The problem in the modern office
Hybrid working, desk sharing and flexible working hours characterize today’s working world. Employees are no longer in the same place every day, teams work asynchronously and traditional “9-to-5” service times are no longer part of everyday office life.
This is precisely where an often overlooked problem arises: whenever physical items – laptops, smartphones, headsets or accessories – need to be handed over, two people need to be present at the same time. Whether during onboarding, when replacing defective hardware or when returning loaned devices: the handover quickly becomes an organizational tour de force.
Even more serious: in many companies, this process is still documented manually. Handovers are acknowledged by hand, recorded in Excel lists or managed using cumbersome key books. This not only costs time, but is also error-prone, non-transparent and highly risky from a compliance and IT security perspective.
The result: valuable working time is lost, employee satisfaction decreases and IT departments are bogged down with unnecessary administrative work – while the actual core tasks fall by the wayside.
The solution
IT vending machines as digital transfer cabinets
An IT vending machine is much more than a modern cabinet with an electronic lock. It is a digitally controlled handover system that stores physical devices securely until they are collected or returned by authorized persons.
The big advantage: the handover of IT equipment such as laptops, tablets or accessories is no longer tied to service times. Employees can pick up a device exactly when they need it – even in the evening, at the weekend or during a shift in the home office. This means that the handover cabinet adapts to flexible working models instead of imposing rigid processes.
At the same time, an IT machine provides complete documentation. Every collection or return is automatically recorded in the system – who opened which compartment and when can be traced at any time. This replaces cumbersome signature lists and creates the necessary transparency for IT security and compliance.
Practical examples
IT automaton in everyday office life
Onboarding new employees
New colleagues can pick up their laptop, smartphone and access cards directly from the Smart Locker – regardless of whether the IT department is currently occupied. This reduces waiting times and ensures a smooth start.
Replacement of defective hardware
If a laptop or headset breaks down, the IT department places the replacement device in the handover cabinet. The employee is automatically informed and can pick up the device whenever it is convenient.
Return and maintenance
Defective devices are also returned via the IT machine. Employees place the device in an assigned compartment, IT is notified and can repair or replace it at their own pace.
Accessories and peripherals
Smaller items such as chargers, keyboards or special adapters can also be managed efficiently using issue and return cabinets – without the IT department being involved every time.
Software integration
The true added value
The real intelligence of an IT machine is not in the lock, but in the software. Modern systems such as NetLocker are directly connected to existing IT processes. IT automats can be integrated with common ticket systems such as ServiceNow, Jira or SAP via standardized interfaces (APIs).
This means:
- Automated processes: A ticket for a replacement device closes automatically as soon as the employee removes the device from the compartment.
- Real-time notifications: users receive immediate notification when a device is ready for collection.
- Audit-proof: Every transaction is documented, which significantly reduces the effort required for audits.
- Scalability: Whether a single transfer cabinet or a complete network of Smart Lockers – the control runs centrally and flexibly.
This deep integration transforms the IT automaton from a “digital cabinet” into a genuine process assistant for corporate IT.
Recommendation for action
What you should look out for when choosing
When purchasing IT vending machines or other smart locks, it is worth taking a closer look at the software. After all, it’s not the electronic lock that makes the difference, but the control system in the background.
Make sure that the solution is multipurpose-capable – in other words, that it can be used not only for IT equipment, but also for other handover processes in the company:
- Mail and parcel management (similar to an internal parcel station for the office)
- Peer-to-peer handovers between employees
- Fleet or key management
This ensures that the invested hardware is utilized to the maximum and that the available compartments can be used flexibly for a wide range of scenarios.
NetLocker has been developed precisely for this purpose: a software platform that turns every locker into a service – scalable, secure and open for different business processes.
FAQ on the topic of IT vending machines and smart lockers
What is an IT vending machine and how does it work?
An IT vending machine is a smart transfer cabinet for the secure issue and return of IT devices such as laptops, tablets or accessories. The compartments can be opened electronically, e.g. using an RFID badge, PIN code or app. Software controls the entire process in the background and documents each removal or return in an audit-proof manner.
What advantages does an IT vending machine offer over traditional IT expenditure?
In contrast to manual handover by IT staff, issuing with an IT dispenser is automated, takes place around the clock and without personal presence. This saves time, reduces support costs and ensures complete traceability.
Can an IT vending machine be integrated into existing IT systems?
Yes, modern Smart Locker solutions such as NetLocker offer open interfaces (APIs) and can be seamlessly connected to common ticket systems (e.g. ServiceNow or Jira), ERP solutions or facility management systems. This means that the issue is documented directly in the system – for example, an IT ticket closes automatically when a device has been collected.
Is an IT vending machine different from an office parcel station?
A parcel station in the office is primarily used to receive and issue mail and deliveries. An IT vending machine is designed more for the secure exchange of company hardware and accessories. However, both solutions can be operated via a common software platform – this makes the locker system multipurpose-capable and covers several use cases at the same time.
How do facility managers benefit from an IT vending machine?
IT dispensers and smart lockers provide facility managers with valuable transparency regarding the use of compartments and handovers. They can plan capacities better, control processes more efficiently and significantly increase productivity in everyday office life.
Is an IT vending machine secure enough for confidential devices and data?
Yes. In addition to electronic locks, software functions such as user authentication, logging of every action and flexible authorization control ensure that only authorized persons have access. In addition, solutions such as NetLocker are developed in accordance with ISO 27001 and meet the highest data protection and IT security requirements.
