Lost devices drain more than budgets. They eat up IT hours, put sensitive data at risk, and leave accountability slipping through the cracks. Many IT teams told us that manual methods like spreadsheets and QR codes simply couldn’t keep up.
That’s where FUYL Smart Lockers by LocknCharge make a difference. They give IT teams secure, self‑service access with the visibility and control manual processes can’t match.
Drawing on insights from our Customer Success team, we’ve compiled the 20 questions IT managers ask most often about FUYL Smart Lockers — along with real‑world examples of how your peers are using them to solve everyday challenges.
Section 1: Accountability and visibility
One of the first challenges IT leaders bring up in conversations with us is accountability. When devices go missing — whether through forgetfulness, misuse, or lack of process — it’s not just hardware that disappears. It’s time, security, and trust.
The questions in this section reflect the most common concerns we hear from organizations that need better visibility into who has what device and when.
1. When did other organisations first realise that not knowing who accessed a device had become a serious problem?
For many teams, the issue surfaced as soon as they started distributing devices without a clear system. With no lockers or audit trail, loaner laptops often vanished. Spreadsheets and QR codes were tried, but they relied on busy staff to remember to update them — and most didn’t.
In one case, a team started with a full pool of loaners. Weeks later, only three remained, and no one could confirm where the rest had gone.
2. Was there a particular incident at other companies that made the issue of untracked devices impossible to ignore?
Yes. Many organisations described a tipping point when loaner devices simply stopped coming back. One IT manager recalled a pool of dozens of laptops dropping to only a handful, with no reliable record of who had them.
Others reported that after new program rollouts, devices disappeared almost immediately because no system was in place to track check‑outs.
3. What was the “moment of truth” that triggered the search for a smart charging locker?
Often, the breaking point came when IT leaders prepared to expand a loaner program. They realised that continuing to hand out equipment without reliable oversight would quickly spiral into device loss and program breakdown.
As several managers put it, they needed a way to answer the question: “Who has what, and when is it coming back?”
4. Can we assign lockers or bays to specific users and track who accesses them?
Yes. With FUYL Smart Lockers, IT teams can:
- Assign a bay to a specific person
- Automatically record access history
- Confirm timely returns with a reliable reporting functionality built-in
While FUYL doesn’t track the device itself, knowing exactly who accessed a bay and when closes the accountability gap that manual systems leave wide open.
5. Can we track who took what device and when, and generate reports?
Absolutely. Every access is logged and tied to the individual who opened the locker. Over time, this builds a clear, searchable record of device activity. Instead of scrambling each time a device goes missing, IT has immediate visibility into who had it last.
Section 2: Daily impact and costs
Lost or untracked devices don’t just strain budgets — they drain IT time, disrupt workflows, and expose organisations to security risks. Here’s how other teams described the daily impact.
6. What does a typical day look like when devices go missing or aren’t returned properly?
The word IT managers used most often was “exhausting.” Instead of focusing on core responsibilities, staff spent hours retracing steps, calling employees, and searching offices to track down devices.
In some organisations, skilled IT professionals were stationed at help desks primarily to check devices in and out. According to customers we spoke with, that meant losing 4–8 hours per week to tasks far below their expertise.
7. Who usually gets involved in tracking missing devices, and how much time does it take?
The responsibility almost always falls to IT. Skilled support staff often end up acting as detectives — chasing down devices instead of focusing on critical systems. In many workplaces, a single missing laptop can trigger a chain of emails, phone calls, and manual checks.
In larger organisations, multiple team members are sometimes pulled away from their regular duties just to locate one device.
8. What are the downstream impacts if devices remain unreturned — beyond the hardware cost?
The risk went well beyond losing a laptop. IT leaders often cited the sensitive data left on unreturned devices — from company records to confidential project files — that could easily fall into the wrong hands. In some cases, a subordinate could access a manager’s device, gaining entry to information they should never see
In addition, productivity took a hit. Employees left without working devices lost hours — sometimes days — waiting for replacements, while IT scrambled to close the gaps.
9. Can users drop off a broken device and simultaneously receive a loaner?
Yes. Many organisations view this as essential, since employees often need a replacement immediately to stay productive. Without a system like FUYL, the process can be slow — relying on manual check‑ins or IT staff intervention.
With FUYL Smart Lockers, staff can drop off a broken device and instantly access a working loaner. Every handoff is automatically tracked, so IT maintains full visibility and control.
10. Can we set loan durations (e.g., 24 hours) and send automated reminders if not returned?
Yes — and many IT teams called this a game changer. Before FUYL, the only way to spot overdue devices was by manually cross‑checking spreadsheets, so loaners often sat unreturned for days or even weeks.
With FUYL Smart Lockers, IT can configure loan durations and send automated reminders when deadlines are missed.
Ready to see how it works?
If your team is spending hours chasing down missing devices — or if you’re planning a loaner program and want to avoid those pitfalls altogether — a 20‑minute demo can show you exactly how FUYL Smart Lockers solve these challenges.
Section 3: Emotional and team experience
The impact of poor device tracking isn’t only measured in lost hours or dollars — it weighs heavily on IT teams and staff morale.
Here’s what your peers told us about the human side of the challenge.
11. Do IT managers express emotional frustration about device management?
Yes. Many told us their biggest frustration was the amount of time spent on low‑value tasks. Instead of solving complex technical issues or advancing strategy, they were chasing laptops and logging serial numbers into spreadsheets.
One manager explained that their role felt more like “device police” than an IT strategist.
12. What emotions do customers share when they learn lockers exist to solve this problem?
The response was often immediate relief — and, in some cases, genuine excitement. Many described finally feeling free from the endless loop of follow‑ups and detective work.
As one customer put it, learning about FUYL felt like “taking a huge weight off their shoulders.”
13. How do staff feel about shifting to using smart lockers?
At first, some staff expressed concern that managing lockers might add work. Questions like “Do I have to load these devices?” or “Will I still need to check them every day?” came up often.
But once teams saw how simple the system was — with features like opening all bays at once for quick checks or managing everything remotely from the FUYL Portal — their hesitation faded. Most realised these small tasks were things they already had to do anyway. With FUYL, they could complete them faster and with far less stress.
14. How would smarter device tracking impact workflow, accountability, and team morale?
IT managers reported reduced stress, stronger accountability, and improved morale once reliable tracking was in place.
Instead of spending hours chasing missing laptops, teams could focus on higher‑value initiatives. And with clear visibility into who had which device, finger‑pointing and confusion dropped significantly. Many described the shift as freeing them from “constant firefighting” and allowing them to return to the work they were hired to do.
15. Can we assign different workflows to different bays (e.g., loaner vs. deployments)?
Yes — and this flexibility matters. Some organisations wanted bays dedicated to on-demand charging; others needed rapid‑issue setups for urgent replacements of broken devices.
FUYL Smart Lockers can support both approaches, giving IT the ability to customise workflows based on their needs.
Section 4: Workflow flexibility and deployment
Every organisation runs device programs differently. Some need temporary loaners, others require permanent deployments — and many juggle both. The IT leaders we spoke with said flexibility was critical, and FUYL Smart Lockers were built to adapt.
16. Can we use the same locker for both temporary loans and permanent deployments?
Yes. Many IT teams told us they didn’t want to manage separate systems for different needs. With FUYL Smart Lockers, a single station — such as a 23‑bay unit — can be configured so each bay supports a different workflow.
For example, one locker might be set up like this:
- 3 bays for device drop‑offs needing repair
- 5 bays serving as rapid loaner stations for forgotten or broken equipment
- 5 bays for on‑demand charging to keep daily use devices ready
- 5 bays for long‑term storage and deployments of assigned devices
- …and the remaining bays adjusted as your needs evolve
This bay‑level flexibility means IT can consolidate multiple workflows into one locker station, simplifying device management while maintaining full accountability.
17. What’s the difference between the Classic and Enhanced software platforms?
Customers who had tried other locker systems often shared their frustration: assigning bays per person was either impossible or too complicated.
With FUYL Classic, IT could assign groups of people to a set of bays, which worked in many cases. But some wanted tighter controls — such as restricting one bay to one user.
That’s where FUYL Enhanced made the difference. Enhanced allows for more advanced workflows, tracking at the device level, and detailed reporting through the FYUL Portal. Many customers described it as the solution that finally addressed the gaps they’d experienced with competitor products.
18. How do organisations decide whether to track the asset, the user, or both?
Our Customer Success team heard two common approaches:
- User‑based tracking: Assigning specific bays to individuals, so IT always knows exactly who accessed a locker.
- Asset‑based tracking: Monitoring devices regardless of bay, so IT can see which device was taken, when, and by whom.
Some organisations started with user‑based tracking for simplicity, while others opted for asset‑based tracking to better manage larger device pools. In practice, the decision came down to whether accountability for who accessed the locker or which device was more critical for their environment.
Section 5: Executive and ROI lens
While IT teams feel the daily frustration of lost and untracked devices, the impact quickly escalates to the executive level. Leaders want to understand not just the operational fixes, but the business value of implementing FUYL Smart Lockers.
19. If you had to explain this problem to your CFO in one sentence, what would you say?
IT managers told us they frame it like this: “We’re spending significant time and money replacing lost devices — and without proper tracking, the risk of data loss and downtime keeps growing.”
This simple statement connects the dots between lost assets, wasted IT hours, and the broader business risks leaders care about.
20. How can IT managers frame ROI in a way that resonates with executives — and why does this matter to the CFO?
In conversations with their peers, IT leaders shared three ROI points that resonated most with CFOs:
- Reduced downtime: Employees who break or lose a laptop can be back to work in minutes, not hours or days.
- Optimised IT time: FUYL removes hours of manual device tracking and handoffs, freeing IT staff to focus on strategic projects.
- Lower replacement costs: By knowing exactly who has what device — and when it’s due back — organisations reduce shrinkage and protect sensitive data.
As several IT leaders shared, the real ROI wasn’t just about saving hardware — it was about keeping employees productive and IT focused where it matters most.
Conclusion
From preventing costly losses to strengthening accountability and easing the burden on IT, FUYL Smart Lockers address the challenges IT leaders told us they face most often.
The stories and insights shared here come from hundreds of your peers — teams that wanted to stop chasing devices and start focusing on what really matters.
See FUYL Smart Lockers in action
If you’d like to see how FUYL can reduce downtime, cut device losses, and save IT hours each week, let’s connect.