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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

The loaning workflow inherits some configuration from account level settings (Settings -> Device ID), which determine how device identification is handled during return. Options include manual entry or scanning of device barcodes, and custom prompts for these actions can be configured.

  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 select Next

  3. Configure workflow options

    Options for this workflow include (all disabled by default)

    Configure settings
    Limit loan duration - By (same day) Enable and set an expected return time in the same day, after which time devices are considered overdue.
    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 - Within (hours) Enable and set an expected loan duration in hours, after which the devices are considered overdue.
    Limit loan duration - Within (date range) Set multiple start and end dates to define borrowing windows. Devices can only be borrowed within these ranges, and a device borrowed will be due by the end date of that range.
    Loan access
    Set access schedule Define either a daily or custom weekly schedule governing allowed loan times. After-hours loan returns are always permitted.
    Loan devices
    Loan devices per user Restrict each user's ability to take concurrent loan devices.
    Mark loan device unavailable if returned unplugged

    Bay LED turns amber if device is unplugged or missing, making it unavailable for loaning until addressed.1

    Device condition report
    Require loan device condition reports when returned Query users "Is the device in working condition?" on each return (Yes/No), followed by a selection of issue categories (Hardware, Software, Won't turn on, or Something else). Devices reported damaged will be marked unavailable until admin intervention.
    Include device condition description After category selection, users are prompted to enter more detail.
    Terms and conditions
    Require user T&C agreement for device loans Device users must accept these terms and conditions to receive a loan device.
    Notifications

    Notification content accuracy relies on the timezone configured in Settings - Account

    Details include Workflow, Device ID, User Name, User Email, Due date, Model, Site, Group, and Timestamp.2

    Notify admins when devices are loaned Sends an email notification when a loan has been taken.
    Notify admins when devices are returned Sends an email notification when a device is returned (includes both on-time and overdue returns).
    Notify admins when devices are overdue Sends an email notification when a loaned device becomes overdue.
    Remind users when a loan is due Sends an email reminder to the user both when their device becomes overdue, and approaching the due time (with a configurable offset).2
    Issue alerts
    Alert admins when loan device is returned unplugged

    Sends an email notification when a returned device is not properly connected. The device is marked unavailable and is ineligible for loan until resolved, either from the FUYL Portal or Kiosk.

    Alert admins when loan device reported as damaged

    Sends an email notification when a returned device has reported damage. The device is marked unavailable and is ineligible for loan until resolved, either from the FUYL Portal or Kiosk.

    1 Some caveats apply - see Unplugged Device Detection for more
    2 Notifications times to end users are approximate, and have limited included information (Device ID and Due date & time)

  4. Configure user permission

    User Permission Settings
    Allow users to self-serve at the kiosk

    If disabled, users can only use this workflow (borrow a device) as a part of a linked workflow (see Device Repairs for more)

    This should be disabled if loans are permitted only while submitting a repair.

    Link user groups (optional) Select a subset of user groups that are authorised to use this workflow. Provisioning must be configured for this feature.

  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. The user approaches the FUYL Kiosk and selects Loaning
  2. The user selects Loan a device
  3. The user is prompted to authenticate
  4. If authorised for multiple loan workflows, the user is prompted to select a workflow by name
  5. Once selected (or if only one workflow is available), an appropriate bay will open, the device can be unplugged and used.
  6. The user closes the bay

Returning a device

  1. The user approaches the FUYL Kiosk and selects Loaning
  2. The user selects Return a device
  3. The user enters the device ID or if configured, the user scans the device barcode
  4. An appropriate bay will open for the device to be returned and plugged in
  5. The user closes the bay

Manage devices and sessions in the Loan dashboard

Device administrators can monitor and review loan devices and history in the loan dashboard (loans.svg in the left-hand menu).

Loan devices

The loan devices tab displays a list of all devices currently linked to loan workflows. Administrators can use this tab to verify device status, confirm inventory, and monitor device usage over time. Creating and depositing devices for loan must be performed through the Admin menu of the FUYL Kiosk.

Field Description
Device ID The unique identifier assigned to the device
Workflow The loan workflow this device is associated with
Site The name of the site where the device is stored
Group The locker group (e.g. Library left) where the device is located
Status Whether the device is Available or On loan
Last assigned The name of the last user who borrowed this device
Last seen The most recent time the device was recorded in the system
Actions Delete the device, view recent history, mark device available, open a bay temporarily3, or end device loan4 (if on loan or overdue)

3 Use caution when opening a bay remotely as it must be closed manually. Temporarily opening a bay will not affect the device's status or availability
4 Loans manually ended may still be returned at the locker normally to re-enter circulation

Loan history

The loan history tab displays a full list of all current and historical loans. These can be filtered or exported to help with identifying trends or tracking device history in detail.

Field Description
User The name of the user who borrowed the device
Device ID The unique identifier of the loaned device
Workflow name The workflow associated with the loan
Site The name of the site where the device was loaned
Group The locker group (e.g. Library left) where the device was loaned
Status Whether the device is On loan, Overdue, Returned or Returned late
Start date When the device was loaned out (newest first by default)
Due date If configured, the expected return date
End date When the device was returned to the locker

Unplugged Device Detection

With USB-C Power Delivery, FUYL can detect a connected loan device, streamlining device management by highlighting any unplugged or unreturned devices for quick resolution.

FUYL Compatibility

The following FUYL Smart Lockers support Unplugged Device Detection:

  • FUYL 8 & 23
  • FUYL 5 Pro & 15 Pro (MK3)*

*While some non-pro FUYL products may bear the Pro label, these are not able to detect device presence. See Identify a FUYL Locker for help with identifying your product.

Loan Device Compatibility

Some USB-C charging devices may not accurately report their connection status to the port. It is recommended that administrators test their loan devices before enabling unplugged detection to avoid disruption.

Alerts & Resolution

When a device is returned unplugged, the bay LED turns amber and the device is marked as unavailable for loaning until addressed. If configured, administrators receive a notification with details.

To resolve an unplugged device, from the admin menu on the FUYL Kiosk access View Tower where bays with unplugged devices are clearly marked. Administrators can choose to Open Bay to reconnect the device.

To resolve a device incorrectly recorded as returned, locate the device (FUYL.io can help with identifying the user responsible) and reconnect it in the correct bay.

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