What are Smart Lockers?
Smart lockers are secure, connected storage systems that combine intelligent locker hardware with cloud-based management software. They replace traditional keys, paper records and staff-managed handovers with automated, self-service workflows that provide greater security, visibility and operational control.
Users access smart lockers through authenticated digital credentials such as PINs, QR codes, barcodes, RFID cards, mobile applications, Apple Wallet or Google Wallet. The system controls who can access each compartment, when access is permitted and how items are deposited, issued, returned or collected.
Every interaction is recorded automatically. Deposit, collection, authentication and administrative events create a timestamped digital audit trail, establishing a clear chain of custody for every item. Administrators can remotely manage permissions, allocate compartments, monitor occupancy, identify overdue items and review activity across one or multiple locations.
Organisations use smart lockers to automate workplace storage, parcel delivery, IT asset allocation, luggage storage, click and collect, equipment rental and venue bag storage. They can integrate with workplace booking systems, HR platforms, access control, visitor management, courier software and other enterprise applications to create connected operational workflows.
By replacing reception-managed storage, manual cloakrooms, parcel rooms and spreadsheet-based asset processes, smart lockers reduce repetitive staff handling, prevent unrecorded handovers, shorten queues and provide secure 24/7 self-service access.
Smart locker systems can be configured for workplaces, hotels, hostels, retail, healthcare, education, logistics, residential developments, stadiums, arenas and visitor attractions. Deployments can scale from a single locker bank to thousands of connected compartments managed centrally across multiple sites.
The result is secure digital infrastructure that reduces operating costs, improves accountability and enables organisations to manage physical items with the same control and visibility expected from modern digital systems.
Smart Locker Applications
Organisations use smart lockers to automate secure storage and physical handovers across multiple operational applications. Workplace lockers provide flexible employee storage for hybrid offices, while parcel lockers enable couriers to deposit deliveries for secure self-service collection. Asset lockers control the issue and return of laptops, tools and shared equipment, creating clear accountability for every item. In hotels and hostels, luggage lockers replace reception-managed bag storage with convenient 24/7 access. Retail lockers automate click-and-collect and returns, while event and venue lockers provide high-volume visitor bag storage that reduces cloakroom queues and staffing pressure. Across every application, the same smart locker platform provides authenticated access, automated workflows, centralised management and a complete digital audit trail.
What Is the Vflex Smart Locker System?
Vflex is an enterprise smart locker platform combining secure hardware, cloud-based locker management software, and configurable workflows within a single scalable system.
Unlike traditional lockers, Vflex operates as an automated locker system, allowing organisations to define:
Who can access lockers
When lockers can be accessed
How items are issued or returned
What data is recorded during each interaction
Every interaction is logged, controlled, and visible centrally.
12 Smart Locker Access Methods
- Vflex smart lockers support a wide range of digital access methods, allowing organisations to match locker access to their users, security requirements and existing technology. Different credentials can be used across permanent employees, visitors, customers, contractors and temporary users.
- PIN code – Users enter a unique or temporary code at the locker terminal.
- QR code – A secure QR credential is scanned to open an allocated compartment.
- Barcode – Collection references, tickets or product labels can authorise locker access.
- RFID card – Employees access lockers using an existing workplace identification card.
- NFC credential – Users tap a compatible card, device or credential against the reader.
- Mobile application – A dedicated or integrated app enables users to reserve, open and release lockers.
- Apple Wallet – Locker credentials can be stored and presented through Apple Wallet.
- Google Wallet – Android users can access lockers using a credential held in Google Wallet.
- Workplace access card – Existing building-access credentials can provide a consistent experience across doors, desks and lockers.
- Email credential – Users receive a secure access link, code or QR credential by email.
- SMS credential – A one-time code or access link can be sent directly to the user’s mobile phone.
- Contactless payment – Payment authorises access for revenue-generating applications such as luggage, venue, leisure and rental lockers.
- Access permissions can be configured by user, role, location, locker, workflow or time period. This enables one smart locker system to support permanent users, occasional visitors and paid public access while maintaining a complete digital record of every interaction.
Discover the Power of Smart Lockers
Reduce Expense and Ease Your Team's Burden
Our smart lockers streamline operations, reducing the need for excessive staffing by automating package handling and storage.
Meet Self-Service Demand
Empower your customers with 24/7 access to their deliveries, enhancing convenience and satisfaction.
Facilitate Hybrid Working
Support flexible work environments by providing secure, accessible storage solutions for remote and in-office employees.
Problems We Help Solve
Reduce Manual Parcel Handling
Eliminate Manual Parcel Handling – Automate the receipt, storage and collection of parcels using secure smart lockers. Reduce staff workload, eliminate repetitive manual handovers, improve delivery accuracy, provide complete digital tracking and enable convenient 24/7 self-service parcel collection for employees, residents, visitors and customers.
Remove Cloakroom Bottlenecks
Reduce Cloakroom Congestion – Replace manual cloakrooms with secure self-service smart lockers that enable guests to store and retrieve belongings independently. Reduce queues, minimise staffing requirements, improve guest flow, increase security and create a faster, more efficient arrival and departure experience.
Facilitate Click & Collect
Improve Click & Collect Efficiency – Automate order collection with secure self-service smart lockers, reducing queues, staff handovers and collection times. Enable 24/7 pickup, improve order accuracy, enhance customer convenience and increase retail operational efficiency while lowering labour costs.
How Smart Lockers Work
- Allocate — A compartment is selected automatically, booked or assigned by an administrator.
- Authenticate — The user verifies their identity using a PIN, QR code, RFID card, mobile credential or digital wallet.
- Deposit — The correct compartment opens and the item is placed securely inside.
- Record — The system logs the user, locker, time and transaction type.
- Notify — Where required, the recipient receives an email, SMS, application or workplace notification.
- Collect — The authorised user authenticates and retrieves the item.
- Confirm — Collection, return or release is recorded automatically.
- Monitor — Administrators review occupancy, overdue items, access events and performance through the cloud platform.
The Guides Below talk you through how each locker solution works,detailing:
- The digital process.
- How they remove staff workloads.
- How they speed up self service processes.
- Extend the operational time windows.
- Increase throughput volumes.
- Reduce the risk associated with queues and Martyn’s Law.
- Improve customer satisfaction levels.
- Improve incremental revenue streams where appropriate.
- Enhance Venue, Event and attraction dwell times.
- Making the operational impact compelling with better performance levels and lower cost for operators.
- Lower risk and enhanced security for Health & Safety.
- Better financial returns for Finance Directors.
- Enhanced revenue levels for Commercial Directors.
Understanding the Functionality of Locker Workflows
Streamlined Digital Smart Locker Workflows
Smart locker workflows automate the secure deposit, storage and collection of parcels, luggage, IT equipment, retail orders and assets. Users authenticate digitally while every transaction is managed through intelligent locker management software.
Exploring the Dynamics of Bag Locker Workflows
Increase Ingress Speeds , Decrease Staff Costs.
Bag Storage – Visitors securely deposit prohibited bags before entry using self-service smart lockers, reducing security screening delays, improving ingress flow, supporting safer venues and providing a complete digital chain of custody for every item stored.
IT Asset Smart Locker Workflows
IT Asset Workflow – IT assigns and deposits laptops, devices or equipment into a secure smart locker. Employees authenticate using approved credentials to collect assets, creating a complete digital chain of custody with full auditability and accountability.
Vpod Smart Locker Workflows
The Vpod Workflow Guide demonstrates how smart lockers automate secure end-to-end workflows across:
- Parcels
- IT assets
- Retail collections
- Luggage storage
This creates a digital chain of custody, reducing manual processes, improving efficiency and delivering seamless self-service experiences.
Vpod Smart Locker Integrations
The Vpod Integrations Guide demonstrates how Vpod smart lockers integrate with:
- Identity management
- Access Control
- Contractor Management
- Workplace
- Visitor Management
- Parcel
- Payment Systems
- Enterprise Infrastructure
- Mobile credential platforms
To automate workflows, strengthen security and create seamless digital operations.
This eases adoption and lowers cost of change.
Explore Our Smart Locker Solutions
Transforming Business Through Innovation
Discover how Vpod’s innovative smart locker technology is transforming industries worldwide.
From enhancing guest experiences in hotels to streamlining operations in logistics, our solutions offer unmatched convenience and efficiency.
Specialist Industries are:
- Attractions
- Delivery
- Events
- Hotel
- Hostel
- Leisure
- Nightclubs
- Parcel
- Venues
- Workplace
What Vflex Is Designed For
Vflex is deployed where lockers function as operational infrastructure, not just storage furniture.
Typical use cases include:
Workplace locker systems that support hybrid teams and shared desks
Asset management lockers for IT issue and return workflows
Parcel locker solutions for secure handling in commercial buildings
Delivery locker infrastructure across multi-site organisations
Controlled-access storage in regulated environments
Core Capabilities of the Vflex Smart Locker Platform
Secure Access Control
Digitally controlled locker access removes reliance on physical keys and unmanaged handovers. Permissions can be role-based, time-based, or workflow-based.
Full Audit Trails
Every locker interaction is automatically recorded, creating traceability across users, sites, and time periods.
Centralised Management
Policies, reporting, and access rights are managed from a single cloud platform across one or many sites.
Modular System Design
Locker banks can be expanded, reduced, or reconfigured as operational needs evolve.
Enterprise-Grade Uptime
Designed for environments where downtime disrupts operations — not just convenience.
Locker Models.
The Smart Locker Walls, Powered by Keynius, consist of a range of six models available within short lead times, depending on the model type. Custom models take longer to deliver, depending on their unique requirements.
Luvio
Luvio Specifications
- Thickness: Carcass 18 mm, doors 18 mm
- Panel in each compartment
- Front standing doors
- Cabinet on plinth
- Door shackle click
Solid
Solid Specifications
- Thickness: Carcass 12 mm, doors 12 mm
- Panel in each compartment
- Front standing doors
- Cabinet on plinth
- Door shackle click
Elite & Elite Plus
Elite & Elite Plus Specifications
- Thickness: Carcass 1.0 mm, doors 1.0 mm (Elite)
- Thickness: Carcass 1.0 mm, doors 1.5 mm (Elite Plus)
- Panel in each compartment
- Front standing doors
- Cabinet on plinth
- Door shackle click
Rain
Rain Specifications
- Thickness: Carcass 1.0 mm, doors 1.0 mm
- Panel in each compartment
- Front standing doors
- Cabinet on plinth
- Door shackle click
Vision
Vision Specifications
- Thickness: Carcass 1.0 mm, doors 1.5 mm
- Panel in each compartment
- Front standing doors
- Cabinet on plinth
- Door shackle click
Easy to control
and configure.
Powered by Keynius.
Compared to other smart locking systems on the market, Vpod offers several unique features which sets it apart significantly.
Smart locker options.
Expand your Smart Locker Wall with extra functionalities for optimal use.
Cover TUX (USB a+C, Light)
The Cover TUX for the Smart Lock RENE, Powered by Keynius, adds functionality and style to your lockers.
Featuring a cabinet light and USB-A and USB-C charging connections, it ensures convenience and usability for modern needs.
With easy ‘Plug & Secure’ installation, plus customisable branding and colour options, the Cover TUX seamlessly combines practicality with a tailored design.
QR/Bar code reader
The IP65 QR Reader is a robust and versatile solution for access management, compatible with Keynius smart locking solutions.
Featuring advanced QR code technology, it simplifies user and administrator interactions while ensuring reliable performance in outdoor environments.
With IP65 weather resistance, seamless integration with Keynius systems, and effortless QR code scanning, the reader provides a streamlined and secure access experience.
Interactive Terminal
The Smarty touch screens, Powered by Keynius, bring advanced locker control options for both users and administrators, enhancing functionality and convenience.
Features include PIN code and RFID access, administrator login capabilities, offline mode, and a full range of scenario possibilities.
With Plug & Play installation, Smarty touch screens extend user accessibility while ensuring seamless operation in any environment.
Payment terminal contactless
Contactless payment terminals, Powered by Keynius are designed with security and outdoor durability at their core, ensuring data protection and seamless performance.
Ideal for low ATV transactions, it offers futureproof configuration and management through terminals supported by our Terminal API.
Key features include robust construction, remote updates, and secure contactless transactions, making it a reliable solution for modern access needs.
Payment terminal pin
The Payterm Contactless & PIN, Powered by Keynius, is a cutting-edge all-in-one Android payment terminal, perfect for unattended and outdoor environments.
With its robust features and secure payment options, it delivers a seamless and user-friendly payment experience.
This terminal is the ultimate solution for secure, contactless, and efficient transactions in dynamic settings.
Lock components.
Smart Lock René
A game changer smart locking technology. Easy ‘Plug & Play’ modular system, electrical and mechanical override.
Cover ‘Suit’
Easy ‘Plug & Secure’.
Branding and colouring possibilities.
Cover ‘Tux’
Easy ‘Plug & Secure’. Cabinet light, plus USB A and C charging connection. Branding and colouring possibilities.
Door Shackle ‘Click’
For standard locking operations. Self-aligning mechanism. Available for metal, and non-metal lockers.
Door Shackle ‘Bright(y)’
LED locker status indicator and optional RFID control. Self-aligning mechanism. Available for metal, and non-metal lockers.
Ultra-efficient use of space
with flexible storage solutions, anywhere.
Digital Chain of Custody
Discover how Vpod smart lockers replace manual handovers with authenticated, timestamped and auditable workflows, strengthening accountability, reducing loss and providing clear digital evidence across every storage and collection solution type.
How Vflex Supports Locker Solutions
Vflex underpins multiple configured smart locker solutions within the Vpod ecosystem:
- Event Smart Lockers
- Venue Smart Lockers
- Leisure Smart Lockers
- Padel Smart Lockers
- Hostel / Hotel Smart Lockers
- NightClub Smart Lockers
Each represents a configured application of the same enterprise locker platform, ensuring consistency across different operational workflows.
Use Cases
Proof in Real-World Enterprise Operations
Vflex supports day-to-day operations at scale for global organisations.
Examples include:
Skyscanner
Hybrid workplace deployment
Skyscanner deployed Vflex smart lockers within its London headquarters to support hybrid working and flexible storage. The enterprise locker platform enables centrally managed access, IT asset returns, and day-use storage across multiple floors while maintaining full visibility and control.
Sodexo
Enterprise reception and employee workflows
Sodexo implemented Vflex smart lockers to modernise workplace storage and controlled access workflows. The centrally managed locker system supports secure asset handovers, employee storage, and structured access without increasing staffing requirements.
Mars
Enterprise Workplace Deployment
Mars deployed Vflex smart lockers to support secure access control and operational storage workflows within a high-traffic corporate environment. The system enables centrally managed locker access while maintaining compliance, accountability, and scalability across departments.
Skyscanner Highlights
90% Less Visitor & Employee Storage Administration
- Self Serve Access
- Higher Locker Utilisation
- Better Employee Satisfaction
70% Better Locker Utilisation
- Easier to book
- Access 24/7
Sodexo Solution
Combined Visitor Management, Desk and Room Booking with Smart Lockers.
80% Reduced reception staff administration
- Employees & Visitors self service check-in
- Hosts are digitally notified on check-in
- Staff Focus on guest experience
Mars Solution
Visitor Management, Desk and Meeting Room Booking & Hybrid Worker Self Service Smart Lockers.
75% Reduction in reception staff administration.
Uplift in employee satisfaction
- Self Service Pre Booking of Desks
- Lockers are self service and Mars Branded.
Sodexo
Workplace Visitor Management, Reception & Workplace Storage, Integration to desk and room booking.
Reduced administration by 80% by replacing manual allocation and routine staff-managed locker processes with automated self-service access.
Increase Workplace Experience Satisfaction by 20%.
Skyscanner
Hybrid Workplace
Reduced locker administration by 90% and improved locker utilisation by 70%, supported by self-service allocation and centralised management.
Mars Group
Hybrid Workplace
Reduced reception administration by 75% through automated allocation, authenticated access and remote locker management.
Ostello Bello
Hostel Luggage Lockers, for early arrival or late departure and secure storage.
Processed 1,700+ transactions and generated €18,000 in eight weeks from 84 locker doors, with collection taking less than 30 seconds.
Ostello Bello Luggage Locker Case Study
Ibis Geneva
Luggage Lockers
Supported 380,000+ guest transactions across 29 locker installations, achieved 58% average occupancy and delivered approximately 6× return on investment in year one.
Global Footwear Retailer
Retail click and collect
Automated order handovers and returns, reducing staff involvement by 90% while giving customers secure, convenient, extended hours, self-service collection.
Global Footwear Retail Click and Collect Case Study
Comparisons Library Traditional Solution v Smart Locker
Explore Vpod’s Comparison Hub to see how smart lockers outperform traditional storage across speed, security, staffing, scalability and revenue—helping organisations choose the right solution for every demanding operational environment confidently.
