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Device Loaning

Updated

Overview

The Device Loaning Workflow allows authorised users, to access a loan device through the self-serve Kiosk. This workflow is designed to streamline the management of spare devices, ensuring that they are securely stored, charged, and tracked without the need for manual dispensing or logging.

Set up a Device Loaning workflow

  1. Admin Access

    • Browse to the FUYL™ Portal (FUYL.io) and log in with an administrator profile

  2. Create a Device Loaning workflow

    • Navigate to the Workflows tab and select “Create New”

    • Name the new workflow appropriately (e.g., "Substitute Teacher Device Loans")

    • Select “Device loaning” as the Workflow type and click “Next”

  3. Configure workflow options

    Options for this workflow include (all disabled by default)

    Configure Settings
    Limit loan duration - Within (days) Enable and set an expected loan duration in days, after which the devices are considered overdue. Exclude weekend days to ignore Saturdays and Sundays (Friday to Monday is one day).
    Limit loan duration - By (same day) Enable and set an expected return time in the same day, after which time devices are considered overdue.
    Loan devices per user Restrict each user's ability to take concurrent loan devices.
    Notifications
    Overdue loan When a device becomes overdue, a notification will be sent to email addresses specified here

  4. Link user groups (optional)

  5. Confirm workflow

    • Check and confirm the workflow settings.

  6. Assign the workflow to bays

    • Before users can borrow devices, the workflow will need to be assigned via the FUYL Kiosk, and devices deposited to be loaned.

The workflow will appear on the FUYL Workflows dashboard, displaying weekly usage stats, the number of stations in use, and the current number of overdue devices on loan.

Use a Device Loaning workflow

Loaning a device

  1. Users log into the FUYL Kiosk and select “Loaning”

  2. The user selects "Loan a device"

  3. If authorised, available devices will be displayed for selection

  4. Once selected, the appropriate bay will open, the device can be unplugged and used.

  5. The bay is closed.

Returning a device

  1. Users log into the FUYL Kiosk and select “Loaning”

  2. The user selects "Return a device"

  3. The user enters the device ID or if configured, the user scans the device barcode

Administering loan devices

Device administrators can view and administer some aspects of loan devices from the FUYL Portal (FUYL.io), though depositing devices for loan must be performed through the Admin menu of the FUYL Kiosk.

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