who accessed it or when. A smart locker adds electronic access control, user authentication, automated workflow logic, and real-time reporting — so the system manages the process, not your IT team. For a full breakdown, read: What Is a Smart Locker? Definition, Uses, and Key Benefits →

Smart lockers store and charge laptops, Chromebooks, tablets, smartphones, and other devices that fit within the bay dimensions and connect with a standard charging cable. ForwardPass bays include built-in 36W USB-C Power Delivery cables that support fast charging across a wide range of compatible devices without additional adapters. Each bay is electronically locked, so devices remain secure while charging and are accessible only to authenticated users.

Automated device handoff is the process of transferring a device to or from a user without IT staff involvement at the point of exchange. Instead of queuing at a help desk, a user authenticates at the locker kiosk, and the system assigns and unlocks the correct bay automatically — logging the transaction in real time. ForwardPass has processed over 22,820 loans and 3,170 repair submissions this way in the last 12 months, with every handoff recorded in a full audit trail.

Understanding the smart locker vs charging cart distinction matters for IT buyers evaluating their options. A charging cart stores and charges multiple devices in bulk — it's a passive storage solution with no user-level access control or workflow logic. A smart locker adds authenticated access, automated IT workflows, real-time reporting, and audit trails, making it a device management tool rather than just a storage unit.

Smart lockers require a standard power outlet — the same type used for most office equipment — and no specialist electrical work for a typical installation. ForwardPass lockers plug into a standard wall socket and are designed to be repositioned without infrastructure changes, including built-in wheels for easy relocation. Network connectivity is handled via Wi-Fi or Ethernet, so no additional cabling is required beyond the power source.

Smart lockers are safe and secure by design, with electronically locked bays that only open for authenticated users via SSO, barcode, QR code, or username and password. Every access event is logged in the admin portal, giving IT teams a complete chain-of-custody record for every device.

ForwardPass automates five core smart locker IT workflows: charging, loaning, repairs, deployments, and replacements. Each runs as a self-serve process — users authenticate at the kiosk, complete the transaction without staff involvement, and the system logs every action in real time.

With ForwardPass, a user starts the Repairs workflow and places the device in a designated bay. The system creates a repair ticket, secures the device, and logs the handoff in the audit trail. IT can then collect the device, complete the repair, and return it for pickup with a clear chain of custody.

Yes — ForwardPass automates the full smart locker loaner management cycle. Users authenticate at the kiosk, and the system assigns an available, pre-charged device from a designated bay, with no IT handover required. Loan duration limits, overdue notifications, and one-device-per-user restrictions are all configured by administrators. ForwardPass has processed 22,820 loans this way in the last 12 months.

A loaner device is a temporary replacement issued when a user's own device is unavailable — forgotten, broken, or under repair. Smart lockers automate the handoff: the user authenticates at the kiosk, collects an available charged device, and returns it when done. Loan policies, duration limits, and overdue alerts run automatically with no manual oversight needed.

Smart locker chain of custody is the timestamped record of every device interaction — who accessed a bay, when, and why. ForwardPass logs each transaction automatically, from check-out through return or repair, creating a full audit trail visible in the admin portal. This replaces paper sign-out sheets with verifiable, searchable records across every handoff.

Smart locker ServiceNow integration is supported in ForwardPass via APIs. ForwardPass also integrates natively with Freshservice, Incident IQ for asset tracking, and Microsoft Azure SSO for identity management. Jira and other ticketing platforms can be connected via the same API framework — contact the ForwardPass team to confirm configuration for your environment.

Device deployment with a smart locker works by pre-loading devices into designated bays and configuring user access in advance via the admin portal. When distribution begins, users authenticate at the kiosk and collect their assigned device without staff on-site. ForwardPass sends automated pickup notifications and tracks collection status in real time across the full rollout.

Smart lockers remove the need for IT staff to be present at every device handoff — check-outs, returns, and repair drop-offs all happen at the kiosk without staff involvement. The system automatically logs each transaction, and every workflow runs without a ticket or walk-up request. ForwardPass customers report 80% less time spent on device management as a result.

Yes — smart locker self-serve access is the core function of the system. Users authenticate at the kiosk using SSO, barcode, QR code, or username and password; the system then assigns and unlocks the correct bay automatically. No IT staff involvement is needed at the point of access, and every transaction is logged in real time.

Smart lockers for flexible offices operate 24/7 without staff coverage, so users can collect or return devices outside core IT hours. ForwardPass lockers are configured with access time windows set by administrators, meaning a night-shift worker or hybrid employee retrieves their device on their own schedule. Device availability and bay status are visible to IT in real time, regardless of when access occurs.

Smart lockers for K-12 schools automate the device workflows that take up the most EdTech coordinator time — loaner check-outs, overnight charging, and repair drop-offs — all without staff involvement at the point of access. For a full breakdown, read: Smart Lockers for School Device Lending: Kingsway Case Study

Smart locker higher education deployments typically center on campus laptop lending programs — students authenticate at a kiosk to borrow a charged device and return it when done, with no library desk or IT staff required. For a full breakdown, read: Self-Serve Laptop Lending for Higher Education →

A smart locker for manufacturing manages shared work phones and devices assigned by shift. Workers authenticate at the start of their shift to collect a device and return it at the end, with every handoff logged automatically. For a full breakdown, read: Work Phone Management for Manufacturing →

A smart locker workplace deployment typically manages pools of shared laptops, tablets, or mobile devices that employees access on demand — checking out a device at the kiosk and returning it without IT involvement. This is common in hot-desking setups, hybrid offices, and shift-based environments where not every worker has a dedicated device. ForwardPass handles the full cycle: access, charging, repair submission, and audit logging, all without IT staff present at the point of handoff. Learn more about ForwardPass for workplaces →

The key factors to evaluate when choosing a smart locker are workflow support, authentication options, software depth, and integration capability. A locker that only charges devices won't automate the IT workflows that actually save time at scale. For a full breakdown, read: Smart Locker Buying Guide: Tips for Choosing a Smart Locker System

A well-specified smart locker should hold SOC 2 certification for software security, plus regional hardware certifications for each market it operates in. ForwardPass holds all the necessary smart locker certifications: SOC 2 Type 2, FCC, and cETLus for North America, CE for the EU, UKCA for the UK, and RCM for Australia and New Zealand.

The smart locker ROI for IT teams comes primarily from time saved — fewer walk-up requests, no manual device handoffs, and automated logging replace tasks that previously required staff time every day. ForwardPass customers report 80% less time spent on device management and 120+ minutes saved by IT teams daily, without adding headcount or changing infrastructure.

ForwardPass is built specifically around IT device workflows — charging, loaning, repairs, deployments, and replacements — rather than secure storage alone. Every bay includes a built-in 36W USB-C Power Delivery cable, so devices are charged and ready without any setup by IT. Each ForwardPass smart locker combines a touchscreen kiosk, cloud admin portal, and pre-built workflow logic into a single system.

ForwardPass workflows come pre-built for five daily IT device tasks: charging, loaning, repairs, deployments, and replacements. Each runs as a fully self-serve process — users authenticate at the kiosk, complete the transaction without staff involvement, and the system logs every action, generates alerts where needed, and notifies IT in real time.

ForwardPass integrations currently include Microsoft Azure SSO for identity management, Freshservice for IT ticketing, and asset tracking platforms such as Incident IQ. Users authenticate via SSO, barcode, QR code, or username and password — no separate credential database is required. Integration options for additional ticketing platforms can be discussed directly with the ForwardPass team.

ForwardPass SOC 2 Type 2 certification covers the software and cloud infrastructure. Hardware certifications span all major markets: FCC and cETLus for North America, CE for the EU, UKCA for the United Kingdom, and RCM for Australia and New Zealand.

Yes — ForwardPass is available in Australia and New Zealand. Contact the ForwardPass team via the contact page to confirm availability and pricing for your region.

To book a ForwardPass demo, discovery, or request pricing, visit forwardpass.io/contact to schedule a discovery session with the team. The session covers your specific device management workflows, team size, and environment, so the conversation is scoped to your situation rather than a generic product walkthrough.