Missing or late equipment
Link each collection and return to an identified user, making responsibility clear.
Vflex smart asset lockers
Asset Lockers for Secure Equipment Management
Control the issue, return and availability of laptops, tools, radios, scanners and other shared equipment. Vpod combines configurable locker hardware with a cloud-managed smart locker platform, enterprise integrations and multi-site deployment support.
400+ locations in 25+ countries
Built for controlled, accountable access
- 24/7 self-service
- Digital audit trail
- Central management
- Configurable workflows
What are asset lockers?
A secure handover point for every shared asset
Asset lockers are electronically controlled compartments that automate how equipment is stored, issued and returned. An authorised user identifies themselves, the system opens the correct compartment and the transaction is recorded.
Unlike a key cabinet, spreadsheet or staffed equipment desk, a smart asset locker joins physical security to user permissions and software records. Teams gain a consistent chain of custody without relying on somebody being available to complete the handover.
Explore smart workplace lockers →
Problems removed
Replace manual asset control with a traceable workflow
Unreliable sign-out records
Replace paper sheets and spreadsheets with time-stamped digital activity.
Slow equipment handovers
Give authorised users secure self-service access without waiting for a staffed desk.
Limited asset visibility
See locker activity and availability across connected locations from one environment.
Inconsistent site processes
Apply defined issue, return and access rules across departments and locations.
Weak audit evidence
Search transaction histories to support reviews, investigations and internal controls.
How asset lockers work
From authorised access to a complete return record
The workflow can be configured around your assets, users, policies and smart-locker integrations.
Identify
The user authenticates by PIN, RFID card, QR code, mobile credential or an agreed integrated method.
Authorise
The platform checks permissions, role, booking or service request before granting access.
Collect or return
The assigned compartment opens for a secure, self-service equipment handover.
Record
The transaction is time-stamped and available to authorised administrators for reporting.
Equipment and use cases
One asset locker system, configured around what you manage
IT asset lockers
Laptops, tablets, peripherals, replacement devices and end-of-life returns.
Tool lockers
Power tools, calibrated equipment, test devices and maintenance kits.
Operational equipment
Radios, scanners, body-worn devices, keys, cameras and shift equipment.
PPE and specialist items
Controlled access to safety equipment, uniforms and role-specific resources.
| Workflow | How the locker supports it | Operational value |
|---|---|---|
| Shared equipment pool | Authorised users collect an available item and return it after use. | Improves access and accountability across teams or shifts. |
| Named device handover | A specific compartment and asset are assigned to a nominated user. | Creates a controlled collection with a recorded handover. |
| Break/fix replacement | IT places a prepared device in a locker and sends secure collection instructions. | Supports out-of-hours service without an on-site technician. |
| Asset recovery | Employees or contractors return equipment into an authorised compartment. | Standardises returns and helps preserve chain of custody. |
Customer evidence
Mars: a global model for workplace and IT asset lockers
Mars deployed Vflex lockers for employee storage and IT equipment distribution and recovery, creating secure self-service access and a consistent operating model across multiple countries.
9countries
15sites
874locker doors
- 27 locker walls
- 24/7 equipment collection
- Emergency laptop replacement
- Central visibility and audit trails
Platform capabilities
Specify an asset locker solution around your operation
Vpod brings together hardware, locker management software and deployment services so the physical design and digital workflow work as one system.
Access and identity
Choose from PIN, RFID, QR, mobile and other supported authentication methods, with smart-locker security and data protection considered throughout the workflow.
Permissions and policies
Configure access by user, team, role, location or workflow, with time-based rules where required.
Audit and reporting
Record transactions and review authorised activity, locker usage and equipment movements.
Compartment design
Combine different door sizes, finishes and layouts, with power where compatible equipment requires charging.
Cloud management
Manage connected lockers, users and policies centrally across individual sites or international programmes.
Enterprise integrations
Connect agreed identity, access, service and workplace systems to create a joined-up operational workflow.
Planning your deployment
What to define before choosing asset lockers
A useful specification starts with the operating process—not the number of locker doors. Use the enterprise smart-locker specification guide to structure the technical and operational requirements.
- Assets, dimensions and charging needs
- Users, roles and authentication
- Issue, return and overdue rules
- Peak demand and required capacity
- Reporting and audit requirements
- Systems and integrations
- Indoor environment and available space
- Single-site or multi-site governance
Plan an asset locker deployment
See how Vflex can control your shared equipment workflow
Bring your asset types, user requirements and current handover process. Vpod will help define the locker configuration, software workflow, integrations and deployment approach.