Create a Device Deployment Workflow

1. Admin Access

   • Log into the FUYL Portal (FUYL.io) with an administrator profile.

2. Create a Device deployment workflow

   • Navigate to the Workflows tab and select "Create New".
   • Choose an appropriate name for the workflow (e.g. "Admin device deployment").
   • Select "Device deployment" as the Workflow type and select "Next".

3. Configure workflow options

   Options for this workflow include:

   Configure Settings
   Low devices threshold per group (%)	When available devices are lower than this threshold, the stock level status will be set to low (which may trigger a notification)
   Notifications
   Notification content accuracy relies on the timezone configured in Settings - Account
   Notify admins when devices are deployed	An email detailing the deployment will be sent to the addresses configured. Details include Workflow, User, Device ID, Model, Serial, Site, Group, and Timestamp.
   Notify admins when device level is low	An email alert including Site, Group, Workflow, Available devices, and Assigned bays will be sent to addresses configured if a Group's Available devices falls short of the low devices threshold (e.g. at 15%, when 2 available devices remain from 15 bays).

4. Configure user permissions

   • Choose whether users can self-serve at the kiosk. If enabled, groups configured below will be allowed to self-serve a new device without a pre-authorised deployment. If disabled, administrators can "Deploy device" (see below) to allow a one-time deployment to a specific user.
   • Optionally restrict workflow access to specific user groups (requires provisioning).

5. Confirm and assign

   • Review your settings, then assign the workflow to the appropriate stations at their Kiosks.

Adding Devices to Inventory

Devices can be added to the FUYL inventory before they are deployed, either with a simple ID at the Kiosk or with more detail via CSV import.

At the Kiosk

1. Access the Admin menu on the FUYL Kiosk.
2. Select "View a tower".
3. Find or assign a Deployment workflow to the required bays.
4. In each, scan or enter Device IDs for each device.
5. Unlock and deposit devices in their respective bays.
6. Select "Save" to confirm the inventory and bay update.

Note: This method does not allow for Model/Serial number specification.

CSV Import

Download the CSV Template or prepare a CSV file with the following headers:

Device ID,Workflow name,Model,Serial number

• Device ID: Required. Will be used to track the deployment.
• Workflow name: Required. Must match an existing workflow name.
• Model: Optional. Useful when reviewing deployments or tracking specific inventory.
• Serial number: Optional. Useful for alternative inventory tracking.

Note: All headers are mandatory, though Model/Serial are optional per device.

Administering Deployments

Self Service

If you have enabled self-service for this workflow, any users authorised (all by default) to use the workflow will be able to self-serve devices.

Admin-Initiated Deployment

If self service is disabled, an administrator must create a deployment from the FUYL Portal before users are authorised to collect a device.

1. Navigate to the Deployments () tab in the FUYL Portal.
2. Select "Deploy device".
3. Select a deployment workflow, user name, and optionally, a specific site or group at which the user can collect their device.
4. Select "Deploy", then review and confirm the deployment.

User flow

The user flow is identical for both Self-Service and Admin-Initiated deployments.

1. The user approaches the Kiosk and selects "New device"
2. The user authenticates (SSO or Login ID as configured)
3. If authorised, a corresponding bay opens and the user collects their new device before closing the bay. The longest available devices are prioritised to ensure level and rotation.
4. The device and deployment statuses are updated in the admin dashboard, and any configured notifications are delivered.

Track Deployments

Device deployments can be reviewed at any time in the Deployments dashboard, accessible from the left navigation panel.

Deployments View

Administrators can view, filter, search, and export deployment records here. Deployments in "Pending pickup" status can also be withdrawn should changes need to be made.

Station Groups View

The Station Groups tab allows administrators to monitor workflows and stock levels of deployment options across all sites and groups. This view gives visibility into which workflows are active, and how many devices and bays are currently assigned.

Inventory View

Shows all devices not yet deployed.