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Asset AI detection for Sovran™ Smart Lockers in the ONARKEN® management system can now be turned off. This can be used in cases when you would prefer to have a more trust based system with photos taken for evidence.
 

Required Permissions

To configure AI detection for your Sovran™ locker bays, you must have the installations.toggle_ai_detection permission.  

Steps to configure asset AI detection:

1. Log into your ONARKEN account. 

   Ensure you are using an account with the necessary permissions.
    

2. Navigate to your smart locker installation you wish to configure. 
    

3. Click on a bay on the locker map, which will take you to the bay management screen. Then click the options drop down.

   

   1. Alternatively, go to the Manage Bays panel, and click the 'Options' drop down. 




4. Click the 'Disable AI detection' option. You will see the icon get removed from the bay on the locker map, and the feature removed from the Manage Bays panel. An alert will be displayed at the bottom right of the page. 

   
    

5. To enable AI detection, simply reverse this process. The options drop-down will have an 'Enable AI detection' option. 

   

When AI detection is disabled for a bay, the locker camera is still enabled to take pictures. This will still allow you to review deposited and returned items on the ONARKEN­­­­® Management Platform. Pictures will still be taken after transactions, and by request by pressing the 'Take photo' button on the 'Manage bay' screen. 

The ONARKEN® Smart Locker software now plays a screen saver video while the Smart Locker is left idle. There is a video that will play as default but you can customise this and add your own video to play instead. 

Using a screen saver help to prevent screen burn-in and allows you to advertise events, display help videos, advertisements or showcase other information to your users. 

Screen savers are available on the following products:

• Diplomat™ Pro
• Sovran™
• Envoy™
• Consul™

Here are the screensaver videos we provide as default with the ONARKEN® client software.
 

Diplomat™ Pro and Consul™:

Preview:

Download link: Diplomat Pro™ screen saver
 

Sovran™:

Preview:

Download link: Sovran™ screen saver
 

Envoy™: 

Preview:

Download link: Envoy™ screen saver
 

For guidance on sizing and formatting your video file to use as a screensaver, please read this article: What size background image/video should I use?

To customise the screen saver video, please follow the instructions in the slide show below:

Users can have several card numbers created and assigned to them to login at the Smart Locker. User cards are not required to have an expiry date at the time of creation, but an expiry date can be applied regardless of if one was set at the time the card number was created. 

Required Permission

To perform this action, the user will require the permission users.delete_codes. 
 

Prerequisites

The User must have at least one user code associated with their account on ONARKEN®.

Steps to update the user code expiry date

From the sidebar, navigate to the Manage section and click 'Users'. On the 'All Users' tab, select the 'View user' button. 

After clicking the 'View user' page, a new 'Manage expiry' button will be displayed to the right of the users credentials, for all ID codes they have associated with their account. 

Once you have clicked 'Manage expiry', this pop-up will show. 

Click the date field and select an expiry date from the drop-down calendar. 

Then click 'Update expiry' and the new end date will be saved to the users account. 

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

*  The reduced image size is to accomodate the status bar at the top or bottom. 

†  Custom background images are not supported on this product. 

Removing an Admin Card allows administrators to remove cards that give administrative access to Envoy. This functionality helps maintain security by revoking outdated or unauthorised cards. Please note that this action is permanent and cannot be reverted. If the admin card is required again in the future, it will need to be re-created.

Permissions Required

To arrange a collection, you must have the installations.remove_admins permission.

Steps to Arrange a Collection

Follow these steps to schedule a collection:

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

    

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. Access the Settings
   From the Smart Lockers view, navigate to the Settings tab and down to Global admin cards section.
   
   
5. Remove a card
   From here you will need to locate the card that you require to remove from the smart locker. Once found, you can navigate to the Trash Can icon, and once clicked follow the on-screen instructions to remove the admin card.

Once you have followed these steps, the selected Admin Card will have been permanently removed from the smart locker and will need to be recreated if it is required again in the future.

Revoking a Hot Locker Allocation in ONARKEN® allows you to cancel or remove a previously assigned locker allocation. This functionality ensures that lockers are reallocated efficiently when no longer needed, helping to optimise locker usage and maintain availability for other users. 

Required Permissions

To perform this action, your account must have the hot_lockers.assign permission. To revoke hot locker allocations, your account must have the hot_lockers.revoke permission.

Steps to Assign a Hot Locker

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

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

3. Access the Assigned Lockers Tab
   From the current page, navigate to the Assigned Lockers page.
   
   
4. Revoke Allocation
   Locate the allocated Hot Locker. Then navigate to the Revoke Allocation button, and follow the on screen prompts to revoke the Hot Locker allocation.

Once you have followed these steps, the previously allocated Hot Locker will have been revoked. Meaning that the user will no longer have access to the locker.

Related Articles

• How do I allocate a hot locker to a user?

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 certain scenarios, organisations may want to ensure that an asset is not immediately available for another loan after being returned. This can be necessary for reasons such as inspecting for damage, performing maintenance, wiping personal data, or applying updates. ONARKEN addresses this need with its Quarantine feature.

What is Quarantine?

The Quarantine feature allows organisations to conditionally hold returned assets before making them available for subsequent loans. This feature is highly customisable and can be configured on a per-loan-rule basis, allowing conditions such as loan duration to dictate when quarantine is applied. For instance, assets loaned for extended periods can be quarantined, while shorter-term loans may not require this action.

Types of Quarantine

ONARKEN offers a variety of quarantine types to suit different operational needs:

1. Time-Based Quarantine:
   Assets are quarantined for a specified duration after being returned.

2. End-of-Day Quarantine:
   Assets remain quarantined until the end of the day.

3. Manual Intervention Quarantine:
   Assets are quarantined indefinitely and require manual release to become available.

4. Late Return Quarantine:
   Assets returned late are automatically quarantined and require manual release.

Permissions Required

To enable and manage quarantine settings for Loan Rules, you must have the loan_rules.edit permission.

How to Enable Quarantine for a Loan Rule

Follow these steps to enable and configure quarantine:

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 Quarantine Section.
   Scroll down to the Quarantine section within the rule.
   
   

5. Choose the Quarantine Type.

   • Change the Type field to your desired quarantine type: Time-Based, End-of-Day, Manual Intervention, or Late Return.
     
     

6. Set the Quarantine Duration (if applicable).

   • For Time-Based Quarantine, specify how long assets should remain quarantined after being returned.
     
     

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

Benefits of the Quarantine Feature

The Quarantine feature ensures:

• Asset Readiness: Allows time for inspections, maintenance, or updates to be completed.
• Customisation: Provides conditional quarantine options based on loan duration or return conditions.
• Operational Flexibility: Supports a variety of workflows with multiple quarantine types.
• Quality Assurance: Prevents potentially unready or damaged assets from re-entering the loan pool prematurely.

ONARKEN’s fining feature allows you to accrue a monetary value for late returns, providing a method to quantify the cost of overdue loans without directly charging users. This feature ensures accountability and fairness in asset management by deterring late returns while offering flexibility in handling fines.

How Fining Works

• Fine Calculation:
  The fining feature allows you to set a fine amount and determine the interval at which it accrues:

  • Once: A single fine applied for the late return.
  • Daily: The fine accrues each day the asset is overdue.
  • Hourly: The fine accrues each hour the asset is overdue.
    
    

• Grace Period:
  Like the blocking feature, the fining system includes a grace period setting. This ensures that users are only fined if their late return exceeds the specified grace period, accommodating unforeseen delays such as busy locker bays.
  
  

• Maximum Fine:
  When using a recurring interval (Daily or Hourly), you can configure a maximum fine to prevent fines from increasing indefinitely.
  
  

• Global Fine Limit:
  ONARKEN includes a global fine limit setting. If a user’s accrued fines reach this limit, they will automatically be blocked from making new loans until the fines are resolved.

API Integration for Fining

ONARKEN provides an API for the fining feature, allowing organisations to seamlessly integrate fine data into their existing fine management systems. This API can be used to:

• Retrieve fine details for specific users.
• Synchronise ONARKEN’s fines with third-party financial or user management tools.
• Automate workflows, such as notifications or payment processing, within your current system.

The API enables organisations to leverage ONARKEN’s fine management capabilities while maintaining consistency with their existing processes.

Permissions Required

To manage Loan Rules and configure the fining action, you must have the loan_rules.edit permission.

How to Set a Loan Rule to Fine Users for Late Returns

Follow these steps to configure a Loan Rule for fining users:

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 Late Returns Section.
   Scroll down to the Late Returns section.
   
   

5. Set the Action to Fine.

   • Change the Action field to Fine.
     
     

6. Define the Fine Amount.

   • Enter the monetary value for the fine (e.g., £5.00).
     
     

7. Set the Interval.

   • Choose how often the fine should accrue: Once, Daily, or Hourly.
     
     

8. Configure the Grace Period.

   • Specify the amount of time after the loan’s due date before a fine is applied. This ensures users are only fined for significant delays, providing flexibility for minor late returns.
     
     

9. Configure the Maximum Fine (if applicable).

   • For Daily or Hourly intervals, specify the maximum fine to prevent indefinite accrual.
     
     

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

How Fines Tie Into the Global Fine Limit

The global fine limit acts has a cap on the total fines a user can accrue. Once a user reaches this limit, ONARKEN will automatically block them from borrowing further assets. This ensures fairness and prevents excessive misuse of the loaning system.

Why Use Fining for Late Returns?

The fining feature offers:

• Deterrence: Encourages users to return assets on time.
• Flexibility: Grace periods, intervals, and maximum fines provide precise control over fine application.
• Accountability: Tracks monetary value for late returns, aiding in cost recovery or reporting.
• Integration: The API allows integration with existing fine management systems.
• Automation: The global fine limit ensures consistent enforcement of borrowing restrictions for users with excessive fines.

This enhanced flexibility and integration make ONARKEN’s fining system an effective tool for managing late returns.

ONARKEN allows you to block users for a designated time period if they return their loans late. This feature acts as a preventative measure to discourage future late returns, ensuring your loaning service remains fair and efficient for all users.

Blocking users is managed through Loan Rules, enabling you to customise the actions based on the loan duration and circumstances of the late return. Additionally, the feature includes an optional grace period to accommodate situations beyond the user’s control, such as locker availability.

Permissions Required

To manage Loan Rules and configure the overdue action, you must have the loan_rules.edit permission.

How to Block Users After Returning Loans Late

Follow these steps to set a Loan Rule that blocks users for late returns:

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 Late Returns Section.
   Scroll down to the Late Returns section within the rule.
   
   

5. Set the Action to Block.

   • Change the Action field to Block.
     
     

6. Define the Block Duration.

   • Specify how long the user should be blocked for after a late return.
     
     

7. Optionally Configure a Grace Period.

   • Set the grace period to ensure users are only blocked if their return exceeds this additional time allowance.
   • Example: If lockers are busy, users returning slightly late won’t be penalised unfairly.
     
     

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

Why Use Blocking for Late Returns?

The blocking feature provides:

• Deterrence: Encourages timely returns to maintain fair asset availability for all users.
• Flexibility: Grace periods allow for leniency in unavoidable circumstances.
• Customisation: Different rules for varying loan durations ensure policies align with your organisation's needs.

Note: If you are connecting ONARKEN to your Library Management System (LMS), the loan duration configured in ONARKEN will not apply. Instead, the loan duration is controlled directly within your LMS. Please ensure that the LMS settings align with your organisational requirements.

Loan durations in ONARKEN are controlled through Loan Rules, which allow administrators to define and manage asset loan policies. These rules govern the loan duration, handle late returns, and specify actions upon asset return.

With ONARKEN, you can create multiple Loan Rules tailored to different scenarios and assign them to various Asset Types. Users can even select from multiple rules if an asset type supports options like short-term or long-term loans.

Permissions Required

• Modify Existing Rules: You must have the loan_rules.edit permission.
• Create New Rules: You must have the loan_rules.create permission.

Modifying an Existing Loan Rule Duration

To adjust the duration of an existing Loan Rule, follow these steps:

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. Update the Loan Duration.
   Scroll to the Loan Duration section and adjust the Days, Hours, and Minutes fields.
   
   

5. Save Changes.
   Click Save to apply the updated loan duration.

Creating a New Loan Rule

To create a new Loan Rule, follow these steps:

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. Create a New Rule.
   Click New Loan Rule and enter a name for the rule.
   
   

4. Set the Loan Duration.
   Specify the loan duration using the Days, Hours, and Minutes fields.
   
   

5. Save the New Rule.
   Click Create to finalise the new Loan Rule.

Assigning Asset Types to a Loan Rule

To associate Asset Types with a Loan Rule, follow these steps:

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. Assign Asset Types.
   Scroll to the Asset Types section and click the Add button next to each Asset Type you want to associate with the rule.

In ONARKEN, users assigned to Booking Allocations can be removed if their access to a reserved asset is no longer required. Removing assigned users ensures that the booking allocation becomes available for reassignment or for general use after the booking date and time.

Default Behaviour of Unassigned Allocations

When a user is removed from a booking allocation:

• The allocation reverts to an unassigned state, allowing any eligible user to collect the asset after it is released.
• If the booking is still active, administrators or booking owners can reassign the allocation to another user as needed.

Steps to Remove Assigned Users from Booking Allocations

Follow these steps to remove users from 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. View Booking Allocations.
   Click on the booking to view its allocations and their assigned users.
   
   

4. Remove Assigned Users.

   • Locate the user you wish to remove from a specific allocation.
   • Click the user-minus icon next to the allocation.
     
     

5. Confirm the Removal.
   The user will be immediately unassigned from the allocation, returning it to an unassigned state.

Relevant articles

How to assign a users to booking allocations

How to configure the booking release period

How to modify asset hold durations before bookings?

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 collected using one-time codes or a user’s ID badge. This feature ensures smooth and secure asset transfers, streamlining the collection process for both administrators and users.

Permissions Required

To arrange a collection, you must have the collections.create permission.

Steps to Arrange a Collection

Follow these steps to schedule a collection:

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

2. Access the Quick Action Menu.

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

3. Select the Arrange Collection Option.

   • Click Arrange Collection from the Quick Action menu.
     
     

4. Select a Smart Locker Bay:

   • Use the locker map to locate the locker bay containing the asset to be collected.
     
     

5. Complete the Arrangement:

   • Click Arrange to finalise the collection setup.
     
     

6. Provide the One-Time Code to the User:

   • A one-time code will be generated and displayed.
   • Share this code with the user to allow them to securely access the locker and collect the asset.

ONARKEN’s Drop-Off & Collection lockers enable users to securely swap assets using one-time codes or ID badges. This feature is ideal for scenarios where a user needs to exchange a faulty asset for a replacement, ensuring the faulty item is securely returned for repair while the user receives a functional replacement.

Permissions Required

To arrange a swap, you must have the drop_offs.create permission.

Steps to Arrange a Swap

Follow these steps to schedule and manage an asset swap:

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

2. Access the Quick Action Menu.

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

3. Select the Arrange Swap Option.

   • Click Arrange Swap from the Quick Action menu.
     
     

4. Choose the Asset Record or Provide a Description (for the item being dropped off):

   • Asset Tab:
     If the faulty asset is already recorded in ONARKEN, locate it using the Asset tab.
   • Asset Description Tab:
     If the faulty asset is not pre-recorded, switch to the Asset Description tab and manually enter a description.
     
     

5. Select a Smart Locker Bay (for the replacement asset):

   • Use the Smart Locker selector and map to locate the locker bay containing the replacement asset.
     
     

6. Complete the Arrangement:

   • Click Arrange to finalise the swap setup.
     
     

7. Provide the One-Time Code to the User:

   • A one-time code will be generated.
   • Share this code with the user to facilitate the swap. The user will use the code to access the locker containing the replacement asset and place the faulty asset in the locker.

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.

<iframe src="https://scribehow.com/embed/How_to_Arrange_a_Drop_Off__7I5AuUgARCWV6lf0yPtXaQ?skipIntro=true" width="100%" height="800" allow="fullscreen" style="aspect-ratio: 1 / 1; border: 0; min-height: 480px"></iframe>

Sometimes you may need to cancel a vend allocation — for example, if the user has taken too long to collect the item or the stock is needed more urgently elsewhere. To do this, simply follow the steps below.

If a user selects Asset Types that they do not have permissions to access via Access Groups, then a request will be sent to Location Administrators to either approve or reject the request for the Asset Type(s).

This process is helpful when you would like users to be able to see items that are available for vending, but you would like an administrator to approve the request before they can have access to it, this approval is for a one off request.

With the ONARKEN® Management Platform, arranging a vend for users to collect takes just a few clicks. Simply select a location, choose the Asset Types you want the user to collect, and then either share a link to their Vending Ticket or send them a one-time code.
 

Managing Vending Machines in ONARKEN® allows you to oversee and customise the operation of your vending machines. This ensures that you can view all transactions, manage stock, and set rules for different assets.

Required Permissions

To perform this action, your account must have the installations.add_admins permission. To remove locker admins, your account must have the installations.remove_admins permission.

Steps to Manage my Vending Assets

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

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

3. Access the Vending Assets.
   From the current page, navigate to the Assets tab.
   
   1. Limit
   The vending limit allows you to set a cap on the amount of times a user can vend this specific item.
   
   2. Day Options
   The Day options settings allows you to set the time frame in which the limit on the cap of items can be vended.
   
   3. High Value
   Allows you to set this as a high value item inside of the vending machine

Once you have followed these steps, your Vending Machine Assets will have been updated and ready to use.

Users can pre-book an asset for a specific date and time using the My ONARKEN web application, ensuring availability when needed.

Prerequisites

1. Bookings Enabled: Ensure the Bookings feature has been enabled. Refer to the How to enable bookings? documentation for guidance.
   
   
2. My ONARKEN Enabled: Confirm that the My ONARKEN web application is active. Refer to the How do I enable My ONARKEN? documentation for instructions.

Permissions Required

To make a booking, a user must:

• Have the bookings.make permission.
• Be assigned to an access group that includes at least one Smart Locker and Asset Type.

Steps for Users to Make a Booking

1. Log in to My ONARKEN.
   Users can log in by visiting their ONARKEN URL, e.g., my-instance.onarken.com.
   
   

2. Navigate to the Book tab.
   Click the Book tab in the navigation menu.
   
   

3. Choose a collection location.
   Select the location where the asset will be collected.
   
   

4. Select an asset type.
   Choose an available asset type for the booking.
   
   

5. Complete the booking.
   Enter the required date and time for the booking and confirm the selection.
   
   

6. Collect the booked asset.
   At the specified time, a one-time code will be displayed to the user. They can use this code at the locker screen or scan their ID badge to collect the asset.

Relevant articles

How can a staff member make a bulk booking?

There may be occasions where a user needs to ensure an asset is available for collection upon arrival at the lockers. This can be achieved through the Reservations feature in My ONARKEN.

Prerequisites

1. Reservations Enabled: Ensure that the Reservations feature has been enabled. Refer to the How do I enable Reservations? documentation.
2. My ONARKEN Enabled: Confirm that the My ONARKEN web application is enabled. Refer to the How do I enable My ONARKEN? documentation.
   
   

Permissions Required

For a user to make a reservation, they must:

• Have the reservations.make permission.
• Be assigned to an access group that includes at least one Smart Locker and Asset Type.
  
  

Steps for Users to Make a Reservation

1. Log in to My ONARKEN.
   Users can log in by visiting their ONARKEN URL. For example: my-instance.onarken.com.
   
   

2. Access the Reserve tab.
   Click the Reserve tab in the navigation menu.
   
   

3. Choose a collection location.
   Select the desired location where they would like to collect the asset.
   
   

4. Select an asset type.
   Pick an available asset type for reservation.
   
   

5. Collect the reserved asset.
   A one-time code will be displayed to the user. They can use this code at the locker screen or scan their ID badge to collect the asset.

My ONARKEN is a web application designed for individual locker users, providing a convenient platform to manage accounts, make reservations, book lockers, and view general availability. It simplifies interactions with ONARKEN Smart Lockers by offering an intuitive and user-friendly experience, enabling users to perform these actions seamlessly in one place.

Permissions required

To enable the My ONARKEN application, you must have the general.miscellaneous permission.

By default, My ONARKEN is not enabled. To activate it, follow these steps:

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

2. Access the Settings menu.
   From the main navigation menu, click Settings.
   
   

3. Enable My ONARKEN.
   In the General Settings section, toggle the My ONARKEN switch to On.

Once enabled, the My ONARKEN application will be accessible to your users by appending /my to your instance URL. For example: instance-name.onarken.com/my.

Relevant articles

How can a user reserve an asset for themselves?

Required Permissions

To delete roles, your account must have the roles.delete permission.

Steps to delete a user 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. Click on the 'Permissions' tab
   From the users page, navigate to the permissions tab. The Roles panel will be displayed.
    
4. Delete a role
   To delete a role, first click on the Delete button. Then follow the on-screen prompts to delete the role.
   
   Noting that deleting a role cannot be reversed. If the role is required again in the future, it will have to be recreated.

Related Articles

• How do I edit a user role?
• How do I create a new user role?
• How do I change a users role?

Role Types

1. Locker Usage

   Users that have the locker usage role type will only be able to complete actions at the lockers, and use myONARKEN®. They 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. 

Required Permissions

To edit roles, your account must have the roles.edit permission.

Steps to edit user roles

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. Click on the Permissions tab.

   From the users page, navigate to the permissions tab. The Roles panel will be displayed.

4. Edit a role 

   Select the Edit button for the role you wish to edit. 

   

   

   1. Update the role name.
   2. Update the concurrent loan limit
   3. Update the role type
   4. Update the required permissions from the permissions form.
      • All permissions for role types below the current role type will be automatically given to the role (all permissions will be given automatically for Administrator roles so you will not have to select permissions in that case).
      • Select a category check box to enable all permissions in that role, or choose specific permissions.
      • You can also collapse and expand categories to make it easier to find specific permissions
   5. Press Save. 

   Please note that certain permissions are locked to certain role types. 

Related Articles

• How do I create a new user role?
• How do I delete a user role?
• How do I change a users role?

Required Permissions

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

Steps to change the 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 menu and select the Role option. 

   

5. Change the users role by selecting the required role from the list of available roles. 
6. The role will change in the user information section, and you will see a confirmation message. If the required role is not in the list, follow this guide on How do I create a new user role?

Related Articles

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

Role Types

1. Locker Usage

   Users that have the locker usage role type will only be able complete actions at the lockers, and use myONARKEN®.  They 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. Click on the 'Permissions' tab
   From the users page, navigate to the permissions tab. The Roles panel will be displayed.
    
4. Create a role
   To create a role first click on the Create Role button.
   1. Enter the role name on the Details form.
   2. Select the concurrent loan limit using the slider
   3. Select the role type
   4. Select the required permissions from the Permissions form. The available permissions will be filtered to those applicable to that role type.
      • All permissions below the current role type will be automatically given to the role. 
      • Select a category check box to enable all permissions in that role, or choose specific permissions. 
      • You can also collapse and expand categories to make it easier to find specific permissions

5. Press Save. 

   Please note that certain permissions are locked to certain role types. 

Related Articles

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

Sending a User's Welcome Email in ONARKEN® allows administrators to send a welcome message to new users.

Required Permission

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

Steps to send a Users Welcome Email

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. Send Welcome Email
   Locate the Options drop-down menu and select Send Welcome Email option. After clicking on the button to send the email, it will be instantly sent and the activation link will be active for 1 hour.
   
   After the hour is up, the user can request a forgotten password email and will be able to log in after completing the process.

Once you have followed these steps, the user will have received a welcome email to use ONARKEN and the smart locker systems.

Related Articles

• How do I configure a users extension attributes?
• How do I create a users code?
• How do I delete a users code?
• How do I change a users role?
• How do I change a users access group?
• How do I fine a user?
• How do I mark a users fine as paid?
• How do I block a user?
• How do I unblock a user?

Unblocking a User in ONARKEN® allows administrators to restore a user's access to the Smart Locker system. This functionality is useful for reinstating access after resolving any issues or policy violations. By unblocking a user, you can ensure authorised individuals regain access to the system seamlessly.

Required Permission

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

Steps to unblock a user

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. Unblock User
   Locate the Options drop-down menu and select Unblock User option. Then follow the on-screen prompts to unblock the user

Once you have followed these steps, the user will have been unblocked and can resume access to ONARKEN and the smart lockers. You can view the users block history from the Block History tab.

Related Articles

• How do I configure a users extension attributes?
• How do I create a users code?
• How do I delete a users code?
• How do I change a users role?
• How do I change a users access group?
• How do I fine a user?
• How do I mark a users fine as paid?
• How do I block a user?
• How do I send the welcome email to the user?

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. Bulk add Assets
   To create a new asset locate the Add bulk asset button. 
   
   To create new assets 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.
   
   References will need to be inputted into the text box. Individual Asset References will need to be separated onto separate lines.

By following these steps, multiple new assets 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 a single asset in onarken?

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 edit 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. Locate Extension Attributes
   Locate the required extension attribute to edit and enter a value.

Related Articles

• How do I edit a specific asset type?
• How do I create an asset type?
• How do I configure smart charging for an asset type?

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 edit 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. Locate the Options
   To update the asset type name, select the Change Name button and update the Asset Type Name.
   
   To update the asset type image, select the Change Image button and upload a new Image of the Asset Type.
   
   To update the asset type category, select the Category button and select the required category. If the required category is not available. Click the New Category button and enter the Category name. Before selecting the new category from the options.

Related Articles

• How do I create an asset type?
• How to configure asset type extension attributes?
• How do I configure smart charging for an asset type?

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?
• How to configure asset type extension attributes?
• How do I configure smart charging for an asset type?

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?
  
• How do I edit an asset type?
• How to configure asset type extension attributes?

To receive ONARKEN® update notifications, simply go to the sidebar, go to the bottom section, and click the 'Keep up to date' button with the bell icon. 

You will then see this pop-up. 

Read and confirm you agree with the terms and conditions, and then press 'Subscribe me'. 

You will then receive regular email communications, with news about the ONARKEN® platform. 

You are free to update your notification preferences or unsubscribe you will see a link to do this at the bottom of each email that you receive from ONARKEN® Updates.

To see a full overview of notification features in ONARKEN®, please read the ONARKEN® Notifications Overview

If you wish to configure email notifications for end users, go to this article: How do I Enable & Customise Email Notifications for End Users? 

When an issue occurs with a transaction or at a smart locker that requires manual intervention, it is important that your IT staff in your organisation are made aware as soon as possible.  You can receive automated admin notifications about your LapSafe® smart locker and vending machine installations directly from automated emails. 

Configuration

The following events can be reported by email notification to ONARKEN administrators and staff users when:

• Locker doors are left open for longer than 30 seconds 
• Installations lose connection to ONARKEN
• Faulty bays are reported by the ONARKEN client
• When loaned assets are not returned correctly
• When locker bays enter quarantine
• When fault reports are logged on returned assets
• When returned assets require a manual review, if the AI camera cannot determine the returned asset
• When asset drop-offs fail
• When asset collections fail
• When asset swaps fail

Setup

To set up admin notifications in an email channel, follow the guide below:

Example Notifications

Admin email notifications can be read easily on PC and mobile. 

Configuring an End User Notification

Every end-user notification has a configurable 'subject' and 'body' field, along with several custom variables. Each end-user notification has a pre-configured template already saved, so you can use this feature as-is if you prefer.

If you wish to configure ONARKEN® notifications for administrators, please see our guide - How can I configure Admin Email notifications in ONARKEN®?

When you click the 'Notifications' button on the sidebar, you will be taken to the end-user notifications page. 

For this example, we will be configuring the "Your loan returned confirmation" notification. You can see this template below.

To select this template, click the 'Your loan return confirmation' from the 'Loaning' section of the drop-down menu.

The default text for this template reads as follows:

Select the subject and content textboxes, and then type to change the content that will be sent in the email. The selected textbox will have a blue outline. 

To copy a variable, go to the variables section and click the 'copy' button to the right of the variable name. 

Go back to the body or subject fields, and press ctrl+V, or right click, and select paste.

For this example, I have changed the template text to the following. You can change the notification text to whatever you wish. 

To enable the notification to be sent to your users. Toggle the 'Enabled' switch.

Once you are satisfied with the changes you have made to the email template, press 'Save template'. 

Example Emails

The end user notifications will look like this to the end user. All end user notifications are mobile friendly. 

Webhook Payload Formats

Example request payloads for each webhook event can be seen below. All fields in each webhook event will be described as below. 

To learn how to set up webhooks in ONARKEN®, read this article: Configuring Webhooks for Custom Integrations

For more information on verifying received webhooks, go to  https://api.onarken.com/#webhooks

Note: drop_off.failed, collection.failed and swap.failed webhooks are only sent on Sovran smart lockers with AI asset detection features installed. 
 

Drop off completed  (drop_off.completed): 

{ 
  "event_id": "<uuid>", 
  "event_type": "drop_off.completed", 
  "event_data": { 
    "id": "<uuid>", 
    "dropped_off_at": "<dateTime>"
    } 
}

Drop off expired  (drop_off.expired):

 {
    "event_id": "<uuid>",
    "event_type": "drop_off.expired",
    "event_data": {
        "id": "<uuid>",
        "cancelled_at": "<dateTime>"
    }
}

Drop off cancelled  (drop_off.cancelled):

{
    "event_id": "<uuid>",
    "event_type": "drop_off.cancelled",
    "event_data": {
        "id": "<uuid>",
        "cancelled_at": "<dateTime>"
    }
}

Drop off failed  (drop_off.failed):

{
    "event_id": "<uuid>",
    "event_type": "drop_off.failed",
    "event_data": {
        "id": "<uuid>",
        "ai_detection": {
            "likeliness_percentage": <int>,
            "justification": "AI desciption why drop off failed",
            "detected_object": "description of unauthorised asset, or locker state"
        }
    }
}

Collection completed  (collection.completed):

{
    "event_id": "<uuid>",
    "event_type": "collection.completed",
    "event_data": {
        "id": "<uuid>",
        "dropped_off_at": "<dateTime>"
    }
}

Collection cancelled  (collection.cancelled):

{
    "event_id": "<uuid>",
    "event_type": "collection.cancelled",
    "event_data": {
        "id": "<uuid>",
        "cancelled_at": "<dateTime>"
    }
}

Collection expired  (collection.expired):

 {
    "event_id": "<uuid>",
    "event_type": "collection.expired",
    "event_data": {
        "id": "<uuid>",
        "cancelled_at": "<dateTime>"
    }
}

Collection failed  (collection.failed): 

{
    "event_id": "<uuid>",
    "event_type": "collection.failed",
    "event_data": {
        "id": "<uuid>",
        "ai_detection": {
            "likeliness_percentage": <int>,
            "justification": "Detailed AI desciption why collection failed.",
            "detected_object": "Brief description of unauthorised asset, or locker state"
        }
    }
}

Collection failed events will only trigger if the AI detects the expected asset assigned for collection still in the locker. 

Loan returned  (loan.returned):

{
    "event_id": "<uuid>",
    "event_type": "loan.returned",
    "event_data": {
        "id": "<uuid>",
        "bay_id": "<guid>",
        "asset_id": "Asset-name",
        "user_id": "<guid>",
        "requested_at": "<dateTime>",
        "loaned_at": "<dateTime>",
        "due_at": "<dateTime>",
        "returned_at": "<dateTime>,
        "cancelled_at": null
    }
}

Loan failed to return  (loan.failed_return):

{
    "event_id": "<uuid>",
    "event_type": "loan.failed_return",
    "event_data": {
        "failure_reason": "Failure reason",
        "failed_at": "<dateTime>",
        "loan": {
            "id": "<uuid>",
            "bay_id": "<guid>",
            "asset_id": "Asset-name",
            "user_id": "<guid>",
            "reason": "ai_empty",
            "loaned_at": "<dateTime>",
            "due_at": "<dateTime>",
            "cancelled_at": null
        }
    }
}

Swap completed  (swap.completed):

{
    "event_id": "<uuid>",
    "event_type": "swap.completed",
    "event_data": {
        "id": "<uuid>",
        "swapped_at": "<dateTime>"
    }
}

Swap cancelled  (swap.cancelled):

{
    "event_id": "<uuid>",
    "event_type": "swap.cancelled",
    "event_data": {
        "id": "<uuid>",
        "cancelled_at": "<dateTime>"
    }
}

Swap expired  (swap.expired):

{
    "event_id": "<uuid>",
    "event_type": "drop_off.expired",
    "event_data": {
        "id": "<uuid>",
        "cancelled_at": "<dateTime>"
    }
}

Swap failed (swap.failed)

{
    "event_id": "<uuid>",
    "event_type": "swap.failed",
    "event_data": {
        "id": "<uuid>",
        "ai_detection": {
            "likeliness_percentage": <int>,
            "justification": "Detailed AI desciption why swap failed.",
            "detected_object": "Brief description of unauthorised asset, or locker stat"
        }
    }
}

Door left open  (bay.door_left_open):

{
    "event_id": "<uuid>",
    "event_type": "bay.door_left_open",
    "event_data": {
        "id": "<uuid>",
        "opened_at": "<dateTime>"
    }
}

Bay quarantined  (bay.quarantined):

{
    "event_id": "<uuid>",
    "event_type": "bay.quarantined",
    "event_data": {
        "id": "<uuid>",
        "quarantined_at": "<dateTime>",
        "quarantined_until": "<dateTime>"
    }
}

Installation connected  (installation.connected):

{
    "event_id": "<uuid>",
    "event_type": "installation.connected",    
    "event_data": {
        "id": "<uuid>",
        "connected_at": "<dateTime>"
    }
}

Installation disconnected  (installation.disconnected):

{
    "event_id": "<uuid>",
    "event_type": "installation.disconnected",
    "event_data": {
        "id": "<uuid>",
        "disconnected_at": "<dateTime>"
    }
}

If you require any more information about processing webhooks, visit https://api.onarken.com and go to the "Webhooks" section. 

Webhooks allow us to send real time notifications of events happening on our ONARKEN® platform, straight for processing on your application or system. Webhooks allow us to send HTTP requests when events occur on ONARKEN® powered smart lockers, to your app or service. 
 

Available Webhook Endpoints

The following webhook endpoints are supported by ONARKEN®:

• Drop off completed
• Drop off expired
• Drop off cancelled
• Drop off failed*
• Collection completed 
• Collection cancelled
• Collection expired
• Collection failed
• Loan returned
• Swap completed
• Swap cancelled
• Swap expired
• Swap failed
• Installation connected
• Installation disconnected
• Door left open
• Bay quarantined
• Loan failed to return

Any combination of these notification subscriptions can be enabled. All that is required for webhooks to be enabled, is to set up a valid endpoint URL in your application to provide ONARKEN® with, and then select the subscription options you wish to receive webhook notification for. 
 

How can I Enable Webhooks?

To Enable Webhooks, follow the steps below.

Once you have set this up, ONARKEN will start sending POST requests to the provided endpoint when events occur. 
 

Request Payloads

Sample request payloads for each webhook event are viewable in ONARKEN®. You can see example webhook payloads by clicking the 'Payload Example' button for each webhook entry. A pop-up is then displayed showing a complete example payload. 

Details and full documentation for each webhook event can be found here: (Link to be provided when article published). 

If you require any more information about processing webhooks, visit https://api.onarken.com and go to the "Webhooks" section. 

Slack webhook notifications are now supported by ONARKEN®. This means that you can receive automated admin notifications about your LapSafe® smart locker and vending machine installations directly in a Slack channel or direct message chat.
 

Setting up the Application Workflow

There are two different types of workflows you can create in Slack, standard workflows and application workflows. We need to create application workflows to support incoming webhook endpoints, which are required for us to send the notifications to the channel/application. Please follow the steps below. 

Message Examples:

The ONARKEN® notifications will appear like this in Slack:

Notifications will have buttons, that will take you to the link of the loan, locker bay or installation that has sent the alert notification. 

Slack notification channels can be modified at any time on ONARKEN® once set up. 

The best way to recieve regular notifications of loans going overdue, is to set up a scheduled report to email at a fixed interval to send a list of all overdue loans in .csv format. The email also contains a link, so that registered ONARKEN users can view the overdue loans on the dashboard. 

Prerequisites

To create reports with data on overdue loans, you must have the loans.view permission enabled. 

Setting up the Report

To set up the Automated report, please follow the interactive guide below.

Steps to Create a new report

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

2. Access the Reporting page.
   From the main menu under the management tab, navigate to the Reporting page.
   
   

3. Copy a Report
   Locate the report you wish to copy from the list of prebuilt reports available.  Once selected, enter a name to easily recognise the new report.

Related Articles

• How do I create a new report?
• How do I export my report?
• How do I add filters to my report?

Exporting a Report in ONARKEN® allows you to download and save reports in various formats. This functionality enables you to easily share, store, or analyse data offline. By exporting reports, you can access and distribute important insights in a convenient and portable format.

Steps to export a report

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

2. Access the Report page.
   From the main menu under the management tab, navigate to the Reporting page.
   
   

3. Access the Report
   Locate the required report, and click on the report to view it.
   
   
4. Export A Report
   Navigate to the Options drop down menu, and select the Export button.
   
   Once the report has been exported, you will receive an email with the report details. 

Related Articles

• How do I add filters to my report?
• How do I duplicate my report?
• How do I schedule a report?
• How do I add a new view to my report?

The View feature in ONARKEN® reporting allows you to enhance your reports by incorporating visual elements, such as pie charts, bar graphs, or other data visualisations. This functionality makes it easier to interpret complex data and present insights in an engaging, easily digestible format. By adding views to your reports, you can improve data analysis and provide clearer insights for decision-making.

Steps to adding views to a report

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

2. Access the Report page.
   From the main menu under the management tab, navigate to the Reporting page.
   
   

3. Access the Report
   Locate the required report, and click on the report to view it.
   
4. Add A View
   Navigate to the Options drop down menu, and select the Add View button. 
   
   1. Select how you would like this be to grouped.
   2. Select how you would like to view your report. 
   
   To view this new report view, navigate to the Views tab.

Related Articles

• How do I add filters to my report?
• How do I duplicate my report?
• How do I schedule a report?
• How do I export my report?

Scheduling a Report in ONARKEN® allows you to automate the generation and delivery of reports at specified intervals. This functionality ensures that important data is consistently available without manual effort. By scheduling reports, you can streamline workflows, stay informed, and focus on actionable insights.

Steps to scheduling a report

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

2. Access the Report page.
   From the main menu under the management tab, navigate to the Reporting page.
   
   

3. Access the Report
   Locate the required report, and click on the report to view it.
   
4. Schedule A Report
   Navigate to the Options drop-down menu, and select the Schedule Report button. 
   
   1. Enter all email addresses for the report to be sent to on separate lines.
   2. Select how often the report should be generated and sent to the users.
   3. Select the date/time that the report should be generated and sent out.
   
   To view scheduled reports that have been created navigate to the Automated Reports tab.

Related Articles

• How do I add filters to my report?
• How do I duplicate my report?
• How do I add a new reporting view?
• How do I export my report?

Duplicating a Report in ONARKEN® allows you to create a copy of an existing report. This functionality is useful for quickly generating new reports with similar configurations, saving time and effort.

Steps to Customising my report

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

2. Access the Report page.
   From the main menu under the management tab, navigate to the Reporting page.
   
   

3. Access the Report
   Locate the required report, and click on the report to view it.
   
   
4. Duplicate The Report
   Navigate to the Options drop-down menu, and select the Duplicate Report button. Input a new name for the duplicated report.
   
5. Save
   Once you have duplicated the report, you will be redirected to the new report.

Once you have followed these steps, you will have duplicated the report successfully.

Ticket Settings

Users have the ability to create templates for fault report tickets and enable automatic ticket generation when asset loans are overdue. 

To edit the full ticket settings configuration, you must have super admin permissions. 

Subcategories

There are two subcategories for editing tickets on this page. 
 

Fault Reporting Settings

These settings enable automated configuration of a template when fault report tickets are generated from end users reporting issues with their devices at the smart lockers. Or alternatively, by administrators logging tickets directly on the ONARKEN portal. 

A pre-configured ticket title and description format used for ONARKEN tickets generated when devices are returned with faults can be configured here. A default title and description will be set, but these are completely configurable to suit your needs. The user has several variables which can be used to adjust what data is displayed on ONARKEN and sent to administrators via email. 

Simply press the copy button of the variable you wish to copy, and paste it into the title or description field. 

Press 'Save' when done. 
 

Overdue Loan Ticket Settings

These settings enable automated ticket generation when loaned assets go overdue. The 'Raise tickets for overdue loans' configures the ability for ONARKEN to automatically create tickets for overdue assets. If disabled, this section will be hidden. 

A template ticket title and ticket description are editable in the same way as the fault reporting ticket settings. A series of variables are available here too. 
 

Auto Close

This setting allows you to enable auto closure of tickets when overdue assets are returned. Disable this setting if you wish to manually review assets before enabling them for loan. 
 

Delay before raising ticket

By default, an overdue loan ticket will be automatically raised as soon as an asset is detected as overdue by ONARKEN. A delay period of up to 24 hours can be added before the ticket is raised to give users a grace period, by using the slider control.  

Press 'Save' when done. 
 

Automated FreshService Ticketing Integration

The following features require a FreshService integration licence to be purchased at an additional cost. Please speak to LapSafe support if you wish to enable this feature. 

The ONARKEN® integration with Freshservice has has some updated features to improve ticket automation, and to work with the new settings described above. ONARKEN® users can now automatically create FreshService tickets when asset loans go overdue, or when smart locker users submit fault reports. 

When viewing tickets in ONARKEN®, if you have FreshService integration enabled, the table will display some additional columns. You will be able to see:

• An 'ITSM' column with the FreshService ticket number
  • The FreshService ticket numbers in the table are links that will take the user to the ticket in FreshService
  • The user can also press the options '· · ·' button to view the link to the FreshService ticket, or to go to the ONARKEN ticket page. 
• A new ticket 'Type' to differentiate tickets created for overdue assets, and tickets created for faulty assets.

Tickets created directly on the management portal will also be copied into FreshService when connected.
 

How to enable the ONARKEN® FreshService ticket integration?

Read the following guides: How to enable FreshService integration with ONARKEN®? and How to automate ONARKEN ticket resolutions in FreshService

Location Administrators can be assigned to individual locations. They are currently used to receive notifications for approving vend request allocations, with further functionality planned for the future.

You can assign multiple users to administer a single location, and a user can administer multiple locations. To manage your Location Administrators, follow the steps below.

You can associate a Google place with your Location in ONARKEN® this allows you to display a map for that location, making it easier to share location details with your users and generate directions.

Required Permissions

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

Steps to configure Auto Drop Off 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. Default Code Sharing
   This setting defines who can see the codes. This can also be configured on a per-code basis.

Once you have followed these steps, your Code sharing settings will have been configured.

Related Articles

• How do I change the collection auto expiry settings?
• How do I change the drop off auto expiry settings?
• How do I ensure that Drop Offs & Collections asset type policy is followed?

Required Permissions

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

Steps to configure Auto Drop Off 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. Follow Asset Type Policy
   If this has been enabled, it will ensure that the asset type policy is followed by smart lockers. Ensuring that the user can only access assets they have been granted permission to use.

Once you have followed these steps, your Asset Type policy settings will have been configured.

Related Articles

• How do I change the collection auto expiry settings?
• How do I change the drop off auto expiry settings?
• How do I prevent Drop off & Collection codes being shared with all users?

Required Permissions

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

Steps to configure Collection 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. Collection Auto Expire
   When there is no collection date set on a collection, this will set a number of days for the collection to automatically expire. You can also disable this by setting it to 0, meaning that collections without a collection date will not automatically expire.
   

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

Related Articles

• How do I change the Drop Off auto expiry settings?
• How do I ensure that Drop Offs & Collections asset type policy is followed?
• How do I prevent Drop off & Collection codes being shared with all users?

ONARKEN synchronises users from Microsoft Entra ID based on configured Role and Access Group mappings. These mappings determine which users are imported into ONARKEN, their permissions, and the Smart Lockers or Asset Types they can access.

Key Concepts

1. Roles:
   Every user in ONARKEN must be assigned a single Role. Roles define a user’s permissions within the platform.

   • Users without a valid Role mapping in ONARKEN will be considered invalid and not imported.
     
     

2. Access Groups:
   Access Groups define which Smart Lockers and Asset Types a user can access.

   • Users with a valid Role but no Access Group will be imported into ONARKEN but will likely have no functional access to lockers or assets.

Prerequisites

Before mapping roles and access groups, ensure your ONARKEN instance is already connected to Microsoft Entra. If not, refer to the How to connect Microsoft Entra ID to ONARKEN? for instructions.

How to Configure Role and Access Group Mappings

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

2. Access the Integrations Section.

   • Click Integrations from the main navigation menu.
     
     

3. Open Microsoft Entra ID Configuration.

   • Under Microsoft Entra ID, click Configure Integration.
     
     

4. Map Roles and Access Groups:

   • For each Role or Access Group you want to map, click Map.
     
     

5. Search for the Group in Microsoft Entra ID:

   • Use the search box to locate the desired Group Name in Microsoft Entra.
     
     

6. Add the Mapping:

   • Once you find the required group, click Add Mapping.
     
     

7. Repeat as Needed:

   • Continue mapping until all necessary Roles and Access Groups are configured.

Best Practices

• Ensure every user in Microsoft Entra ID has a valid mapping to a Role in ONARKEN.
• Configure Access Groups thoughtfully to align with your organisational structure and access requirements.
• Regularly review mappings to ensure they reflect current operational needs.

What Happens During Synchronisation?

• Valid Mappings:
  Users with valid Role and Access Group mappings are imported into ONARKEN with the appropriate permissions and access.
  
  

• Missing Role Mapping:
  Users without a valid Role mapping are marked as invalid and will not be imported.
  
  

• Missing Access Group Mapping:
  Users with a Role but no Access Group will be imported but will not have access to lockers or asset types.

By correctly mapping Roles and Access Groups, you ensure that user synchronisation between ONARKEN and Microsoft Entra ID is accurate and effective, supporting secure and efficient locker and asset management.

ONARKEN provides the ability to synchronise users directly from Microsoft Entra ID, streamlining user management by leveraging group mappings and ensuring that permissions are consistently applied.

How Synchronisation Works

1. Role-to-Group Mapping:

   • Within ONARKEN, you can map ONARKEN Roles to corresponding Microsoft Entra ID Groups.
   • This mapping determines which ONARKEN permissions are assigned to users based on their group memberships in Entra ID.
     
     

2. User Import and Synchronisation:

   • All Microsoft Entra ID users with a valid group mapping in ONARKEN will be imported into the system.
   • These users will inherit the permissions configured in the mapped ONARKEN Roles.
     
     

3. Ongoing Updates with Microsoft Graph Delta API:

   • After the initial synchronisation, ONARKEN uses the Microsoft Graph Delta API to monitor changes in Entra ID.
   • Any changes (additions, updates, or deletions) to users in mapped groups will be reflected in ONARKEN during subsequent synchronisations.

To integrate ONARKEN with Microsoft Entra ID, specific permissions must be granted. These permissions allow ONARKEN to access and synchronise user and group information, ensuring seamless functionality within the system.

Permissions Required

1. User.Read

   • Purpose: Allows ONARKEN to read the basic information of the user who is authenticating.
   • Usage: Ensures that ONARKEN can verify and authenticate individual users during login.
     
     

2. User.Read.All

   • Purpose: Allows ONARKEN to read information about all users within the Microsoft Entra ID directory.
   • Usage: Enables ONARKEN to manage and synchronise user accounts for locker management and other functionalities.
     
     

3. Group.Read.All

   • Purpose: Allows ONARKEN to read all group information within the Microsoft Entra ID directory.
   • Usage: Facilitates the integration of group-based permissions, access control, and management within ONARKEN.

Granting Permissions

When configuring the integration, these permissions will be requested during the admin consent process in Microsoft Entra ID. As an administrator, you must approve these permissions to enable the integration.

Integrating Microsoft Entra ID with ONARKEN allows for streamlined user authentication and data synchronisation. Before starting the process, ensure you have all the necessary prerequisites in place.

Prerequisites

Before attempting the connection, confirm the following:

• You have administrative access to your Microsoft Entra account.
• You have your Microsoft Entra Tenant ID.

For more details, refer to What is required to setup Microsoft Entra ID integration?

Steps to Connect Microsoft Entra ID to ONARKEN

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

2. Access the Integrations Menu.

   • Navigate to Integrations in the main menu.
   • Locate the Microsoft Entra ID section.
     
     

3. Configure the Integration.

   • Click Configure Integration under the Microsoft Entra ID option.
     
     

4. Initiate the Connection.

   • Click Connect to start the integration process.
     
     

5. Enter Your Tenant ID.

   • Provide your Microsoft Entra Tenant ID in the designated field.
   • Click Connect to proceed.
     
     

6. Authenticate with Microsoft Entra ID.

   • You will be redirected to Microsoft’s login page.
   • Log in using your Microsoft Entra administrator credentials.
     
     

7. Grant Admin Consent.

   • After logging in, grant the ONARKEN application admin consent to access your Microsoft Entra directory.

Integrating ONARKEN with Microsoft Entra ID enables seamless user authentication and management. To complete the setup, you’ll need administrative access to your Microsoft Entra account and specific information about your Microsoft Entra configuration.

Prerequisites

1. Administrative Access:
   You must be an administrator in your Microsoft Entra account. This is required to grant admin consent to the ONARKEN application.
   
   

2. Microsoft Entra Tenant ID:
   The Tenant ID is a unique identifier for your Microsoft Entra directory. This ID is essential for configuring the integration.

Steps to Configure Microsoft Entra ID Integration

1. Log in to the Microsoft Entra Admin Centre:
   Use your administrator credentials to access the Microsoft Entra portal.
   
   

2. Locate Your Tenant ID:

   • In the Microsoft Entra portal, navigate to the Overview section.
   • Copy the Tenant ID, which you will need to provide to ONARKEN.
     
     

3. Grant Admin Consent to ONARKEN:

   • Follow the ONARKEN setup instructions to connect your Microsoft Entra ID.
   • When prompted, grant admin consent for the ONARKEN application to access your Microsoft Entra directory.
     
     

4. Complete the ONARKEN Configuration:

   • In the ONARKEN Management Platform, navigate to the Microsoft Entra ID integration settings.
   • Enter your Microsoft Entra Tenant ID and confirm the configuration.

Why is Admin Consent Required?

Granting admin consent allows the ONARKEN application to integrate with your Microsoft Entra directory securely. This enables features such as:

• User authentication through Microsoft Entra ID.
• Synchronisation of user data for seamless usage of lockers.

ONARKEN® supports integration for Active Directory, using either your on-premises LDAP connection or Entra ID. This guide is designed to help you choose which option suits your organisation best.

Entra ID

The ONARKEN® Entra ID integration works by configuring the Entra groups you would like synced into ONARKEN®, enabling usage at your Smart Lockers and/or logging into the ONARKEN® Management Platform.

Why pick Entra ID?

• The Entra ID integration supports Single Sign-On for users on the ONARKEN® management platform and Smart Locker users on the My ONARKEN® application.
• Users are kept up-to-date through automatic daily synchronisation and optional live check on user scan.
• Self-registration option if card numbers are not stored in Entra ID.
  
  

LDAP Lookup

The ONARKEN® LDAP Lookup integration works by searching your on-premises Active Directory. When a user scans their card at the Smart Lockers, if a user is found, they are registered to the ONARKEN® system and can proceed with using the Lockers.

Why pick LDAP Lookup

• Users are authenticated live against your Active Directory when scanning.
• No time-consuming registration process for the locker user.
  
  

Drawbacks of LDAP Lookup

• Users are only updated during the locker scan process, therefore users that no longer exist will not be removed from ONARKEN® until an automatic purge date.
• Users will not exist in ONARKEN® until their first locker scan, therefore, cannot use My ONARKEN® or have Drop Off / Collections arranged for them until they use the lockers.
• Amendments to users' details will not be updated, such as change of email address, card number or name, until they re-scan at the lockers.
• Card numbers must exist within your Active Directory.
  
  

LDAP Self-Registration

The ONARKEN® LDAP Registration integration works when a card number is scanned for the first time, the user will be asked to enter their Active Directory login credentials, if they are successfully authenticated, and are granted permission to use the Smart Lockers, ONARKEN® will then match the card number with the user. All subsequent reads will check the user against Active Directory via their email address.

Why pick LDAP Self-Registration

• Users are authenticated live against your Active Directory when scanning.
• Card numbers are not needed to be stored within your Active Directory

Drawbacks of LDAP Self-Registration

• Users are only updated during the locker scan process, therefore users that no longer exist will not be removed from ONARKEN® until an automatic purge date.
• Users will not exist in ONARKEN® until their first locker scan therefore cannot use My ONARKEN® or have Drop Off / Collections arranged for them until they use the lockers.
• Self-registration for a fresh intake of users can be a time-consuming process.
• Users can register to use the service with any compatible ID card therefore this may not match your internal card management system.

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 STARTTLS 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.

The SIP2 protocol is used to facilitate communication between ONARKEN and your LMS. Each Smart Locker installation requires its own SIP2 connection details. While these details can often be similar across installations, variations may exist, particularly for location-specific settings. Consult your LMS management team to confirm the following details:

• LMS Provider & Version Number
  Specify the LMS provider and version to ensure compatibility.
  
  

• SIP2 IP Address / Host Name
  Provide the IP address or hostname for SIP2 communication.
  
  

• Port Number
  The port used for SIP2 access.
  
  

• Login (if required)
  A login credential, if necessary, for SIP2 authentication.
  
  

• Password (if required)
  A password associated with the SIP2 login.
  
  

• Location Code (if required)
  A location-specific identifier, often necessary for multi-site configurations.
  
  

• Institution ID (if required)
  An institutional identifier, typically used for larger LMS networks.

Item Records

To enable successful check-ins and check-outs of assets through the LMS, each asset must have a corresponding item record. The following setup is required:

1. Unique Identifier or Barcode:
   Each asset must have an individual item record with a unique identifier or barcode in the LMS. This identifier is essential for querying the item and performing loan actions.
   
   

2. Circulation Status:

   • The item's circulation status must be set to Available before it can be loaned.
   • Once the item is returned after a loan, the circulation status must return to Available, ensuring it does not default to "awaiting reshelving" or similar statuses.
     
     

3. Locker Bay Association:
   Each item record should be linked to a specific locker bay, enabling accurate management of the asset's location.

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.

LapSafe Envoy™ smart lockers now have the option to choose between two modes of operation (known as deployment modes). This guide is to enable you to decide which deployment mode you should use, and how to get the most out of your Envoy™. 

Sequential Deployment

This is the default deployment type, which was the operational mode used on Envoy smart lockers prior to version 1.15. Assets will be deployed in sequential order. For example, if Locker bay 3 and locker bay 14 both have assets available to loan, the asset in locker bay 3 will always be available before locker bay 14 (and any other locker afterwards). This means that the asset loaded in locker bay 1 will always be loaned first when it is available, regardless of how long the asset has been in the locker or its charge level. 

This deployment mode is designed for environments where a large number of devices need to go on loan at once. For example, a school where a classroom requires laptops for a lesson; all the students will go to the Envoy™ at once and loan the laptops, and then they all return the laptops at once when the lesson is over. Sequential Deployment mode is the default deployment type set on Envoy™ smart lockers. 

Last In Last Out Deployment

This deployment type will loan assets based on how long the assets have been stored within the locker. For example, if the asset in locker bay 1 has been stored in the locker after a loan for 10 minutes, but the asset in locker bay 20 has been returned for 2 hours, the asset in locker bay 20 will be loaned first. 

This is to allow assets that have been stored for longer periods in the locker, and therefore charged for longer periods, to be loaned first. 

This deployment mode is designed for environments where the assets that go on loan must be sufficiently charged. An example use case for this deployment type is if there are a group of engineers who loan laptops for long periods, and take the device for on-site work. The devices need to be fully charged for the users to complete their tasks, so sequential deployment is not suitable in this situation. 

How to change deployment type

The deployment type of the Envoy™ smart lockers is configurable at any time on ONARKEN®. To change the deployment type, follow the steps below. 

The feature 'Admin Cards' in ONARKEN® allows you to create cards that grant administrative access to Envoy Smart Lockers. These admin cards enable authorised personnel to perform tasks such as opening locker doors or managing settings directly on the locker. By creating admin cards, you ensure secure and efficient management of your locker system.

Permissions Required

To arrange a collection, you must have the installations.add_admins permission.

Steps to Arrange a Collection

Follow these steps to schedule a collection:

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

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. Access the Settings
   From the Smart Lockers view, navigate to the Settings tab and down to Global admin cards section.
   
   
5. Create a card
   From here you can enter a custom admin card code for the Smart Locker

Once you have followed these steps, your new Admin Card will be available to be used on your Envoy.

We have released a minor update to ONARKEN® management portal. New features and bug fixes are documented below.

New Features

Analytics Tab

We have added a new analytics tab. This shows a new loaning summary dashboard, showing you what time assets are loaned at on an easy to read line graph, statistics on total loans, total loans returned late, and average loan duration. Users can filter by locker installations, or by setting a date range from one of the preset options, or setting a custom range. 

This section is still in development. We want to hear your feedback, which you can submit here:  LapSafe® Support Requests  or by clicking on the 'Send Request' button displayed above the graph. 

Fixes

• Create asset modal crashing in certain circumstances
• Fixed failed return slack notification formatting not showing heading in bold

Changes

• Changed failed return email notification formatting to improve readability

Fixes

• Fixed an issue that would prevent a custom Asset Type AI description from being auto filled when arranging a drop off or swap
   
• Fixed an issue that would prevent AI descriptions from being auto filled when arranging collections from the quick collect shortcuts
   
• Fixed an issue when attempting to arrange a reservation when the instance has no loaning lockers

Improvements

• Added links to Drop Offs, Collections and Swaps at the start of the relevant tables to prevent scrolling on smaller screens
   
• Added an arrange vend shortcut when browsing the vending section
   
• Added a new filter to the collectables API endpoint to filter collectable assets by extension attribute
   
• Added missing Smart Locker translations keys

Changes

• Limited the bulk asset creation to 50 assets at once

New Features

Overdue Loan Icon

We have also added a feature to display an icon on the large locker maps, when a locker bay has an overdue asset on loan. So now you can see if any of your smart lockers have any overdue loans at a quick glance. 

Bug Fixes

• Fixed an issue where time based user blocks would continue to run even after being manually cleared and re-blocked

Client Release 1.15.26.0401

• Fixed an issue where text on fault reporting option buttons could be clipped; text now wraps onto a new line

Changes

• Increased the max limit of fault reporting list options from 6 to 20

Bug Fixes

• Resolved an issue that caused the Reservation Confirmation email using the installation name variable for the location name
   
• Resolved the Availability report CSV export not showing the time along with the date
   
• Resolved an issue that could cause the swap completion time being stored in the incorrect timezone
   
• Resolved error when arranging a swap for an item that someone else arranged a collection for
   
• Resolved an issue that would prevent a user from arranging a swap for description only asset due to permissions

We have released a minor update to ONARKEN® management portal. New features and bug fixes are documented below.
 

New Features

Ticket Settings Tab

We have added a new 'Tickets' tab in the ONARKEN settings page. Users now have the ability to create templates for fault report tickets and enable automatic ticket generation when asset loans are overdue. 

For more information on these new settings, please read: Automatic Ticketing and Fault Reporting Settings
 

FreshService Ticket integration 

ONARKEN can now create tickets directly in FreshService. Tickets can also be automatically closed in ONARKEN by FreshService administrators when a workflow is created. 

We have also added a new 'ITSM' column on the tickets table when browsing all tickets in ONARKEN®. This will be visible when the FreshService (or other ITSM integration) connection is active, which will show the FreshService ticket number. 

A 'Type' column to make it easy to distinguish between fault report tickets and overdue loan tickets. 

To set up this feature, please read the following guides: 

• How to enable FreshService integration with ONARKEN®?
• How to automate ONARKEN® ticket resolutions in FreshService?

Collectable Assets Overview

We have added a page that allows users to see an overview of all currently available collectable assets across your smart locker estate. 

You can adjust several filters here to change how the assets are grouped. 

Administrators can view the following details about each collectable asset:

• The asset type or description of the collectable asset
• The asset reference (if an asset type was dropped off)
• The location of the asset
• The smart locker the asset is stored in
• The drop off reason
• How long the asset has been present in the locker bay

Each asset card also has quick links to arrange a collection of the asset, and to view the previous transaction. Click the link to see a video demonstration of how to use the powerful sorting and filter options on this new screen. 

Collectable Asset Finder.mkv

New Locker Software Available

• Resolved an issue retrieving SIP2 fines when a user scans with multiple card numbers
• Added resilience to loan confirmations during power outages
• Resolved an issue where a scenario button would appear when there were no available drop off lockers
• Resolved an issue that could show incorrect error message format
• Resolved an issue when attempting to return multiple loans when system is offline

Before reading this guide, please ensure you have set up the ONARKEN integration with FreshDesk. You can read the guide here: How to enable FreshService integration with ONARKEN®?
 

Automating Ticket Resolutions

FreshService tickets will be automatically created and linked to ONARKEN tickets as soon as the integration is active. However, a workflow must be created in FreshService to ensure that tickets closed or resolved in FreshService are updated accordingly in ONARKEN too. 

• You must be logged in as an Administrator in FreshService for this next task. 

Go to the 'Admin' tab in the sidebar on FreshService

When loaded, browse or search for 'Workflow Automator'

You will see this page displaying all Event-Based Workflows for tickets. You will need to create an Event-Based Workflow. 

Now follow the steps in the guide below:

To test if the connection works, simply raise a ticket on the 'All Tickets' page in ONARKEN. The ticket will be added to the table and a FreshService ticket will be created shortly after the ONARKEN ticket. 

You may have to refresh the page for the ticket information to update. 

If successful, the ITSM column of the new ticket record will be populated with an ID containing the name of the ITSM service, and the FreshService Ticket number. 

The ITSM ticket number will link to the ticket in FreshService. Click the ITSM ticket number and you will be taken to the ticket page in FreshService. 

You can then edit the ticket properties or assign the ticket to users how you wish. 

If this test has passed then tickets logged by users through fault reporting, and tickets generated from overdue loans will be created too [1].

Please note: you will be unable to close tickets in ONARKEN® when connected to FreshService, or any other ITSM platform.

[1] Providing feature is enabled.

To get started, you must first navigate to the 'Integrations' page. 

Select FreshService.

If you have not purchased the FreshService integration license, you will receive the following message when you attempt to connect. 

Follow the steps below to connect ONARKEN® to your FreshService instance. 

Once connected to FreshService, the tickets view will have the additional columns in the 'All Tickets' table as described above. 

To see if the integration connection has been successful, if you navigate to a ticket page in FreshService, you should see the ONARKEN Smart Lockers button, as seen below. 

This button will let you create drop off and collection tasks directly in FreshService. 

Assigning an account

After creating the connection between ONARKEN and FreshService, you must add a ticket requester ID of a user account that ONARKEN will create FreshService tickets under. 

For this example, we created a bespoke requester called 'LapSafe Smart Lockers', which we recommend so users can easily tell which FreshService tickets have come from ONARKEN however, you can use any FreshService requester. 

This requester account does not need Agent or VIP user permissions. 

To find the user id simply look at the URL of the requester details page, and the ID will be displayed here. The URL will be displayed in this format:

https://{subdomain}.freshservice.com/itil/requesters/{requester-id}

Copy the requester-idfrom the URL and paste this into the Ticket requester ID field in ONARKEN®. 

Please note: tickets linked to FreshService cannot be closed directly from within ONARKEN® when connected to FreshService, or any other ITSM platform.

For more information on configuring ticketing settings, see Automatic Ticketing and Fault Reporting Settings

Drop Off & Collection Integration

Ensure you have a personal access token generated for FreshsService and bound to your account. 

A ticket requester ID must be specified in the FreshService integration settings. 

Make sure that the ticket requester ID is linked to a FreshService account. We recommend creating a new dedicated account to report tickets from ONARKEN, so that it is easier for you to filter ONARKEN tickets against tickets from other users or sources. 

Ensure your FreshService subdomain name is correct, and that your API token was entered correctly when activating your FreshService. 
 

Ticket Linking

If you are having issues when managing the workflow for closing ONARKEN tickets in FreshService, you can view the execution logs which will show any issues with the workflow. 

Key points to check:

• Ensure that the endpoint for the web request is correct
• Check that you have used the correct subdomain name for your ONARKEN® instance in the endpoint URL. 
• Check that an inline credential is enabled for the web request, and that the 'Authentication Type' is set to 'API Key'
  • The API Key must be set to 'Authorisation'
• The request type must be set to 'POST', and the correct headers must be set as described in the setup guide. 

In ONARKEN, check that your personal access token you created for FreshService is present and active. You will be able to see if it has been used as the 'Last used at' date will be populated. If you do not save this token, you will have to regenerate it as you cannot view the token in ONARKEN once it has been created. 

(Effective as of June 2026, subject to change)

ONARKEN® includes third party open source components across its several services. These components are licensed for use and redistribution under open source libraries. Most of these components are essential for the day-to-day running of ONARKEN®. Notwithstanding any of the terms and conditions of your licence agreement with LapSafe®, the terms of certain open source licences may be applicable to your use of ONARKEN® services.  

This list of open-source code was compiled with reference to third party software integrated into the ONARKEN® smart locker client at the time the list was generated. This is in intended to be a disclosure at a particular point in time only. This list may be updated from time to time. Assuming you do not modify the open source code used within ONARKEN® services, the use of the ONARKEN® smart locker services will not require you to grant any party any of your intellectual property rights pursuant to a open source licence, or require you to make any of your source code available to third parties pursuant to an open source licence. LAPSAFE SELF SERVICE SOLUTIONS® MAKES NO REPRESENTATION OF WARRANTY, EXPRESS OR IMPLIED, WITH REGARD TO THE LIST OR ITS ACCURACY OR COMPLETENESS, OR WITH RESPECT TO ANY OBLIGATIONS ARISING AS A RESULT OF YOUR MODIFICATIONS MODIFICATION TO SUCH OPEN SOURCE CODE OR TO THE SERVICES. BY USING THE ONARKEN SERVICES, YOU AGREE THAT IN NO SUCH EVENT SHALL LAPSAFE BE LIABLE FOR ANY DAMAGES WHATSOEVER RESULTING FROM THE ANY SUCH MODIFICATIONS MADE BY YOU, OR ANY OBLIGATIONS ARISING THEREFROM INCLUDING, WITHOUT LIMITATION, ANY SPECIAL, CONSEQUENTIAL, INCIDENTAL OR OTHER DIRECT OR INDIRECT DAMAGES. 

License summary (Locker software)

Licence descriptions

• MIT Licence
• Apache 2.0 Licence
• 3-Clause BSD Licence ("New BSD")

Full Disclosure Document

The full open source disclosure document is available for download below. 

Assets

Asset An individual item or device registered for use with ONARKEN® smart lockers.  Asset Type A particular make and model of an asset. Asset Types contain a collection of assets. When a new asset is added to ONARKEN®, the Asset Type must be specified.  Asset type names should be descriptive as they are used with our AI cameras to detect if the correct asset is present within the lockers. Asset Reference The unique name of an asset.   Asset Category A collection of asset types. These are used to filter the asset selection process on the locker software.  Asset Tag An ID of an asset retrieved from a MIFARE tag or barcode associated with your asset If you have full integration with an LMS, please import your LMS item barcodes into this field.  Multiple tags can be assigned to a single asset Smart Charging Profile Tells ONARKEN® what current draw a particular asset is expected to have as it charges up while in the locker bay. This allows the device to be used with SmartLine charging at the lockers, and ensures that a device becomes loanable at a suitable charge level.  If you have a device make and model that is not listed on the smart charge profile list, please contact support@lapsafe.com and arrange to send a sample device to LapSafe® for profiling. We cannot guarantee that devices will charge as expected in SmartLine™ locker bays otherwise.

Smart Lockers

Bay A useable locker space for devices and assets to be stored in.  Locker Map An interactable UI element that is a visual representation of the smart locker installation. This allows users to select locker bays based on position and tower location instead of relying on the bay number.  Terminal The section that houses the touchscreen and smart locker PC running the ONARKEN® locker software.  Bay features The hardware capabilities and configuration of the locker bay.  PowaSave™ A technology for smart charging (SmartLine™) capable lockers designed to provide power saving when devices are left in lockers for long periods. When groups of devices are detected as fully charged, the ONARKEN® smart locker will stop charging the group to avoid power wastage, and only provide minimal power.  Loan lockers Lockers that are set up to have an assigned asset or device to them, that users can loan for a customisable set period. The asset or device must always be returned to the locker after use.  Drop off and Collection Lockers Locker bays that have no permanently assigned asset to them, but instead can be used for a assets to be securely placed in the locker and removed at a later time, and used for temporary storage. Once collected, the asset does not have be returned to the locker, and a new asset can be assigned to the bay.  Hot lockers Hot Lockers are locker bays where the bay space itself is loaned to the user, instead of the asset inside. Available Hot Lockers can be loaned by the user at the unit, or assigned to specific users on the ONARKEN® management platform.

Loans

Loan A transaction where a user takes an asset assigned to a specific smart locker bay for temporary use Each loaned device must be returned to the same locker bay.  Loan return The process of the user returning an loaned asset to the locker after having used it for the assigned period.  Loan rule A customisable set of rules adjusting how long the devices should be on loan to the user for, how users report faults, what asset types the loan rules apply too, what smart lockers are able to use the loan rule and how assets and hot lockers are handled on return.  Quarantine A process where bays are withheld from transactions for a period of time after an asset has been returned. This can be for a set period of time after the return, or until the assigned asset to the bay has been checked by an administrator.  Fault Report A process where a user fills out a customised form on the ONARKEN® software to describe an issue with the asset they loaned on return.  Tickets Reports created on the ONARKEN® portal when assets are returned with faults, require repairs, when overdue or for other custom reasons. Can be connected and synced with tickets on various ITSM platforms.

Drop Offs, Collections and Swaps

Drop Off A transaction that occurs at the locker, where an asset is placed into the locker for collection later, typically for another user.  Collection A transaction that occurs at the locker, where an asset that was placed into the locker is then removed from the locker. The asset does not have to be returned to the locker, unless a return is specified of later.  Swap A transaction that takes place at Drop Off & Collection locker, where an existing asset within a drop off & collection locker bay is removed and replaced with another asset. The replacement asset is then available for collection, or to be swapped itself.  Stack A group of drop off, collection or swap transactions (or a mixture of the three transactions) grouped together into a single transaction  Flexible Stack A stack with a series of transactions that users can complete in any order.  Static (Ordered) Stack A stack with a series of transactions that must be completed in a particular order.  Reason A custom description that can be added to an asset that has been drop off. A custom colour can be picked, which will highlight the bay in the locker map to stand out against regular drop offs.  Replenish A quick method to restock drop off and collection lockers with new assets.  Scenario A custom workflow that allows users to self-serve assets from drop off and collection bays. ONARKEN® Management platform users can configure how assets are selected, if users need to submit notes, and if users need to be notified of a collectable asset being present in the locker.  Policies Permissions that restrict drop off’s to a customised list of asset types. Policies can be set for individual drop off and collection locker bays.

Logins and user interaction

User Code A unique user ID assigned to an ONARKEN® user's account. Multiple user codes can be assigned to a single account. These can be manually typed codes or usernames, barcodes or RFID tag ids.  User PINs A PIN or password assigned to a user code. If secondary authentication is enabled on the locker, the user will have to enter a valid PIN or password to use the lockers.  One-Time Code A login code that only allows a user to log in at the ONARKEN® installation to perform a specific transaction. The code expires once the transaction is complete. A user that does not have a registered ONARKEN® account can use the lockers through this method.  When one time codes are generated, a numeric ID and a scannable barcode are created.  Fault Report A form that end user can enter details and submit to register an issue with a loaned device. When submitted, the report creates a ticket which must be resolved before the asset is made loanable again.  Digital Pass A virtual ID pass that users can download and save on their iOS or Android device. They can then log into any connected smart lockers or vending machines by scanning this code at the lockers.

Reservations and Bookings

Reservation A singular loan locker bay is removed from the general loan pool for a specified period, for a specific user to pick up the asset later. The asset is then loaned as usual. Reservations can be created by the user themselves, or by an ONARKEN® administrator for another user. Only one asset can be reserved at a time.   Booking Bookings are designed for all assets within a selected asset type to be 'booked out' at an appointed time. A single asset can be booked, but bookings are typically used for multiple assets. The bays are reserved to only accept loan returns, and then the assets are released for collection at the specified time. When collected, the assets go on loan to the user as normal.  The most common use case for this workflow, is where a range of assets is booked for a class of students in advance of a lesson.  Booking Release Booked assets are released back to the loan pool automatically if not collected within a set amount of time after the booking date (default grace period is 20 minutes). Bookings can also be released manually.

Vending

Hot Lockers

Hardware Terminology

PowaSave™ A technology for smart charging capable lockers designed to provide power saving when devices are left in lockers for long periods. When groups of devices are detected as fully charged, the ONARKEN® smart locker will stop charging the group to avoid power wastage, and only provide minimal power.  Standard Charging Indicated on ONARKEN® by a 3 pin socket icon. Bays fitted with ChargeLine™ or ChargeLine™ ULTRA plug sockets will have this icon. Devices are charged via an AC adapter socket installed in the locker bay.  Smart Charging Indicated on ONARKEN® by a electricity bolt icon. Bays fitted with SmartLine™  charging leads will have this icon. Devices are charged by the provided power cables, and monitored by the software.

Administration

Conformance status

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® has been assessed against all three conformance levels against the WCAG 2.0 and 2.1 standards. Partially conformant means that some parts of the content do not fully conform to the accessibility standard. All exceptions have been noted. 

All ONARKEN software products are tested regularly. Our goal is to become fully compliant with the industry standard WCAG 2.1 AA for the web management platform application and with the EN 301 549 standard for our ONARKEN locker self service software and smart locker hardware range. The ONARKEN management platform and self-service client have been assessed as a single package.  
 

European Accessibility Act

Our internal Quality Assurance department is engaged in a process of reviewing ONARKEN, our website and electronic documents, for the new regulations which came into force on 28th June 2025. This law applies to non-EU companies that sell within the EU market. 

All ONARKEN® compatible smart locker products have been evaluated against the European Accessibility Act ETSI EN 301 549 standard. We are compliant with the majority of clauses in EN 301 549 documentation, with a few exceptions noted in the ACR. 
 

Accessibility Policy

An Accessibility Conformance Report document has been produced, assessing the ONARKEN cloud management platform, ONARKEN client locker software and all compatible smart locker hardware products.  LapSafe uses the Voluntary Product Accessibility Template (VPAT) to publish the ACR, which provides an audit of our systems relative to the WCAG 2.1 standards. 

All electronic documents related to ONARKEN are created and available on LapSafe's® support documentation website, which uses Zendesk Knowledge base. Where applicable, our own documentation has been assessed internally, otherwise the results from the appropriate Zendesk ACR have been used. For more information regarding accessibility compliance with our electronic documents, see the Zendesk accessibility statement here: https://www.zendesk.co.uk/company/agreements-and-terms/accessibility/ 

Our ACR is downloadable as a PDF or Word at the bottom of this article, titled "ONARKEN ACR EAA V1". 
 

Recommended Screen Readers, Browsers and Accessibility Extensions

Please refer to the ONARKEN system requirements for more information on running ONARKEN. 

• Windows: Use the latest version of Google Chrome or Mozilla Firefox, combined with the latest version of JAWS or NVDA. 

• macOS: Use the latest version of Safari, combined with the inbuilt VoiceOver screen reader. 

   

StyleSheet configuration

We have made adjustments to make our web content easily readable by as many web users as possible. If additional adjustments, or custom colour themes are required for a user to use ONARKEN portal, we recommend using a Visual CSS browser extension. For configuration of the browser display for users with visual impairments, we recommend the StyleBot extension for Google Chrome, Mozilla Firefox and Microsoft Edge.  
 

Feedback

We welcome your feedback about accessibility. Please let us know if you encounter any accessibility barriers with ONARKEN®, or have any suggestions to make ONARKEN more accessible. 

If you wish to perform your own accessibility assessment on ONARKEN or our ONARKEN compatible smart locker products, please contact us. 
 

Phone: 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.