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With ONARKEN® Smart Lockers, you can create bespoke screen designs to personalise the locker interface and align it with your organisation’s branding.

As part of the screen design, the home screen background can be either a static image or a video.

The required dimensions for your background image or video depend on the specific Smart Locker model you have.

Background Image and Video Dimensions

Diplomat™ Pro

• Screen size: 19"
• Resolution: 1280px × 1024px
• Background size: 1280px × 914px (to accommodate the status bar at the top or bottom)

Consul™

• Screen size: 19"
• Resolution: 1280px × 1024px
• Background size: 1280px × 914px (to accommodate the status bar at the top or bottom)

Diplomat™ LITE

• Screen size: 15"
• Resolution: 1024px × 768px
• Background size: 1024px × 668px (to accommodate the status bar at the top or bottom)

Sovran™

• Screen size: 12"
• Resolution: 1080px × 1920px
• Background size: 1080px × 1820px (to accommodate the status bar at the top or bottom)

The IP Whitelisting feature enhances the security of your ONARKEN® Smart Locker, by restricting API access to specified IP addresses. Only connection attempts from these approved addresses will be allowed, safeguarding the system from unauthorised access.

Required Permissions

To perform this action, your account must have the installations.update_ip_whitelist permission.

Steps to configure IP Connection whitelist.

1. Log in to your ONARKEN account.
   Ensure you are using an account with the necessary permissions.
   
   

2. Access the Smart Lockers page.
   From the main menu, navigate to the Smart Lockers page.
   
   

3. Access the required Smart Locker
   From the Smart Lockers page, navigate to the required Smart Locker.
   
   
4. Navigate to the Settings Panel
   Navigate down to the Connection IP address whitelist section.
   
   
5. Configure IP address
   Input the selected IP Address that is required to be added to a whitelist for API connections. Once the IP has been imputed click the + icon to save.
   
   
6. Delete IP address
   To remove an IP address from the whitelist, navigate to the required IP and click on the Trash Can icon.

Once you have followed these steps, an IP address will be configured to connect to the current Smart Locker.

The Custom Loaning Hours allows you to define specific days and times during which users are permitted to borrow items from the Smart Lockers. This ensures that borrowing activities are restricted to predetermined hours while maintaining flexibility for item returns.

Required Permissions

To perform this action, your account must have the installations.configure_loaning_hours permission.

Steps to configure Smart Locker Loaning Hours.

1. Log in to your ONARKEN account.
   Ensure you are using an account with the necessary permissions.
   
   

2. Access the Smart Lockers page.
   From the main menu, navigate to the Smart Lockers page.
   
   

3. Access the required Smart Locker
   From the Smart Lockers page, navigate to the required Smart Locker.
   
   
4. Navigate to Settings Panel
   Once on the settings panel, navigate down to the Loaning Hours Section.
   
   
5. Configure Loaning Hours
   Days of the week are listed here with the default loaning hours (24 hours). To remove the option to loan on a certain day, click on the X next to where the times are displayed.
   
   To set custom hours on for certain days, click on Add button, and navigate to Add Opening Hours. Here you can select the required day of the week and the required times that the locker is available for loans.
   
   
6. Add Exception Dates
   To configure exception dates that ignore the configured rules. Click on the X button, and navigate to Add Exception. Here you can enter a Start and End date for the exception as well as an option for this to be an annual exception.

Once you have followed these steps, the Loaning Hours and Exceptions will be configured for the current Smart Locker.

The Locker Custom Operation feature allows you to tailor the home screen workflows of your Smart Locker. This customisation lets you adjust workflows to meet specific functional requirements, ensuring the locker operates seamlessly within your environment.

Required Permissions

To perform this action, your account must have the installations.set_screen_design permission.

Steps to configure Smart Locker Custom Operation.

1. Log in to your ONARKEN account.
   Ensure you are using an account with the necessary permissions.
   
   

2. Access the Smart Lockers page.
   From the main menu, navigate to the Smart Lockers page.
   
   
3. Access the required Smart Locker
   From the Smart Lockers page, navigate to the required Smart Locker.
   
   
4. Navigate to Settings Panel
   From the settings panel navigate down to the Custom Operation section.
   
   
5. Change Smart Locker Operation
   Either select the Standard Operation, or Code Entry operation. 
   
   
6. Standard Operation
   By default Smart Lockers are set to be able to either scan ID Badges, barcodes or manually enter codes.
   
7. Code Entry Operation
   This allows users to enter a code. Here you configure what the button displays to the user and a logo. Optionally a QR Code can also be configured to be displayed to the user.
   
8. Save Settings
   Once finished configuring the settings, click save.
   
   

Once you have followed these steps, the Custom Operation will be configured and in use on the current Smart Locker.

The Custom Status Message allows you to set personalised messages on your Smart Locker screen. These messages can provide users with important updates, instructions, or notifications tailored to your specific needs.

Required Permissions

To perform this action, your account must have the installations.configure_status_message permission.

Steps to configure Smart Locker status message.

1. Log in to your ONARKEN account.
   Ensure you are using an account with the necessary permissions.
   
   

2. Access the Smart Lockers page.
   From the main menu, navigate to the Smart Lockers page.
   
   

3. Access the required Smart Locker
   From the Smart Lockers page, navigate to the required Smart Locker.
   
   
4. Navigate to Settings Panel
   From the settings panel navigate down to the Status Message section.
   
   
5. Enable Status Message
   To enable the custom status message, check the enable message box to display a message on the Smart Locker. 
   
   
6. Custom Message
   Enter in a custom message to display on the Smart Locker screen to the users.
   
   
7. Select Message Type
   Select the required message notification type from the list available. Each one will display the message with a different icon, and colour. Once configured, click on Update Status Message.
   
   

Once you have completed these steps, the custom Status Message will be configured and displayed on the current Smart Locker.

The Terms & Conditions feature allows you to require users to accept specific terms before accessing the lockers. This ensures that users acknowledge and agree to the rules and policies for locker usage.

New Terms & Conditions

If you need to add a new location, you can do so by following How to create new Terms & Conditions.

Required Permissions

To perform this action, your account must have the installations.set_terms permission.

Steps to change Smart Locker Terms & Conditions.

1. Log in to your ONARKEN account.
   Ensure you are using an account with the necessary permissions.
   
   

2. Access the Smart Lockers page.
   From the main menu, navigate to the Smart Lockers page.
   
   

3. Access the required Smart Locker
   From the Smart Lockers page, navigate to the required Smart Locker.
   
   
4. Navigate to the Settings Panel
   Navigate to the Locker Details section and locate Terms & Conditions Settings.
   
   
5. Change Terms & Conditions
   All available Terms & Conditions will be listed here. By selecting the required Terms & Conditions, it will automatically be updated and be in use on the current Smart Locker.
   
   

Once you have followed these steps, the Terms & Conditions will be configured to be used on the current Smart Locker.

When assets are on loan, issues such as damage or functional problems can arise. Allowing users to report these issues when returning items to the lockers is vital for maintaining a satisfied user base and ensuring that faulty assets are not passed on to the next user.

ONARKEN provides a customisable Fault Reporting feature, which can be enabled through Loan Rules. This feature allows you to tailor fault reporting for specific asset types or loan durations, ensuring a streamlined and effective issue management process.

Fault Reporting Types in ONARKEN

ONARKEN offers three types of fault reporting, giving organisations flexibility in how issues are logged:

1. Yes/No Question:

   • Users are simply asked whether there were any issues with the asset.
   • This is quick and user-friendly but leaves issue diagnosis to administrators.
     
     

2. List of Options:

   • If users report an issue, they are presented with a predefined list of issue categories (configured within the Loan Rule).
   • This allows for faster categorisation of problems.
     
     

3. List of Options with a Custom Field:

   • Functions like the List of Options but includes a free-text field for users to describe the issue in their own words.
   • Ideal for detailed feedback but may extend the return process time.

Permissions Required

To enable and manage fault reporting, you must have the loan_rules.edit permission.

Steps to Enable Fault Reporting

1. Log in to the ONARKEN Management Platform.
   Use your credentials to access the system.
   
   

2. Access the Loan Rules Tab.
   Navigate to Loaning -> Loan Rules.
   
   

3. Select the Rule to Edit.
   Click the arrow icon next to the Loan Rule you wish to modify.
   
   

4. Locate the Fault Reporting Section.
   Scroll down to the Fault Reporting section within the rule.
   
   

5. Enable Fault Reporting.

   • Check the Enabled checkbox.
     
     

6. Configure the Fault Reporting Type.

   • Select the desired fault reporting type:
     • Yes/No Question
     • List of Options (configure the predefined options as required)
     • List of Options with Custom Field
       
       

7. Save Changes.
   Click Save to apply the updated settings.

Benefits of Enabling Fault Reporting

• Improved User Experience: Ensures that users feel heard and supported when issues arise.
• Preventive Maintenance: Allows administrators to identify and address problems before they impact subsequent users.
• Customisation: Tailor fault reporting settings to suit specific assets and loan scenarios.
• Operational Efficiency: Streamlines the reporting and categorisation of asset issues.

In ONARKEN, users can be assigned to individual Booking Allocations, ensuring that only the assigned user can collect the designated asset from a specific locker bay. This feature provides precise control over who can access assets reserved for bookings.

Default Booking Allocation Behaviour

1. Unassigned Allocations:
   By default, booking allocations remain unassigned. In this state, they can be collected by any user once they are automatically released after the booking date and time.
   
   

2. Automatically Assigned Allocations:

   • If the booking quantity is one, the booking owner is automatically assigned to the allocation.
   • If an Access Group is selected during the booking process, users in that group are automatically assigned to allocations, ensuring they can access their reserved assets.

Steps to Manually Assign Users to Booking Allocations

Follow these steps to assign users to specific booking allocations:

1. Log in to the ONARKEN Management Platform.
   Use your credentials to access the system.
   
   

2. Locate the Booking.
   Navigate to Loaning -> Bookings and find the booking you wish to update.
   
   

3. Open the Assign Users Tool.
   Click the Assign Users button.
   
   

4. Search for a User.
   Use the search bar to find the user you want to assign to a specific booking allocation.
   
   

5. Assign the User.
   Once you locate the correct user, click Assign.

   • The assigner tool will remain open, allowing you to continue assigning additional users.
     
     

6. Complete the Assignment Process.
   When you’ve finished assigning users, close the assigner by clicking the cross icon in the top-right corner.

Why Assign Users to Booking Allocations?

Assigning users to booking allocations provides several advantages:

• Ensures accountability by restricting access to specific individuals.
• Prevents misuse of reserved assets.
• Streamlines group bookings by pre-assigning users to allocations.

The bookings feature allows staff members to make bulk bookings, ideal for scenarios where multiple assets are needed for a specific date and time. For example, a lecturer can ensure sufficient assets are available for all students attending a lecture.

Prerequisites

1. Bookings Enabled: Ensure the bookings feature is enabled. Refer to the How to enable bookings? documentation for guidance.
2. Permissions Required: You must have the bookings.make_bulk permission to create bulk bookings.

Steps to Make a Bulk Booking

1. Log in to the ONARKEN management platform.
   Use your administrator credentials to access the system.
   
   

2. Access the Bookings Tool.

   • Click the Quick Action button from the main navigation menu.
   • Alternatively, use the keyboard shortcut /.
     
     

3. Initiate a Booking.
   Click Make Booking.
   
   

4. Select a Location.
   Choose the location where you would like to book the assets.
   
   

5. Choose an Asset Type.
   Select the type of asset required for the booking.
   
   

6. Set the Booking Date and Time.
   Specify when the assets are needed.
   
   

7. Determine the Booking Quantity.

   • If booking for a group of users, select an Access Group. The system will automatically set the booking quantity to match the number of users in the group, and each user will be assigned a booking allocation.
   • Alternatively, manually set the quantity to the number of assets required.
     
     

8. Adjust Installation Settings (Optional).

   • By default, the Book Across Installations checkbox is enabled, allowing your booking to utilise multiple Smart Lockers at the same location for greater capacity.
   • To ensure all assets are booked from the same Smart Locker, uncheck this option. Note that this may reduce the booking capacity.
     
     

9. Complete the Booking.
   Click Make Booking to finalise the reservation.

Post-Booking Details

• If an Access Group was selected in step 7, users in the group will be automatically assigned to individual booking allocations and can collect their assets at the booking time.
• If you manually set the booking quantity, assets will be released at the booking time for all users unless you manually assign a user to each booking allocation.

Relevant articles

How can a user book an asset?

You are currently viewing documentation for a feature that is in BETA testing and may not be available on your ONARKEN® instance.

ONARKEN® allows you to create custom reasons to specify why assets are stored in your Smart Lockers. It’s common to have a variety of assets in your lockers for multiple purposes — for example:

• Service or repair
• End of life
• New stock
• Employee offboarding

Clearly identifying the reason an asset is in a locker helps ensure it is assigned to the correct user. For instance, you wouldn’t want a faulty laptop to be given to a new starter. It’s essential that your IT teams or locker administrators can easily view each asset and understand its purpose in the locker.

Your ONARKEN® instance comes pre-configured with three default reasons:

• Service / Repair
• End of Life
• Deployment

You can update, remove, or add to these with your own custom reasons, and assign unique locker map colours for easy identification.

How do I create custom reasons and use them during drop-offs?

ONARKEN’s Drop-Off & Collection lockers enable assets to be securely dropped off and collected using one-time codes or a user’s ID badge. This feature is designed to facilitate smooth and secure transactions for asset transfers.

Permissions Required

To arrange a drop-off, you must have the drop_offs.create permission.

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Changing a User's Role in ONARKEN® allows you to update a user's permissions and responsibilities within the system. This functionality ensures that users have the appropriate level of access for their role whilst maintaining system security. By changing user roles, you can adapt to evolving organisational needs with ease.

Required Permission

To perform this action the user will require the permission users.view and users.set_role to perform this action.

Steps to change a users role

1. Log in to your ONARKEN account.
   Ensure you are using an account with the necessary permissions.
   
   

2. Access the Users page.
   From the main menu, navigate to the Users page.
   
   

3. Find the User
   Find the required user by searching for their name, or using the different available filters.
   
   
4. Change User Role
   Locate the Options drop-down menu and select Role option. Change the users role by selecting the required role from the list of available roles.
   
   If the required role is not on the list, follow this guide on How do I create user roles?

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Locker Admins in ONARKEN® management system allows you to assign users as admins to certain Smart Lockers. These Admins have the authority and ability to manually open locker doors using their ID cards. Allowing the admin to manage the Smart locker, and its assets.

Required Permissions

To perform this action, your account must have the installations.add_admins permission.

Steps to add locker admins

1. Log in to your ONARKEN account.
   Ensure you are using an account with the necessary permissions.
   
   

2. Access the Users page.
   From the main menu, navigate to the Users page.
   
   

3. Access the Roles panel.
   From the users page, navigate to the Locker Admins panel.
   
   
4. Add Locker Admin
   Locate the New Locker Admin button. 
   
   1. Search for the user to become a Locker Admin.
   2. Select the Smart Lockers for that user to become an admin of.

Related Articles

• How do I remove locker admins?
• How do I update my locker admins?

Access Groups in ONARKEN® management platform enables you to define, and maintain access groups for specific Asset Types and Smart Lockers. This feature allows you to create new access groups.

Required Permissions

To perform this action, your account must have the access_groups.create permission. 

Steps to Manage User Access Groups

1. Log in to your ONARKEN account.
   Ensure you are using an account with the necessary permissions.
   
   

2. Access the Users page.
   From the main menu, navigate to the Users page.
   
   

3. Access the Roles panel.
   From the users page, navigate to the Access Groups panel.
   
   
4. Create an Access Group
   Locate the Create Access Group button.
   
   1. Enter the access group name.
   2. Select an access group colour.
   3. Select any smart lockers required for the access group.
   4. Select any asset types required for the access group.
   
   Noting a single access group can have access to everything, or just to one smart locker and asset type.
   

Related Articles

• How do I edit an existing access group?
• How do I delete an access group?

User Roles in ONARKEN® management system enables you to define, customise, and maintain roles with specific permissions tailored to users responsibilities. This feature allows you to create new roles.

Role Types

1. Locker Usage
   Users that have the locker usage role type will only be able complete actions at the lockers and will not be able to login to the ONARKEN Management Platform.
2. Maintainer
   Users that have the maintainer role type will be able to login to the ONARKEN Management Platform and perform actions that they have been given permission for.
   
3. Administrator
   Users that have the Administrator role type will be able to login to the ONARKEN Management Platform and perform all actions with the exception of updating roles and changing a users role.
   

Required Permissions

To perform this action, your account must have the roles.create permission. To edit roles, your account must have the roles.edit permission. To delete roles, your account must have the roles.delete permission.

Steps to create a role

1. Log in to your ONARKEN account.
   Ensure you are using an account with the necessary permissions.
   
   

2. Access the Users page.
   From the main menu, navigate to the Users page.
   
   

3. Access the Roles panel.
   From the users page, navigate to the Roles panel.
   
   
4. Create a role
   To create a role first click on the Create Role button.
   
   1. Enter the role name.
   2. Enter the concurrent loan limit
   3. Select the role type
   4. Select the required permissions from the list below.
   
   Noting certain role types can only have certain permissions.
   
   

Related Articles

• How do I edit a user role?
• How do I delete a user role?

Deleting Assets in ONARKEN® allows you to remove assets that are no longer in use or relevant to your operations. This helps you and your team maintain an organised and efficient system by ensuring that outdated or unnecessary assets are securely and effectively removed from your inventory.

Required Permissions

To perform this action, your account must have the assets.delete permission.

Steps to delete an asset

1. Log in to your ONARKEN account.
   Ensure you are using an account with the necessary permissions.
   
   

2. Access the Assets page.
   From the main menu, navigate to the Assets page.
   
   

3. Locate the Asset
   Locate the asset by using the search feature, searching for the asset reference. Or by using the filters to search by asset type or smart locker.
   
   Once the required asset has is located, located the Trash Can icon and follow the steps on screen.
   
   
4. Not Deletable?
   If there is no Trash Can icon displayed, this means the asset is not able to be deleted. This is because the asset is either in a Smart Locker or on Loan.

Once you have followed these steps, the Asset has been deleted and is not available to be loaned, or in ONARKEN.

Asset Types allow you to define and categorise different types of assets within ONARKEN®. This enables you to tailor the system to handle different categories of items, that are stored and used in the Smart Lockers. 

Required Permissions

To perform this action, your account must have the asset_types.create permission.

Steps to create a new asset type

1. Log in to your ONARKEN account.
   Ensure you are using an account with the necessary permissions.
   
   

2. Access the Assets page.
   From the main menu inside of the Manage sub-menu, navigate to the Assets page.
   
   

3. Navigate to Asset Types Panel
   
   
4. Add new Asset Type
   To create a new asset locate the New asset type button. Enter in the required Asset Type name and save.
   
   

Related Articles

• How do I edit a specific asset type?
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Managing an Asset Type allows you to customise the settings and properties for a specific asset type within ONARKEN®. This ensures that each asset type is properly defined and managed, enhancing overall tracking and reporting capabilities.

Required Permissions

To perform this action, your account must have the asset_types.edit permission.

Steps to configure an asset type

1. Log in to your ONARKEN account.
   Ensure you are using an account with the necessary permissions.
   
   

2. Access the Assets page.
   From the main menu, navigate to the Assets page.
   
   

3. Navigate to Asset Types Panel
   Find the required Asset Type and select it to view.
4. Navigate to Smart Charging Panel
   To configure Smart Charging click on the Configure button.
   
   First, you will need to select a Manufacturer from the list of supported manufacturers available. Next, you will need to select the supported model from the list.
   
   Once both have been selected, it will automatically update and display the list of supported lockers for that asset type.

Related Articles

• How do I create an asset type?
  
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Creating Assets allows you to add and define new items or resources within ONARKEN®. These assets represent physical items, such as laptops or tablets, that are stored in the lockers, that are tracked and managed.

Required Permissions

To perform this action, your account must have the assets.create permission.

Steps to create a new asset

1. Log in to your ONARKEN account.
   Ensure you are using an account with the necessary permissions.
   
   

2. Access the Assets page.
   From the main menu inside of the Manage sub-menu, navigate to the Assets page.
   
   

3. Add new Asset
   To create a new asset locate the Add asset button. 
   
   To create a new asset an Asset type will need to be selected from the drop-down list. If the Asset Type is not available, you can follow this guide to Create New Asset Types.
   
   Next, an asset reference is required to help you identify the asset once it is in use.
   
   Optionally an asset tag can be entered for additional tracking.
   
   

By following these steps, a new single asset will have been created and available to be loaned to users.

Related Articles

• How do I delete an asset in onarken?
• How do I create multiple assets in onarken?

Required Permissions

To perform this action, your account must have the general.miscellaneous permission. 

Steps to configure Drop Off Auto Expire Settings

1. Log in to your ONARKEN account.
   Ensure you are using an account with the necessary permissions.
   
   

2. Access the Settings page.
   From the main menu, navigate to the Settings page.
   

    

3. Navigate to Drop off & collection settings
   Once here you are able to configure how the drop off & collection system works with your smart lockers.
   
4. Drop Off Auto Expire
   This allows you to set an automatic expire date to remove the drop off from the locker and allow other users to use that bay again. You can disable this by setting it to 0, meaning drop offs will not auto expire.
   

Once you have followed these steps, your Drop off auto expiry settings will have been configured.

Related Articles

• How do I change the collection auto expiry settings?
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Editing Terms and Conditions allows you to modify existing terms that users must accept before accessing the lockers. This ensures that the rules and policies for locker usage are kept up-to-date, providing users with clear and current information regarding the terms of use.

Create/Delete Terms & Conditions

If you need to create/delete a Screen Design. You can follow these guides,

How do I create new smart locker terms and conditions?

How do I delete outdated terms and conditions?

Required Permissions

To perform this action, your account must have the terms_and_conditions.edit permission.

Steps to edit Terms & Conditions.

1. Log in to your ONARKEN account.
   Ensure you are using an account with the necessary permissions.
   
   

2. Navigate to the Settings Page
   Once on the setting page, Navigate to the Smart Lockers panel and to the Terms & Conditions section.
   
   
3. Locate required Terms & Conditions
   To edit the Terms & Conditions, select the edit button and update the Terms & Conditions name and text.

Once you have followed these steps, the Terms & Conditions will have been updated for all Smart Lockers using them.

The Language Settings allows you to manage the language packs available for selection on your Smart Locker. Language packs enable the translation of ONARKEN® user interface into different languages. Giving the highest level of accessibility possible.

Create a Language

Need to add a new language? Follow this guide,

How do I add a new language to ONARKEN?

Required Permissions

To perform this action, your account must have the languages.edit permission.

Steps to edit a language

1. Log in to your ONARKEN account.
   Ensure you are using an account with the necessary permissions.
   
   

2. Access the Settings page.
   From the main menu, navigate to the Settings page.
   
   

3. Access the Smart Lockers Panel.
   From the settings page, navigate to the Smart Lockers panel and down to the Languages section.
   
   
4. Locate the Language
   To edit the language image, select the image button and upload a new image.
   
   To change the language name, select the name button and enter a new name.
   
   To edit the translations of the language if something isn't quite right, select the translations button. Once on this page find the text/translation required to be edited and update the translation. To ensure that this was successful, navigate to the bottom of the page and click the Update Details button to save the new translations.
   

Once you have followed these steps, the Language will have been updated and ready to use across the Smart Lockers.

Creating Terms and Conditions allows you to draft and implement custom terms that users must accept before accessing the lockers. This ensures users are informed of and agree to the rules for locker usage.

Edit/Delete Terms & Conditions

If you need to edit/delete a Screen Design. You can follow these guides,

How do I edit terms and conditions?

How do I delete outdated terms and conditions?

Required Permissions

To perform this action, your account must have the terms_and_conditions.create permission.

Steps to create new Terms & Conditions.

1. Log in to your ONARKEN account.
   Ensure you are using an account with the necessary permissions.
   
   

2. Navigate to the Settings Page
   Once on the setting page, Navigate to the Smart Lockers panel and to the Terms & Conditions section.
   
   
3. Add New Terms & Conditions
   Fill out the Terms Name and Text inputs, and click Add Terms & Conditions.
   
   

Once you have followed these steps, the new Terms & Conditions will be available to be used on any Smart Locker.

The Extension Attributes feature allows you to add custom fields to objects within the ONARKEN® system. This functionality enables greater flexibility by letting you tailor object properties to meet specific needs.

Required Permissions

To perform this action, your account must have the general.miscellaneous permission.

Steps to create Extension Attributes

1. Log in to your ONARKEN account.
   Ensure you are using an account with the necessary permissions.
   
   

2. Access the Settings page.
   From the main menu, navigate to the Settings page.
   
   

3. Access the Extension Attributes.
   From the settings page, navigate to the Extension Attributes panel,
   
   
4. Create a new Extension Attribute.
   Enter the extension attribute name and key. Then you can select the attribute type from the list of available options. Finally selecting what the attribute is for.
   

Once you have followed these steps, the Extension Attribute will be available for use on ONARKEN.

ONARKEN’s LDAP integration enables real-time user authentication when users scan their ID badges at the lockers. Unlike a traditional import or synchronisation process, this setup directly queries your Active Directory to verify credentials at the moment of badge scan.

Key Concepts

1. Real-Time Authentication:

   • When a user scans their ID badge, ONARKEN queries your LDAP Active Directory to authenticate the user.
   • This ensures that only authorised users with valid credentials can access lockers.

2. Role and Access Group Mappings:

   • LDAP integration still relies on configured Role and Access Group mappings in ONARKEN.
   • These mappings define the permissions and access rights for authenticated users.

Prerequisites

Before configuring the integration, ensure:

• Your ONARKEN instance is connected to Active Directory.
• You have administrative access to both ONARKEN and your LDAP Active Directory.
• The required attributes (e.g. card number) are available in your Active Directory schema.

For setup instructions, refer to the How to connect LDAP Active Directory? guide.

How LDAP Authentication Works

1. ID Badge Scanning:

   • When a user scans their ID badge at the locker, ONARKEN extracts the badge ID and queries Active Directory.
     
     

2. LDAP Query:

   • ONARKEN uses the configured Base DN and credentials to search for the user’s card number in Active Directory.
     
     
   • If the card number is found and valid, ONARKEN authenticates the user.
     
     

3. Role and Access Check:

   • ONARKEN verifies the user’s Role and Access Group mappings to determine their permissions and access rights.
     
     

4. Locker Access:

   • If the user is authenticated and has appropriate permissions, they are granted access to the lockers or assets.

Configuring Role and Access Group Mappings for LDAP Authentication

1. Log in to the ONARKEN Management Platform:
   Use your administrator credentials.
   
   

2. Access the Integrations Section:
   Navigate to Integrations in the main menu.
   
   

3. Open LDAP Active Directory Configuration:
   Under LDAP Active Directory, click Configure Integration.
   
   

4. Map Roles and Access Groups:

   • For each Role or Access Group you want to map, click the Pencil icon.
   • Use the search box to specify the Organisational Unit (OU) or security group name in Active Directory.
   • Click Add Mapping to save.
     
     

5. Save Settings:
   Ensure all mappings are saved and reflect your organisational requirements.

Integrating LDAP Active Directory with ONARKEN allows users to authenticate using their card scans, enabling seamless and secure access to lockers and assets. Follow these steps to set up the integration:

Steps to Connect LDAP Active Directory

1. Log in to the ONARKEN Management Platform:
   Use your administrator credentials to access the system.
   
   

2. Access the Integrations Section:

   • Navigate to Integrations from the main menu.
     
     

3. Select the LDAP Active Directory Integration:

   • Under LDAP Active Directory, click Configure Integration.
     
     

4. Complete the Setup Wizard:

Provide the required information:

1. • • Host Address(es) / Name(s): The address or hostname of your AD server.
     • Port Number: The port for LDAP communication (e.g., 389 for LDAP or 636 for LDAPS).
     • Service Account Credentials: The username and password for the AD account with Full Read Access.
     • Base DN: The starting point in the directory tree for user searches (e.g., OU=Users,DC=example,DC=com).
     • Card Number Attribute: The LDAP attribute stores user card numbers. If unavailable, ONARKEN can enable user self-registration.
     • Optional Cost Code Attribute: An attribute for storing cost codes, if applicable.
       
       

2. Connect:

   • Click Connect to establish the integration.

Key Benefits of LDAP Integration

• Card-Based Authentication: Simplifies user access by linking card scans directly to Active Directory accounts.
• Centralised User Management: Leverages existing AD infrastructure for user authentication and permissions.
• Secure Communication: Supports LDAPS for encrypted and secure data transmission.

Integrating ONARKEN lockers with your Active Directory (AD) allows for seamless user authentication and efficient management of access permissions. To set up the integration, specific information is required to ensure proper configuration and functionality.

Required Information

1. Host Address(es) / Name(s):

   • The address or hostname of your Active Directory server(s).
     
     

2. Port Number:

   • The port used for communication with Active Directory (commonly 389 for LDAP or 636 for LDAPS).
     
     

3. Active Directory Service Account:

   • An account with Full Read Access to your Active Directory. This account is used to query and retrieve user information.
     
     

4. Base DN (Distinguished Name):

   • The root of the directory tree from which ONARKEN will search for user accounts. For example:
     OU=Users,DC=example,DC=com.
     
     

5. Card Number Attribute:

   • The attribute in Active Directory that stores the user’s card number for authentication.
   • Note: If card numbers are not stored in AD, ONARKEN can prompt users to self-register their cards during their first use.
     
     

6. Cost Code Attribute (Optional):

   • If applicable, this attribute can store cost codes associated with users for tracking or billing purposes.

Best Practices for Setup

• Secure the Service Account:
  Ensure that the service account used for the integration has the minimum required permissions (Full Read Access) to reduce potential security risks.
  
  

• Confirm Attribute Names:
  Verify the exact attribute names for card numbers and cost codes in your Active Directory schema to avoid configuration errors.
  
  

• Test Connectivity:
  Before finalising the setup, test the connectivity to your AD server using the provided host address, port number, and service account credentials.
  
  

• Use LDAPS for Security:
  If possible, use LDAPS (LDAP over SSL) for encrypted communication between ONARKEN and Active Directory.
  
  

Next Steps

Once the required information is gathered, follow the ONARKEN integration setup wizard to configure and establish the connection. For further assistance, refer to your ONARKEN documentation or contact support.

ONARKEN can seamlessly integrate with your Library Management System (LMS) to handle user authentication and manage the check-out and check-in of assets directly from lockers. This integration leverages the SIP2 protocol for efficient communication with your LMS.

Steps to Connect to the LMS

Follow these steps to configure the integration:

1. Log in to the ONARKEN Management Platform:
   Use your administrator credentials to access the system.
   
   

2. Access the Integrations Section:

   • Navigate to the Integrations menu from the main navigation.
     
     

3. Select the SIP2 Library Management System Integration:

   • Under SIP2 Library Management System, click Configure Integration.
     
     

4. Complete the Setup Wizard:

   • Provide the required details, including your LMS SIP2 connection information, such as:
     • LMS Provider & Version Number
     • SIP2 IP Address / Hostname
     • Port Number
     • Login and Password (if required)
     • Location Code or Institution ID (if required)
       
       
   • Refer to your LMS administrator or documentation for these details.
     
     

5. Click Connect:

   • Finalise the setup by clicking Connect to establish the integration.

ONARKEN integrates with Paxton Net2 to authenticate users at lockers, leveraging your existing access control infrastructure. To establish this integration, specific configuration details and a valid integration license are required.

Required Information

1. Paxton Net2 Server Host:

   • The IP address or hostname of your Paxton Net2 server.

2. Username:

   • The username for a Paxton Net2 account with appropriate access permissions.

3. Password:

   • The password associated with the above username.

4. Field Name for Email Addresses:

   • Specify the field name in Paxton Net2 where user email addresses are stored.
     
     

License Requirement

For the integration to function correctly, the LapSafe® Paxton integration license must be installed on your Paxton Net2 server. Contact LapSafe® support to obtain and install the license before proceeding.

Steps to Connect Paxton Net2 to ONARKEN

1. Log in to the ONARKEN Management Platform:

   • Use your administrator credentials to access the system.
     
     

2. Access the Integrations Section:

   • Navigate to Integrations from the main menu.
     
     

3. Select Paxton Net2 Integration:

   • Under Paxton Net2, click Configure Integration.
     
     

4. Enter Connection Details:

   • Provide the required information:
     • Server Host: Enter the Paxton Net2 server’s IP address or hostname.
     • Username and Password: Enter the credentials for the Paxton Net2 account.
     • Email Field Name: Specify the field name where user email addresses are stored.
       
       

5. Save and Validate:

   • Save the settings and test the connection to validate the integration.
     
     

6. Verify License Installation:

   • Confirm that the LapSafe® Paxton integration license is installed on the Paxton Net2 server.

Integrating ONARKEN with your PaperCut print database allows for user authentication at lockers by scanning their ID badge. This setup leverages your existing PaperCut infrastructure to streamline access control.

Required Information

1. PaperCut Server Host Address:

   • The IP address or hostname of your PaperCut server.

2. Authorisation Token:

   • A valid authorisation token to authenticate API requests from ONARKEN to the PaperCut server.

Steps to Connect PaperCut to ONARKEN

1. Log in to the ONARKEN Management Platform:

   • Use your administrator credentials to access the system.
     
     

2. Access the Integrations Section:

   • Navigate to Integrations from the main menu.
     
     

3. Select the PaperCut Integration:

   • Under PaperCut, click Configure Integration.
     
     

4. Enter Connection Details:

   • Provide the following information:
     • Server Host Address: Enter the IP address or hostname of your PaperCut server.
     • Authorisation Token: Paste the token obtained from your PaperCut system administrator.
       
       

5. Save and Test the Connection:

   • Save the settings and validate the connection to ensure proper communication between ONARKEN and the PaperCut server.

Integrating Okta with ONARKEN enables single sign-on (SSO), providing a secure and centralised authentication mechanism for your organisation. This integration streamlines the login process and enhances security by leveraging Okta as your identity provider.

How to Configure Okta Single Sign-On

Step 1: Create an Okta Application

1. Access the Okta Admin Panel:
   Log in to your Okta admin panel and navigate to the Applications section.
   
   

2. Create a New App Integration:

   • Click Create App Integration.
   • Choose OIDC - OpenID Connect as the sign-in method.
   • Select Web Application and click Next.
     
     

3. Set Up the Application:

   • Enter ONARKEN® as the App Integration name.
   • Set the Sign-in Redirect URIs to:
     https://{domain}.onarken.com/oauth/callback
     (Replace {domain} with your ONARKEN domain.)
     
     

4. Configure Access:

   • Choose your preferred access control options for the app.
   • Click Save.

Step 2: Enable Okta in ONARKEN

1. Log in to the ONARKEN Management Platform:
   Use your administrator credentials.
   
   

2. Access the Integrations Section:

   • Click Integrations from the main menu.
     
     

3. Configure Okta Integration:

   • Under Okta Single Sign-On, click Configure Integration.
   • Enter the details from the Okta application you created, such as:
     • Client ID
     • Client Secret
     • Discovery URL (usually provided by Okta)
       
       

4. Connect the Integration:

   • Click Connect to finalise the setup.
     
     

5. User Login Experience:

   • Users will now see a Sign in with Okta button instead of the traditional username and password fields.

Enabling the Okta Launcher App

To allow users to log in to ONARKEN directly from their Okta account dashboard, follow these steps:

1. Access the ONARKEN Application in Okta:

   • Navigate to the ONARKEN® application within your Okta admin panel.
     
     

2. Edit General Settings:

   • Click Edit in the General Settings panel.
     
     

3. Configure Login Initiation:

   • Set Login initiated by to Either Okta or App.
     
     

4. Set Application Visibility:

   • Choose your desired visibility options for the application on the Okta dashboard.
     
     

5. Update the Initiate Login URI:

   • Set the URI to:
     https://{domain}.onarken.com/oauth/redirect
     (Replace {domain} with your ONARKEN domain.)
     
     

6. Save Settings:

   • Click Save to apply the changes.

Benefits of Okta Integration

• Streamlined Authentication: Centralised access via Okta eliminates the need for separate ONARKEN credentials.
• Enhanced Security: Reduces the risk of password-related security breaches.
• Improved User Experience: Users can log in quickly with a single click from the ONARKEN login page or the Okta dashboard.

We are pleased to announce a new release of ONARKEN® with some new features and improvements.

Drop Off Policies

A new feature called `Policies` has been added into ONARKEN®, to give you greater control over what assets can be dropped off into which lockers.

There can be occasions where you may have multiple different categories of items, and want to always ensure that:

1. These items are placed into specific locker bays
2. That lockers are always available for those specific items and not filled with other items.

Policies in ONARKEN® are optional and can be applied to all lockers or only specific lockers.

New Drop Off, Collection & Swap Wizard

We have improved the user interface when arranging drop offs, collections and swaps. This process is now a quick and easy wizard, guiding users to arrange transactions quickly and efficiently.

Asset Scan for Drop Off & Swap

When dropping off known assets with registered asset tags in ONARKEN®, you can now directly scan the asset being dropped off at the lockers to start the transaction. This feature allows for quick and easy dropping off of assets that have been asset tagged.

Easy Access Improvements

In LapSafe®'s ongoing commitment to accessibility, ONARKEN® will now remember a user’s easy access preferences preventing a user from needing to select the easy access icon for each visit to the lockers.

We have also added the ability to move the status bar position where the easy access button is located to the bottom of the screen.

API Enhancements

• New Create Asset Type API
• New Delete Asset API
• New Manage Asset Tags API endpoints

Entra UPN/Mail

You can now configure the Microsoft Entra ID integration to use either a user’s UPN or Mail attribute for their ONARKEN email address.

This release addresses your feedback on the February 2025 UI refresh, improving functionality, usability, and administrative tools.

Enhancements & Fixes

Dashboard & Reports

• Fixed various bugs preventing dashboard filters from working across all widgets.
• Implemented a new date range picker for the Dashboard, Availability Report, and Power Saving Report.
• Disabled scroll-to-zoom on line charts to prevent interference with general scrolling.
• Introduced a new Action Required section to highlight key administrative tasks, including:
  • Overdue loans
  • Failed returns
  • Currently quarantined lockers
  • Lockers out of service

User & Loan Management

• Added a link to user profiles from the View Loan page.
• Improved comment details when marking a fine as paid.
• Added a Send Overdue Notification button for improved loan management.
• Introduced the ability to force a user sync from Entra.
• Added some basic sorting to loan and asset pages

Bay & Locker Management

• Added the End Quarantine function to the View Bay and Manage Bay sections.

The ONARKEN® February 2025 release introduces a range of new features and user interface (UI) enhancements designed to improve usability, performance, and accessibility.

UI Refresh

The ONARKEN® user interface has been upgraded to meet a higher WCAG accessibility standard. Enhancements include an improved design, better use of screen space, and a new dark mode for a more comfortable viewing experience.

Reporting

The reporting section has been enhanced to make it easier to differentiate between your own reports and those created by other users. Based on user feedback, we have also introduced a range of pre-built reports to help you get started quickly. A new bay report type has also been added to the reporting module.

Notifications

We’ve improved the notifications system to make it easier to distinguish between end-user and admin notifications. Notifications are now more visible, easier to configure, and simpler to update.

Dashboards

The previous custom dashboard feature has been replaced with a selection of pre-configured dashboards tailored to specific services—eliminating the need for manual setup. These new dashboards allow for quick and easy adjustments, such as changing dates or lockers on the fly.

Localisation

The ONARKEN® management platform is now available in multiple languages. You can switch between languages via the profile menu in the bottom left-hand corner.

Collect All

A new feature has been added to allow users to collect all assets from all occupied Collection lockers. You can choose to collect all assets or filter by specific statuses.

Replenish

A streamlined method for collecting and replenishing assets in Collection lockers has been introduced, ensuring a more efficient workflow.

Availability Report

The previous availability report was removed for performance reasons, and we have now introduced a more advanced version with enhanced tracking capabilities. The new report not only monitors the average availability over a selected period but also tracks the minimum and maximum available assets for borrowing.

This data is now visualised through a range line graph, providing a clear overview of asset availability across your lockers.

The availability report can be customised by selecting a specific date range and filtering by asset type or viewing all asset types. Additionally, both the graph and its data can be exported for further analysis.

Live Availability

Introduced by popular demand by users of the previous Availability Dashboard, we have introduced a highly requested feature: Live Availability View.

This new addition provides a real-time overview of asset availability, displaying:

• The number of assets currently available for loan
• The number of assets currently charging
• The number of assets on loan per installation

This enhancement ensures users have instant visibility into asset availability.

Release Date: 14/08/2024

This ONARKEN® release focuses on implementing additional permission options for Drop Off and Collection

• Drop Off, Collections & Swaps now have the ability to have single use code sharing. The possible sharing options are:
  • Everyone
  • Permission Based (only users with permissions to the Asset Type will see the code)
  • Owner (only the creator of the transaction can view the code)
• There is a now a configurable option to prevent users from arranging collections for Asset Types that they do not have permission for
• Added the ability to disable the User Purge functionality
• The User Purge functionality is now only available when connecting to a live look-up provider.

Bug Fixes

• Fixed a variety of minor bugs

Release Date: 13/08/2024

We are pleased to announce we have completely redesigned the Smart Locker admin screens to include additional functionalities and improve the user experience when performing admin actions at the lockers.

When logging in as an admin at the lockers you are now greeted with a locker map that displays the same information as presented if you login to the ONARKEN® Management Console. All of the contextual statuses are now carried over to the locker admin screen to give you, as administrators, a better overview.

For LMS customers we have also implemented a feature that will display your item record circulation statuses. Providing easier diagnosing of assets that are not permitted to be loaned due to the Library Management Systems barcode not having the correct circulation status of 'Available' for each bay record.

New Admin Zone Actions

Common admin actions that were previously only available for use on the ONARKEN® Management Platform have been now added to the Admin Zone

• Disable / Enable Bays
• Toggle Easy Access
• End Quarantine

These additional functions follow the permissions set in the ONARKEN® Management Platform, ensuring only Locker Admins with the correct permissions can perform these actions.

This requires a locker software update, please contact LapSafe® Support if you are interested in using the new Locker Admin Zone.

Additions

• Tags can now be added to Collections for additional context
• Tags can now be added to Drop Offs for additional context
• Tags are now available as a filter within the report builders
• Added the ability to re-send Failed Return notifications from the Failed Returns dashboard widget.
• Added ability to override the booking hold period buffer
• Added ability to book for an Access Group when booking for an Access Group the booking will automatically select the correct quantity and assign users to each Booking Allocation.
• Added the ability to book assets across installations in the same location
• Envoy now supports Bookings
• Envoy now supports Reservations
• Added available Extension Attributes as columns to Drop Off tables
• Added available Extension Attributes as columns to Collection tables
• Added available Extension Attributes as columns to Swap tables
• Lockers can now be disabled from the Locker Admin
• Lockers can now be enabled from the Locker Admin
• Quarantine can now be ended from the Locker Admin
• Easy Access can now be toggled from the Locker Admin
• Fines can be manually added to users and these manual fines will follow the automatic fine limit blocking rule.
• Added the ability to customise one-time codes
• Added a new Swap Completed webhook

Changes

• Re-design Admin Make Booking Screen
• Re-design View Booking Screen
• Improved load times of Dashboards
• Deleting of a user will now soft delete the user and they can be restored for up to 30 days. After 30 days the user will be permanently deleted. (The user can be manually restored or force deleted from the users table).
• A user will no longer be prevented from being deleted if they have an outstanding loan.

Bug Fixes

• Fixed a bug causing Login and Failed Login events being recorded in the Audit Log twice.
• Fixed a bug with the Release Bays action not appearing.
• Fixed a bug with reports on dashboards occasionally causing an error
• Fixed a bug with fines not generating correctly

Release Date: 25/06/2024

We are excited to introduce a new feature for ONARKEN® that assists in identifying issues with your assets and enhances the experience for locker users. With this update, users can now easily report any issues they encountered with their assets when returning them to the locker.

When an issue is reported, a ticket is automatically created within the ONARKEN Management Platform. These tickets can be configured to notify your IT engineers, who can then take the necessary steps to rectify the problem.

Once the issue has been resolved, the asset is put back into service and made available for the next user to loan.

This new feature streamlines the process of reporting and addressing asset issues, helping to maintain the availability of your assets. We believe this will significantly improve the efficiency of asset management and enhance the overall user experience.

Fault Reporting requires locker software version v1.9 onwards, please contact LapSafe® Support to update your locker software version.

Administrator Controls for Fault Reporting

Administrators of the system now have the ability to enable fault reporting and configure various options on how this feature is presented to the end user. You can tailor the fault reporting process to fit your organisation's needs, ensuring that users can report issues in the most efficient and user-friendly manner possible.

In addition, administrators can also raise tickets for assets directly within ONARKEN which will prevent them from being loaned out until resolved. This added flexibility allows for a more tailored and effective asset management system, ensuring that all asset issues are promptly addressed and resolved.

Changes

• Locker software will now remember last connected time after restart

Bug Fixes

• Fixed a issue with Okta SSO not correctly redirecting to ONARKEN® after login

The Web Content Accessibility Guidelines (WCAG) define requirements for designers and developers to improve accessibility for people with disabilities. It defines three levels of conformance: Level A, Level AA, and Level AAA. ONARKEN® is partially conformant with WCAG 2.1 level AA. Partially conformant means that some parts of the content do not fully conform to the accessibility standard.

We welcome your feedback about accessibility. Please let us know if you encounter any accessibility barriers with ONARKEN® :

01787 226 166

Email: info@lapsafe.com

Postal Address
Unit 2-3
Wakes Hall Business Centre
Wakes Colne
Colchester
Essex
CO6 2DY
United Kingdom

We try to respond to feedback within 5 business days.