Drop Off & Collection

This guide is for arranging asset swaps on the ONARKEN® management platform only. 

Permissions Required

To arrange a swap, you must have the drop_offs.create and the collections.create permissions.

Steps to Arrange a Swap

Follow these steps to schedule and arrange 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
   1. Click Arrange Swap from the quick action menu

4. Type in an asset reference to drop off

   - Select an existing asset reference from the available list and select 'Drop-off'

   

   • Alternatively, you can type in an asset description to use for the asset to be dropped off, or create a new asset record. For more information, go to - How do I arrange a Drop Off
5. Select a Smart locker installation

   • Select a location and smart locker installation from the drop down menus

     

6. Select a Smart locker bay with a collectable asset
   • Use the locker map to locate the locker bay containing the replacement asset.

   • 

     Alternatively, users can select an available asset from a list

     

7. Review the swap options
   • Adjust any options here before creating the swap
   • A map showing the location of the smart locker will be displayed
   • For example, you can assign a user to the swap to allow them to swap the assets by scanning in their ONARKEN® id instead of using a one-time code

   • The expiry time and date of the swap can also be adjusted here

     You can press Go back to adjust any details of the swap on the previous steps if required.

     

8. Complete the Arrangement

   • Click Arrange to finalise the swap setup. The one-time code will be displayed. 

     

9. 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.
     • This step is not required if you have assigned the swap to a user's ONARKEN® account.

Additional Notes

AI Enabled Locker Bays

For AI enabled locker bays on Sovran™ installations, AI asset detection can be configured for collection transactions. 

Simply select from one of the available options. This detection method will only be used for the specific transaction. 

Automatic Expiration

You can adjust the available period the user user has before the swap expires. By default, the swap barcode will be active until the end of the day. 

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 installation

   • Select a location and smart locker installation from the drop down menus

     

5. Select a Smart Locker Bay:

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

     

   • Alternatively, users can select an available asset from a list

     

6. Review the collection options
   • Adjust any options here before creating the collection
   • A map showing the location of the smart locker will be displayed
   • For example, you can assign a user to the collection to allow them to collect the asset by scanning in their ONARKEN® id instead of using a one-time code
   • The expiry time and date of the collection can also be adjusted here. 

   • You can press Go back to adjust any details of the swap on the previous steps if required. 

     

7. Complete the Arrangement:

   • Click Arrange to finalise the collection setup. The one-time code will be displayed. 

     
      

8. 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.
     • This step is not required if you have assigned the swap to a user's ONARKEN® account.

Additional Notes

AI Enabled Locker Bays

For AI enabled locker bays on Sovran installations, AI asset detection can be configured for collection transactions. 

Simply select from one of the available options. This detection method will only be used for the specific transaction. 

Collection Loans

If the collectable asset has a recognised asset reference on ONARKEN®, the asset can be collected as a loan. 

Simply type in the date you would like the asset to be returned by, and the collect asset will then show up as a loan on the users account. 

The user will then return the asset just like a standard loan asset. 

Automatic Expiration

You can adjust the available period the user user has before the collection expires. By default, the collection barcode will be active until the end of the day. 

Permissions Required

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

Additional Notes

AI Enabled Locker Bays

For AI enabled locker bays on Sovran™ installations, AI asset detection can be configured for drop off transactions. 

Simply select from one of the available options. This detection method will only be used for the specific transaction. 

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?