TOPdesk Smart Locker Integration | Vpod

#et-boc .area-outer-wrap[data-da-loader=yes] [data-da-area]{--wpr-bg-6e7e8a3a-c1b0-4608-bfd9-3e92d0dae116: url('https://vpod.com/wp-content/plugins/popups-for-divi/images/spin.gif');}.et_pb_preload:before{--wpr-bg-17d5850b-859a-4083-adea-748c54f753d9: url('https://vpod.com/wp-content/themes/Divi/includes/builder/styles/images/preloader.gif');}.et_subscribe_loader{--wpr-bg-5bc41204-bb94-4d52-80b3-f890860b00f7: url('https://vpod.com/wp-content/themes/Divi/includes/builder/styles/images/subscribe-loader.gif');}

Partners TOPdesk

vpod + TOPdesk

Facilities and IT service management integration

Move service tickets into secure self-service fulfilment.

Connect an approved TOPdesk request to a Vpod locker issue or return, keep the employee informed and route exceptions back to an accountable service owner.

Discuss the TOPdesk workflow Follow the service journey ↓

Faster equipment access
Controlled issue and return
Clear exception ownership

Six-stage TOPdesk request, locker fulfilment and exception workflow

Request to ready

Turn approval into a clear locker collection or return instruction.

Status with context

Use agreed locker events to support timely service updates.

Exceptions owned

Route failures, no-shows and overdue assets into a defined ticket process.

The integration opportunity

Take self-service beyond the portal.

TOPdesk’s official self-service material describes employee requests, status visibility and ready-for-pick-up notifications. Its facilities platform also covers tickets, assets, reservations and reporting. A designed Vpod connection can extend those service processes to the physical point where equipment is issued or returned.

This creates a joined-up journey around secure smart asset lockers for equipment handover and, where storage supports hybrid attendance, dynamically managed workplace lockers.

Connect the digital request to physical fulfilment

Give employees a clear route from “requested” to “ready to collect”.

TOPdesk presents the request and status experience; the designed Vpod workflow extends that journey into controlled locker issue or return.

Request context

Carry the approved service need, user and asset requirement into fulfilment.

Secure allocation

Associate the agreed item and recipient with an available locker door.

Status evidence

Use agreed deposit, collection or timeout events to support record updates.

Exception ownership

Route no-shows, failed access and incorrect returns to the right service team.

TOPdesk Self-Service Portal interface — Product visual sourced from the official TOPdesk Self-Service Portal page.

One service journey

Request, fulfil, update and resolve.

01 · TRIGGER

Request

An employee request, incident, onboarding task, repair need or return starts the process.

02 · IDENTITY

Approve

The owning policy confirms identity, entitlement, asset type and site.

03 · ALLOCATION

Issue or return

The workflow associates the user and asset with a suitable available locker door.

04 · EXPERIENCE

Notify and access

The employee receives clear instructions and uses the agreed credential, PIN or mobile route.

05 · EVENTS

Update status

Agreed deposit, collection, opening or timeout events can update the service record.

06 · EXCEPTIONS

Raise and route

Failed access, wrong items, no-shows and overdue returns create an accountable response.

07 · GOVERNANCE

Control the model

Define data, roles, audit needs, retention, service ownership and change control.

08 · MULTI-SITE

Standardise safely

Apply common naming and reporting while documenting local policies and escalation paths.

Built for the team responsible

Shared fulfilment, role-specific outcomes.

Facilities Managers

Match locker capacity, access, servicing and location to workplace demand.

See how Facilities Managers can reduce storage administration →

IT Directors

Connect the physical handover to identity, governance and asset records.

Explore accountable asset control for IT Directors →

Service Desk owners

Shift suitable transactions from staffed queues while retaining exception ownership.

Design a secure self-service equipment workflow →

Operations leaders

Standardise fulfilment and measure service outcomes across multiple locations.

Connect service roles to Vpod locker outcomes →

Remove the handover bottlenecks

Resolve the pain that tickets and spreadsheets cannot fix alone.

Equipment loss Connect issue and return events to accountable custody → Manual asset logging Replace fragmented handover records with consistent events → Retrieval delays Make approved devices available without waiting for a staffed counter → Unauthorised access Align locker release with approved identity and entitlement →

Compare fulfilment models

Staffed equipment desk versus connected self-service.

Decision area

Desk and spreadsheet handover

TOPdesk + Vpod designed workflow

Availability

Limited by staffing and opening hours

Approved collection can continue through defined access windows

Status

Updated after a manual check

Agreed locker events can support timely ticket status

Custody

Sign-out sheets or local notes

Identity, asset and door events form a designed evidence trail

Exceptions

Handled informally at the counter

Exception tickets route to the named service owner

Scale

Different spreadsheet at each site

Common governance with controlled local variation

Use Vpod’s comparison hub to evaluate locker operating models → Compare connected smart lockers with traditional storage → Compare staffed storage with self-service lockers →

See connected fulfilment in context

Follow the item and the service event across the estate.

The Vpod Smart Estate Logistics Platform video illustrates the wider operating principle: connect physical movement, secure storage and service visibility.

Watch the Smart Estate Logistics Platform

Vpod Smart Estate Logistics Platform video thumbnail

Vpod workflow video Smart Estate Logistics Platform

Solution design checklist

Confirm the service process and interface together.

Trigger

Confirm the TOPdesk request, incident or state change that begins each journey.

Identity

Define the authoritative user source, entitlement and credential route.

Action and events

Agree allocation rules and which locker events return to which record.

Exceptions

Assign ownership for failed access, no-shows, wrong assets and overdue returns.

Governance

Confirm minimum data, access, retention, audit and change-control requirements.

Multi-site delivery

Standardise configuration and reporting while documenting local variation.

Integration availability, supported triggers, data direction and delivery scope must be confirmed during solution design. This page does not assert a certified native integration, customer deployment or commercial partnership. Product names and trademarks belong to their respective owners.

Map the fulfilment workflow

Connect the service request to secure issue and return.

Bring the current request types, approval rules, asset records, identity model, exception paths and site requirements.

Book an integration workshop

GainShare
Capex-Free Lockers

Move service tickets into secure self-service fulfilment.

Take self-service beyond the portal.

Give employees a clear route from “requested” to “ready to collect”.

Request context

Secure allocation

Status evidence

Exception ownership

Request, fulfil, update and resolve.

Request

Approve

Issue or return

Notify and access

Update status

Raise and route

Control the model

Standardise safely

Shared fulfilment, role-specific outcomes.

Facilities Managers

IT Directors

Service Desk owners

Operations leaders

Resolve the pain that tickets and spreadsheets cannot fix alone.

Staffed equipment desk versus connected self-service.

Follow the item and the service event across the estate.

Confirm the service process and interface together.

Trigger

Identity

Action and events

Exceptions

Governance

Multi-site delivery

Connect the service request to secure issue and return.

UK Office & Showroom

Products

Industries

About

Contact