Self-service Locker (admin user guide)

Overview of the Self-service Locker

• Locker structure: The locker is created in Trail as a location, and each individual locker as its sub-locations.
• Placing items: Items are placed permanently in lockers. This way you do not need to place them there every time separately.
• Reservations: Items in the locker are reserved using Trail’s reservation functionality: Self-service locker
• Box code: After activation, the box code will be visible in the reservation details in Trail’s web version. Please note that the code is automatically generated in advance for all reservations.
• Box code rights: Reserver and users with Editor rights to reservation can see the code from reservation's details.

Once the locker is in use, linking the lockers with Trail requires a few basic steps. Go through the steps one by one.

Create a location for the locker

1. Open Admin – Locations
2. Click New location
3. Create a location for the locker that shows where it is found.
   • Example: Self-service locker – Main building
4. Click Save
5. Next, create sub-locations for the locker. These are the individual lockers.
6. Click New location
7. Fill in at least the following:
   • Name: Locker 1 (for others, Locker 2, Locker 3, etc.)
   • Locker ID: The locker’s ID (you receive this when the locker is set up)
   • Master code: A code that opens the locker without a reservation. This can be left empty, as Trail will generate a code automatically. You can also add your own code if you wish.
   • Parent location: Select the locker you just created.

6. Finally, click Create at the bottom of the form.
7. Create the rest of the lockers the same way.

Adding items to a locker

To help users, it is recommended to place only one item per locker (for example, a laptop with its charger). This way the user finds the right item easily.

When an item is placed in a locker, its location must be updated in the system:

1. Open Items – All items
2. Search for the item by name or unique ID
3. Click the name to open its' item card
4. Click Edit
5. In the Location field, update the location to the correct locker

6. Click Save to confirm the change

Opening the locker without a reservation

If a locker needs to be opened without a reservation, e.g., for item's maintenance, admin users can find the code in the location details:

1. Open Admin – Locations
2. Find and open the locker's details in edit mode
3. The PIN code can be found under Master Code
4. Enter the code on the locker's screen to open it

Ensuring users know how to reserve and return items

1. Instructions for making a reservation and returning an item can be found here: Self-service locker

2. If a reservation includes items from different lockers, ensure users know how to return items to the correct lockers.

   For example, you can:

• Add correct locker's info to item
• Add a list of locker's content inside or outside the locker.
• Check location from item's item card.