Introducing Single Use Workflow for One-Time Device Handoffs

Not every device handoff fits neatly into a regular workflow.

Sometimes IT needs to collect a device from a user who’s leaving the organisation. Sometimes a staff member needs to pick up a replacement charger, a loaner device, or another peripheral. Sometimes a device needs to come back for an upgrade, repair, or refresh — but no one from IT is available to stand at the desk and receive it.

These small, one-off exchanges can create a surprising amount of coordination. A user needs to find the right person. An IT admin needs to be physically present. Or, in the worst case, a device gets left on a desk, counter, or other unsecured handoff point. That creates more work for IT and less visibility into where the item is, who handled it, and whether the handoff is complete.

That’s why we’re introducing Single Use Workflow for FUYL Smart Locker Systems.

Single Use Workflow gives admins a secure, trackable way to manage one-time pick-ups and drop-offs through a FUYL Smart Locker — without needing IT staff to be present for every exchange.

What is Single Use Workflow?

Single Use Workflow lets admins create one-time tasks that authorise a specific user to either collect or drop off an item through a FUYL Smart Locker.

It’s designed for the handoffs that don’t need to become an ongoing workflow, such as:

• Returning a device when someone leaves the organisation
• Collecting devices for upgrades or refreshes
• Handing over a replacement device
• Exchanging peripherals, chargers, accessories, or other assigned items
• Managing one-off requests that need a clearer record of who was assigned to the task and whether it was completed

Instead of relying on hallway handoffs, desk drop-offs, or back-and-forth messages, IT can assign the task, choose the user, add item details, and track the handoff from the FUYL Portal.

It’s a simple idea: give every one-time exchange a proper place to happen.

How it works

Admins can create a Single Use Workflow in the FUYL Portal and configure whether the workflow supports pick-ups, drop-offs, or both. They can also choose whether admins should receive notifications when user pick-ups or drop-offs are completed.

Once the workflow is created, it appears on the workflow dashboard, where admins can see weekly usage, stations, and pending tasks.

From there, admins can create individual single-use tasks for specific users.

For each task, admins can:

• Select the workflow
• Choose the task type: pick-up or drop-off
• Assign the task to a site group or group
• Select the specific user
• Add a description of the item
• Leave the task open to any FUYL Smart Locker, or limit it to a specific site or group

If no site or group is selected, the assigned user can complete the pick-up or drop-off at any available FUYL Smart Locker.

Pick-ups: Secure collection without the chase

For pick-up tasks, IT can assign a user to collect a specific item from a FUYL Smart Locker.

The task moves through clear statuses so admins can see exactly where it stands:

• Ready to load: The item needs to be loaded by an admin.
• Pending pick-up: The item is ready and waiting for the assigned user.
• Completed: The assigned user has collected the item.

This is useful when IT needs to hand over a replacement device, charger, peripheral, accessory, or other assigned item without finding the person in another building, classroom, office, or site.

The user simply goes to the FUYL Kiosk, selects the One time use tile, and follows the prompts to collect the assigned item.

Drop-offs: A safer place for returns

For drop-off tasks, IT can assign a user to return an item through the FUYL Smart Locker.

Drop-off tasks also use clear statuses:

• Pending drop-off: The assigned user still needs to return the item.
• Ready to collect: The item has been placed in the locker and is ready for IT to collect.
• Completed: The item has been collected by an admin.

This gives users a secure place to return devices and accessories, even when IT is out supporting another location, responding to tickets, or working away from the office.

It also helps reduce the risk of items being left unattended on a desk or counter — a small change that can make a big difference when you’re managing valuable devices across a busy organisation.

A dedicated dashboard for one-time tasks

Single Use Workflow also includes a dedicated task dashboard in the FUYL Portal.

Admins can view pick-up and drop-off tasks in separate tabs, with key details such as:

• Assigned user
• Workflow
• Smart Locker location
• Site or group
• Task status
• Item description
• Relevant timing details, such as when an item was loaded or collected

Admins can also search, filter, export, and withdraw single-use tasks from the Portal.

That means every ad hoc exchange has a clearer record. IT can see what’s pending, what’s complete, and what still needs attention — without piecing the story together from emails, messages, or memory.

Why it matters

Single Use Workflow is built for the reality of modern IT work: not everything happens on a neat schedule, at a single desk, or during a convenient window.

• For K–12 schools, it can help IT teams collect student devices for upgrades, hand over replacement equipment, or manage end-of-year returns with less hallway chasing and fewer unsecured drop-offs.

• For higher education, it gives campus IT teams a more controlled way to manage device returns, upgrade collections, and replacement handovers across departments, service points, residences, or distributed locations.

• For workplaces, it supports moments like employee offboarding, device returns, upgrade collections, peripheral exchanges, and replacement handovers — especially when teams are hybrid, distributed, or not always available at the same time.

Across every environment, the value is the same: fewer manual handoffs, more visibility, and a secure place for one-time device exchanges to happen.

Built for ad hoc workflows

Single Use Workflow is intentionally designed for one-time pick-ups and drop-offs. It’s ideal when an admin already knows who needs to collect or return an item and wants to authorise that specific exchange.

It’s not intended for scenarios where IT wants to store unassigned devices in the locker first and assign them to users later. In this workflow, the user is assigned to the task before the item is loaded into the FUYL Smart Locker.

That structure keeps each handoff intentional, controlled, and easier to track.

In short

Single Use Workflow helps IT teams manage the one-off device handoffs that used to depend on timing, availability, and a bit of luck.

Now, admins can create a task, assign it to a user, track its status, and let the FUYL Smart Locker handle the handoff.

It’s a more secure, visible, and practical way to manage ad hoc pick-ups and drop-offs — and one more way FUYL makes everyday device management easier.