Introducing Device Replacements: A NEW FUYL Smart Locker Workflow

Based on PC Locs customer insights, the average IT Manager is responsible for 20–60 schools. 

Now picture this: in one of those schools, a student’s device breaks. Then another. What if it’s ten devices a day — at every school? The hours spent driving between campuses, collecting broken devices, and handing out replacements quickly add up. 

Meanwhile, every minute a student is without a device is a minute of learning lost. For schools managing hundreds — or even thousands — of student devices, replacements can become a logistical nightmare. 

That’s why PC Locs is introducing a brand-new FUYL Smart Locker workflow: Device Replacements. 

Device replacements: What it is 

Device Replacements is a new workflow in the FUYL Smart Locker System that merges repairs and deployments into a single, automated transaction. The result is a faster, simpler way to keep students learning with minimal interruption, while reducing the administrative load for staff. 

The FUYL Smart Locker System already supports a growing set of workflows designed around how schools actually manage devices. From charging and loaning to repairs and deployments — and now device replacements — FUYL workflows give districts the flexibility to adapt as their needs evolve. 

Today, schools can take advantage of: 

1. Charging – provide secure charging access for devices. 
2. Loaning – issue devices temporarily, with automated return controls. 
3. Repairs – streamline drop-off and tracking of devices needing repair. 
4. Deployments – assign and distribute devices efficiently. 
5. Device Replacements – log a repair and deploy a replacement in one seamless process.

And as school requirements change, FUYL workflows will continue to evolve — offering even greater flexibility over time.

The challenge with manual device swaps 

Students can be hard on their devices. PC Locs customer insights reveal that middle school students tend to be especially creative and proactive in the ways they damage them. And according to our recent White Paper, over 60% of districts in the U.S. report managing up to 10 broken devices every week. 

Regardless of how often breakage happens, one thing is clear: every broken device takes a student out of the learning process. 

And the responsibility for managing those breakages typically falls on educators, librarians, and IT staff, who are left to juggle a long list of manual tasks: 

• Collecting broken devices from students and stacking them for later pickup. 

• Handing out replacement devices so students can return to class quickly. 

• Recording asset IDs or serial numbers of each replacement — often by hand. 

• Creating or updating IT tickets to track the repair request. 

• Managing piles of devices waiting for repair and tracking them through the cycle. 

• Trying to maintain the right number of spare devices at each site, despite constant turnover. 

These manual steps not only consume hours each week but also leave room for errors.  

A mistyped serial number or a missed ticket can create serious tracking issues across the district, making it impossible for IT to track who is assigned to the device. 

The solution: Device replacements 

The FUYL Smart Locker System with Device Replacements gives schools a new way to handle device breakage: 

• For students: A self-service process that lets them seamlessly swap a broken device for a replacement. This means less downtime and a quick return to learning. 

• For IT administrators: Remote management and monitoring of spare swaps through the FUYL Portal. The system provides visibility over available spares, automates ticket creation for repairs, and ensures accurate tracking of device assignments — without the need for manual logs or spreadsheets. 

You can think of it as an on-site  concierge for devices: when a student checks in a broken unit, they can immediately walk away with a working one. Meanwhile, the back-end handles all the complexity — logging the repair, managing spares, and keeping the district’s records accurate. 

How device replacements works 

The Device Replacements workflow links two existing FUYL workflows — Repairs and Deployments — into one seamless experience.

1. Admin setup in the FUYL Portal

1. Create a Deployment workflow. 
2. Create a Repairs workflow. 
3. In the Repairs workflow, toggle on “Link workflow” and select the Deployment workflow to pair them.
4. Save. The Portal will show a link icon on the workflow tile, indicating the connection.

This setup enables one smooth transaction: logging a repair while also deploying a replacement. The Repairs workflow records the broken device and creates a ticket for the IT team, while the Deployment workflow assigns the new device to a student and updates spare inventory. 

Best part? IT teams can monitor everything remotely via the FUYL Portal.

2. Student experience at the FUYL Kiosk

Here’s what happens when a student approaches the kiosk with a broken device: 

1. They begin the Repairs workflow – log in, select the reason for repair, and place the device in a locker bay. 
2. Immediately after, the kiosk asks: “Do you want a new device?” 
3. If the student taps Yes, the system continues seamlessly into the Deployment workflow. A new bay opens, and the student collects a replacement device. 
4. The replacement is recorded as a standard deployment, with all asset details tracked automatically. 

See the combined workflow in action: 

If a student taps No when asked if they want a new device, they still have up to 24 hours to collect one later. All they need to do is return to the kiosk, tap New Device, and the Deployment workflow begins.

Key benefits for schools 

Here’s how Device Replacements makes device management easier for schools and IT teams: 

• Keep learning on track – Students can swap a broken device for a ready-to-use replacement in minutes through a guided FUYL Smart Locker interaction. 

• Automate every step – The FUYL Portal automatically captures asset IDs, logs new device assignments, and creates repair tickets without human intervention. 

• Stay in control from anywhere – IT Administrators can track stock levels, manage swaps, and monitor device status across all locations directly from the FUYL Portal. 

• Link repair and deployment – The system collects the broken device, logs repair details, and deploys a replacement in one smooth, seamless transaction. 

• Cut excess travel and inventory – Centralised visibility enables IT teams to reduce unnecessary site visits and maintain the right number of spares at each location — whether it is just one school or fifty. 

• Deliver a consistent experience – Whether a student collects a replacement immediately or returns within 24 hours, the process remains clear, fast, and intuitive. 

Want to see how FUYL Smart Lockers can transform your device management strategy? 

Contact us today to schedule a demo.