Self-service Locker (reservations)

Trail’s reservation feature makes it easy to reserve items and track their returns. When combined with a self-service locker, you get a solution that allows items to be picked up and returned anytime – without staff needing to be present.

The locker is part of Trail’s additional services.

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In this guide, we explain following topics:

  1. How to reserve an item
  2. Picking up the item
  3. Returning the item
  4. Using the Self-Service Locker when accept reservation setting is used

How to reserve an item?

  1. Trail's item list allows to easily search for needed items.
  2. Open Items – All items
  3. Search for the item you need for example by location, or the item.
  4. The Location column shows from which locker the item can be found
  5. Select the item (or items) by clicking its checkbox

  1. Click Add to reservation
    1. You can either create a new reservation or add it to an existing reservation plan

  1. When creating a new reservation, enter at least a title and the start and end times
  2. Click Add or Create reservation
  3. You can add items from one or several lockers to a reservation.

Picking up the item:

  1. Go to the self-service locker.
  2. Enter the reservation's Box code on the locker’s screen. The code can be found from reservation's details in Trail's browser version.
  3. If the reservation includes multiple items from different lockers, the same PIN will open all the correct lockers.
  4. Take out the item and close the locker
  5. The reservation is updated automatically, and the item will appear as reserved.

Returning the item:

  1. Enter the same Box code on the locker’s screen
  2. Return the item to the locker and close the door
  3. Trail marks the reservation as returned

Using the Self-Service Locker (when accept reservation setting is used)

  1. Reserver – Create a reservation plan as usual:
    1. Open Items – All items.
    2. Search for the item you need using the location or item's name.
    3. Select one or more items by clicking the checkbox.
    4. Click “Add to reservation.”
      • If this option is not visible, please contact Trail Support (support@trail.fi).

    1. You can create a new reservation or add the item to an existing reservation plan.
    2. Click Add or Create reservation.
    3. Equipment can be added to the reservation from one or multiple lockers.

2. Responsible user – Prepares and transfers the reserved items into the locker.

    • Items can be stored permanently in the self-service locker.
    • If there are items that should not be stored in the locker permanently, they can be moved into the locker at this stage.
    • Remember! In Trail, the item's location must be changed from an empty locker to the correct one.
    • If desired, the responsible user can notify the reserver that the items are ready for pickup with a Box code.

3. Responsible user – Approves or rejects the reservation

    • The responsible user must have Editor access to reservations to do this.

4. Reserver – Picks up and returns the items using the Box code

    • The reserver uses the reservation’s Box code to collect and return the items.
    • The Box code can be found in the reservation details.

⭐ Trail tips:

  • Need more guidance on creating a reservation? You can find the step-by-step guide here: Creating a new reservation
  • Plan your reservation in advance – this way you ensure you get the item you need exactly when you need it.
  • Location-based reservations – If your organization uses location-based reservations, you can also plan items directly from the reservation’s own view. Learn more: Location-based reservations.