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VPOD · STORAGE WORKFLOW GUIDE
Self-Service Luggage Storage Software
Connect every step of a paid or complimentary locker session: select → pay/book → credential → store → access → expiry/extension → release.
Learn how software, physical lockers, payment systems and venue platforms can work as one accountable guest journey.
THE COMPLETE GUEST JOURNEY
Seven connected steps. One storage session.
Software is the operational layer between the guest, the locker and any booking or payment platform. Each step needs a clear owner, a reliable result and an exception route.
Pay / book
Confirm payment or complimentary entitlement.
Credential
Issue an agreed PIN, QR or other access route.
Store
Allocate, open, load and close the door.
Access
Permit controlled re-entry where configured.
Expiry
Extend, notify or escalate under local policy.
Release
Collect, close the session and free the door.
The booking, payment, credential and physical locker event are separate records. Link them with an agreed session reference so the guest, operator and finance team see the same outcome.
MANAGED BY SOFTWARE
Manage sessions, not just electronic locks.
Vpod's Vflex lockers are powered by Keynius. The management layer supports configured allocation, credentials, locker activity, administration and reporting across connected locker estates.
- Availability and compartment assignment
- Guest or booking entitlement
- QR, PIN, mobile or supported wallet access
- Usage and occupancy records
- Extensions, expiries and release rules
- Multi-site access and support escalation
FREE, PAID OR PRE-BOOKED
Three commercial journeys — one controlled locker operation.
The entitlement to use a locker may come from an existing guest relationship, a payment at the locker or a storage add-on purchased with a venue ticket. The workflow must distinguish a successful payment from a successful allocation.
01 · COMPLIMENTARY
Free guest storage
Issue a time-limited entitlement through the agreed guest, reception or booking route without taking a separate locker payment.
02 · PAY AT POINT OF USE
Pay & store
Present capacity and price, authorise payment, then create the locker session and access credential. Define declined, refund and duplicate-event responses.
03 · PRE-BOOK
Ticket-linked storage
Offer storage as a booking add-on, transmit the confirmed entitlement and make the chosen locker or zone available on arrival.
CONNECTED VENUE OPERATIONS
Where the luggage locker workflow connects.
Map the software owning each trigger, payment decision, credential and operational result before selecting integration methods. These links describe design pathways; availability is subject to confirmation.
VENUE OPERATIONS
Booking & ticketing APIs
Locker add-on → booking confirmation → entitlement → arrival access → usage reporting.
View venue booking pathway →PAYMENT SERVICE
Adyen
Payment authorisation → eligibility for locker allocation → refunds and reconciliation rules.
View Adyen pathway →PAYMENT SERVICE
Worldline
Contactless transaction outcome → timed entitlement → exceptions and finance reporting.
View Worldline pathway →DIGITAL CREDENTIAL
Apple Wallet
Pass issuance, validity and presentation must be linked to approved locker entitlement and expiry rules.
View Apple Wallet pathway →IDENTITY & ACCESS
Access control
Decide when an existing credential should identify a user, authorise access or record a door event.
Explore identity and access partners →ARCHITECTURE
Full integrations hub
Connect the trigger, decision, physical locker action and reporting into one governed service.
Explore integrated partners →Integration availability, native connectivity, API endpoints, wallet behaviour and commercial relationships must be confirmed in solution design. A Vpod integration pathway is not proof of a live connection with any named payment or ticketing platform.
BEYOND THE HAPPY PATH
Make exceptions part of the design.
Unattended storage only works when operators can resolve real-world interruptions without losing the booking, payment or custody record.
- Declined, uncertain or duplicate payment
- No correctly sized locker available
- Lost, shared or expired credential
- Door not closed or mechanical fault
- Extension rejected or time exceeded
- Late collection, abandoned items, refunds
Agree support ownership, response times, refunds and escalation policy before go-live.
LIVE OPERATIONS / EXCEPTION HANDLING
RESOLUTION FLOW
01DetectPayment · credential · door
02ResolveRefund · override · assistance
03RecordAudit · support · reconciliation
ONE SESSION. ACCOUNTABLE OUTCOMES.
REAL OPERATING ENVIRONMENTS
Software makes the storage journey usable at scale.
Use these deployments to understand the venue and hotel experience. They do not establish that any particular third-party payment connector was used.
Co-op Live — venue self-service
Explore how a high-footfall venue can move visitors away from staffed cloakroom queues and into a digital storage journey.
Read the Co-op Live case study →
Ibis Geneva — luggage storage
A hospitality reference for making luggage storage easier around check-in and departure, supported by Vpod-connected lockers.
Read the Ibis Geneva case study →VIDEO · VPOD SMART SOLUTIONS
See self-service storage in practice.
Vpod's published Co-op Live content demonstrates the guest experience and venue operations context. Open the case study to access the video, or browse Vpod's official video library.
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BUYER'S REQUIREMENTS
Specify the whole service before buying software.
Use this checklist when discussing a self-service luggage storage system with Vpod or a venue technology team.
01 · OFFER
Size, pricing and time
Define locker sizes, location, peak capacity, tariffs, tax, free use and cancellation rules.
02 · ACCESS
Credentials and events
Specify QR, PIN, supported wallet or approved existing credential; define re-entry and expiry.
03 · OPERATIONS
Ownership and evidence
Decide which system owns authorisation, allocation, refunds, fault handling and reporting.
For locker sizes and quantities, see the capacity and bag-size planning guide. For the broader purchase decision, see the UK luggage locker buyer's guide.
FROM SOFTWARE TO OPERATION
Design a complete self-service luggage storage journey.
Bring your booking flow, site plan, payment model, access choice and common exceptions. Vpod can help scope the physical locker and software workflow together.