Overview
The Break/Fix workflow is designed so that users can drop off broken devices securely, and admins can later collect these devices, troubleshoot them, and return them efficiently. This workflow simplifies device repair logistics, reduces downtime, and enhances user convenience without relying on manual intervention.
Set up a Device Repairs workflow
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Admin Access
- Browse to the FUYL™ Portal (FUYL.io) and log in with an administrator profile.
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Create a Device Repairs workflow
- Navigate to the Workflows tab and select “Create New.”
- Name the new workflow appropriately (e.g., “Staff Laptop Repairs”).
- Select “Device Repairs” as the Workflow type and click “Next.”
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Configure workflow options
Options for this workflow include (and are all enabled by default):
Configure Settings Require device ID The user is required to enter a device ID. Require repair reports The user is required to enter information regarding the repair request. Repair Reports Include "other" repair options The user is allowed to select “Something else” as a repair option when prompted. Include issue description The user is prompted to describe the issue the device is facing. Notifications Repair dropped off The email addresses included here will be notified when a device is dropped off. Multiple emails can be added by pressing return. Notify user when ready for pickup The user will be notified by email when a device administrator has dropped off their repaired device. -
Link user groups (optional)
- Select a subset of user groups authorised to use this workflow. Provisioning must be configured for this feature.
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Confirm workflow
- Check and confirm the workflow settings.
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Assign the workflow to bays
- Before users can opt to deposit devices, the workflow must be assigned via the FUYL Kiosk.
The workflow will appear on the FUYL Workflows dashboard, displaying weekly usage stats, the number of stations in use, and how many devices are waiting for collection.
Use a Device Repairs workflow
Device Drop-Off (User flow)
- The user selects "Repairs."
- The user selects "Drop off a repair."
- The user authenticates.
- The user is prompted to select an issue from the following:
- Broken Screen
- Won’t turn on
- Broken Keyboard
- Something else (if “Other repair options” is configured)
- If configured, the user is prompted to describe the issue.
- If configured, the user is prompted to enter or scan the device ID.
- An appropriate bay will open, and they can place the device inside for IT Admin collection.
- If notifications are configured, emails will be sent once the bay is closed with all details entered by the user, including their email and name if available.
Device Collection (Admin flow)
- Admins log into the FUYL Kiosk and select “Collect repairs.”
- A list of devices marked for repair appears, showing the Bay #, user’s name, and the Device ID.
- The Admin unlocks and collects devices from necessary bays.
- The locker bays are marked with green checks once the device is collected.
Device Drop off (Admin flow)
- Admins log into the FUYL Kiosk and select “Drop off repairs.”
- A list of bays with a Device Repairs workflow appears, showing the Bay #, user’s name, and a Device ID input field.
- The Admin selects users' names and scans or enters the device's ID.
- The Admin unlocks bays, inserts the device for drop off, and closes the bay.
- The locker bays are marked with green checks once the device is ready for collection.
- The Admin selects "Finish." If configured, users are alerted via email that their device is ready for collection.
Device Collection (User flow)
- The user selects "Repairs."
- The user selects "Pick up a repair."
- The user authenticates.
- If a device is ready for collection, the appropriate bay will open for access.
- Once closed, the bay becomes available again.
Monitor and review in the Repairs dashboard
Device administrators can check on the current and historical status' of repairs in the Repairs dashboard, accessible by selecting the Repairs icon (🔧) on the left of the FUYL Portal.
The Repairs dashboard is presented in two views;
Broken devices
The Broken devices view displays devices that have either been dropped off by an end user and awaiting collection, or have been collected and awaiting repair. The table includes the following details:
Field | Details |
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Device ID | The device ID as provided by the user at drop-off |
Workflow | The name of the workflow engaged at drop-off (eg. "Chromebook Repairs") |
Site | The name of the site to which this Smart Locker belongs |
Group | The name of the specific Smart Locker Group |
Dropped off by | The name of the user that's dropped the device off |
Status | Pending pickup / Picked up |
Repair reason & description | The reason and description as submitted by the user |
Drop off time | The time the user dropped the device off |
Collected by | If collected, the name of the FUYL administrator responsible |
Collection time | If collected, the time that it was collected |
Repaired devices
The Repaired devices view displays devices that have been repaired and deposited in the Smart Locker for collection or devices that have been collected by the end user. The table includes the following details:
Field | Details |
---|---|
Device ID | The device ID as provided by the admin when dropped off |
Workflow | The name of the workflow used at user drop-off (e.g., "Chromebook Repairs") |
Site | The name of the site to which this Smart Locker belongs |
Group | The name of the specific Smart Locker Group |
Dropped off by | The name of the FUYL administrator who dropped off the device |
Status | Collected / Ready for Pickup |
Drop off time | The time the FUYL administrator dropped off the device |
Picked up by | If collected, the name of the user who picked up the device |
Pickup time | If collected, the time it was picked up |