Loaning

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?

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

Default Booking Allocation Behaviour

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

2. Automatically Assigned Allocations:

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

Steps to Manually Assign Users to Booking Allocations

Follow these steps to assign users to specific booking allocations:

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

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

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

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

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

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

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

Why Assign Users to Booking Allocations?

Assigning users to booking allocations provides several advantages:

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

By default, booked assets are automatically released into the general loan pool 15 minutes after the scheduled booking time. This default setting ensures assets not collected during the booking window become available for other users.

How the Release Process Works

1. Default Behaviour:

   • Assets are automatically released 15 minutes after the booking time if uncollected.
   • If a user is assigned to a booking allocation, they can collect the asset at any time within the booking window.
     
     

2. Manual Release:

   • The booking owner can manually release assets at the lockers for their users.
   • This is particularly useful when managing group bookings or ensuring timely access.

Customising the Automatic Release Timer

The 15-minute default release timer can be adjusted for individual bookings to accommodate specific needs. Follow these steps to modify the release duration:

1. Log in to the ONARKEN Management Platform.
   Access the system with your credentials.
   
   

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

3. Access Booking Settings.
   Click on the booking and select Settings.
   
   

4. Update the Release After Uncollected Timer.
   Enter the desired number of minutes after the booking time for assets to be automatically released.
   
   

5. Save Changes.
   Click Save to apply the updated release timer.

Why Customise the Release Timer?

Customising the release timer allows greater flexibility in managing assets, ensuring they are retained for users who may need additional time or released sooner for general use, depending on operational requirements.

This feature is particularly useful for administrators who need to balance user needs with maximising asset availability.

The ONARKEN booking system incorporates a buffer period, or "hold" time, before a booking's scheduled date and time. This hold time ensures that assets are available, returned, and adequately prepared (e.g., charged) for use at the specified booking time. While the default hold time suits most scenarios, users or administrators can override this period for specific bookings or globally adjust it to meet unique requirements.

How the Default Hold Time Works

By default, the hold time is calculated using the following formula:

1. Loan Duration: The typical loan duration for the asset.
2. Late Return Grace Period: An additional hour is added to accommodate potential late returns.
3. Charging Time: A further hour is included for charging or preparation.

This buffer typically provides sufficient time to ensure the asset is available for the scheduled booking. However, certain situations may require adjustments.

Per-Booking Buffer Override

Users or staff members can adjust the hold time for a specific booking if necessary. This allows flexibility for individual needs without affecting the system-wide settings.

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 desired booking.
   
   

3. Access Booking Settings.
   Select the booking and click Settings.
   
   

4. Update the Hold Duration.
   Enter the number of hours before the booking time that assets should be held.
   
   

5. Save Changes.
   Click Save to apply the new hold duration.

Important Note:

The buffer period can only be updated for individual bookings if the assets have not already been placed on hold for the booking.

Global Buffer Override

Administrators can adjust the system-wide buffer period to ensure assets are held for a longer or shorter duration before all bookings. This requires the bookings.configure_release_dates permission.

1. Log in to the ONARKEN Management Platform.
   Use an account with administrator privileges.
   
   

2. Access Booking Configuration.
   Navigate to Loaning -> Bookings and click the cog icon to open settings.
   
   

3. Update the Buffer Override.
   Enter the desired number of hours before the booking time that assets should be held.

   • To revert to the automatically calculated buffer, set this value to 0.
     
     

4. Save Changes.
   Click Save to apply the updated buffer period.

Important Note:

Changing this global setting only affects future bookings. Any currently pending bookings will retain their original buffer period.

ONARKEN Smart Lockers provide two distinct features to ensure efficient management of assets: Reservations and Bookings. While both functionalities allow users or administrators to secure assets in advance, they cater to different scenarios and offer unique workflows. Understanding these differences can help organisations optimise asset usage and tailor locker management to their specific needs.

Reservations

Reservations are designed for flexibility and short-term needs. They are typically used when a user needs to secure an asset for immediate or near-term collection without the constraints of a specific future date or time.

1. Use Case:
   Reservations are ideal for ensuring asset availability upon arrival at the locker, particularly when the exact pick-up time might vary.
   
   

2. Initiators:

   • Administrators: Can reserve assets on behalf of users, overriding standard Loan Rules if needed.
     
     
   • Users: Can reserve assets themselves through the My ONARKEN web application.
     
     

3. Duration:
   The reservation period is governed by system rules but can be customised for each reservation. Unclaimed reservations are automatically cancelled after a predefined time.
   
   

4. Prerequisites:

   • The Reservations feature must be enabled.
   • Users require the reservations.make permission and must belong to an access group with assigned Smart Lockers and Asset Types.
     
     

5. Workflow:

   • A user reserves an asset.
   • Upon arrival, the asset is collected using a one-time code or ID badge.

Bookings

Bookings are designed for scheduled and often longer-term needs. They allow users or administrators to pre-book assets for a specific date and time, making them suitable for organised activities.

Key Features:

1. Use Case:
   Bookings are ideal for scenarios where assets are required at a specific future date and time, such as a lecturer needing equipment for a scheduled class.
   
   

2. Initiators:

   • Users: Can pre-book assets for themselves using the My ONARKEN web application.
   • Staff/Administrators: Can create bulk bookings for groups, ensuring adequate resources for multiple users.
     
     

3. Duration:
   Bookings are tied to specific dates and times. Assets are only released at the scheduled time.
   
   

4. Prerequisites:

   • The Bookings feature must be enabled.
   • Users require the bookings.make permission and must belong to an access group with assigned Smart Lockers and Asset Types.
     
     

5. Workflow:

   • A user schedules a booking for a specific time and date.
   • At the booking time, the asset becomes available, and users collect it using their ID badge.

When to Use Reservations vs Bookings

• Use Reservations when flexibility is key, such as when a user is unsure of the exact collection time but wants to ensure the asset is available.
  
  
• Use Bookings for planned events or when multiple assets need to be pre-allocated for a specific date and time.

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

Prerequisites

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

Steps to Make a Bulk Booking

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

2. Access the Bookings Tool.

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

3. Initiate a Booking.
   Click Make Booking.
   
   

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

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

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

7. Determine the Booking Quantity.

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

8. Adjust Installation Settings (Optional).

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

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

Post-Booking Details

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

Relevant articles

How can a user book an asset?

The Bookings feature allows individual users to pre-book an asset for a specific date and time, or for staff members to pre-book multiple assets for users.

Permissions Required

To enable bookings, you must have the bookings.configure_release_dates permission.

How to Enable Bookings

By default, bookings are disabled. Follow these steps to enable the feature:

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

2. Navigate to the Loaning section.
   From the main navigation menu, click Loaning.
   
   

3. Access the Bookings tab.
   Click on the Bookings tab.
   
   

4. Open the settings menu.
   Click the cog icon to access the booking configuration settings.
   
   

5. Enable bookings.
   Check the Enabled checkbox to activate the feature.
   
   

6. Save your settings.
   Click Save Settings to apply the changes.

Once enabled, the Bookings feature will allow users and staff to schedule asset loans in advance, enhancing efficiency and convenience.

Additional Note

If you want users to make bookings for themselves, ensure that the My ONARKEN web application is enabled. For instructions on how to enable My ONARKEN, refer to the How do I enable My ONARKEN? documentation page.

The Reservations feature in ONARKEN allows either administrators to reserve assets for users or users to reserve assets for themselves via the My ONARKEN web application.

By default, reservations are disabled in new ONARKEN instances. Follow the steps below to enable this feature.

Permissions Required

To enable reservations, you must have the loaning.settings permission.

Steps to Enable Reservations

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

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

3. Locate the Reservation Settings section.
   Scroll down to the Reservation Settings section.
   
   

4. Enable Reservations.
   Toggle the Reservations Enabled option to On.

Additional Note

If you want users to make reservations for themselves, ensure that the My ONARKEN web application is enabled. For instructions on how to enable My ONARKEN, refer to the How do I enable My ONARKEN? documentation page.

Relevant articles

How can a user reserve an asset for themselves?

How can I reserve an asset on behalf of another user?

Administrators can reserve an asset for another user via the ONARKEN Management Portal. This feature allows customisation of the loan duration outside the standard Loan Rules or provides one-time access to an asset that the user does not typically have permission to borrow.

Prerequisites

Reservations must be enabled on your ONARKEN instance. To check or enable reservations, refer to the How do I enable Reservations? documentation page.

Permissions Required

To reserve an asset for another user, you need:

• Access to the ONARKEN Management Portal.
• The reservations.make permission.
  
  

Steps to Make a Reservation

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

2. Access the reservation tool.

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

3. Start a new reservation.
   Select Make Reservation from the Quick Action menu.
   
   

4. Choose a Smart Locker.
   Select the Smart Locker where the user will collect the reserved asset.
   
   

5. Select an available locker.
   Click on an available locker containing the desired asset. (Available lockers are indicated with a blue background.)
   
   

6. Search for the user.
   Enter the name or ID of the user for whom you are making the reservation.
   
   

7. Set loan duration (optional).

   • By default, the loan duration is determined by the asset’s Loan Rule.
   • To override this, set a custom duration in the Loan Until field.
     
     

8. Set reservation expiry (optional).

   • By default, reservations will auto-cancel based on the system's reservation cancellation rules.
   • To customise this, set a specific Reserve Until time.
     
     

9. Confirm the reservation.
   Click the Make Reservation button to finalise.
   
   

10. Notify the user (optional).
    If the New Reservation email template is enabled, the user will automatically receive a notification. They can then collect the asset by scanning their ID badge or entering the provided one-time code.

You can create a custom digital display to showcase loan availability. This display is a web page that provides real-time availability numbers without requiring users to log in to ONARKEN. It’s designed for use on TV screens or other digital signage to keep users informed at a glance.

Follow these steps to set up a digital display:

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

2. Navigate to the Smart Lockers section.
   From the main navigation menu, select Smart Lockers.
   
   

3. Access the Availability tab.
   Click on the Availability tab to view loaning options.
   
   

4. Generate a digital display.
   Click the Generate Digital Display button.
   
   

5. Choose a display type.
   Select one of the following options:

   • All Lockers: Displays availability for all lockers.
   • All Lockers at a Specific Location: Displays availability for lockers at a selected location.
   • Specific Locker: Displays availability for a particular locker.
     
     

6. Generate the display URL.
   Click Generate to create a unique URL for your digital display.
   
   

7. Copy the URL.
   Use the clipboard button to copy the URL to your clipboard for easy sharing or embedding in digital signage systems.

With these steps completed, you’ll have a digital display ready to share or deploy on TV screens or digital signage, ensuring clear visibility of loan availability.