Locker booking
A locker is a cabinet of cells employees book for their personal belongings. A cell is claimed with a single click and stays with the employee until they release it. This article covers choosing a cell, booking it, opening the lock and releasing the cell.
Where to find the section
The Lockers item appears in the top bar once the locker module is enabled for the company (Manage → Company settings → modules). The section is available to every role except Parking reception and works on mobile, where the list of lockers collapses into a filter above the map.
An employee sees only the lockers and cells opened to their access groups or assigned to them personally. When nothing is available, the page shows “While you do not have access to any of the lockers. Contact the administrator”.
How the screen works
| Element | What it does |
|---|---|
| List on the left | Every locker available to you, grouped into Pinned lockers and All lockers. A row shows the office, the locker name and the N available counter — how many cells are free for you. The list is sorted by parent office and, within an office, by locker name |
| Star in a row | Adds the locker to the pinned group. Pinned lockers move to the top and the All lockers group collapses by default |
| Dragging a row | Reorders lockers — inside the Pinned lockers group only. The order and the pins are stored in your own profile and do not affect other employees |
| Cell map | The locker layout: numbered cells. A taken cell shows the photo of the employee who holds it |
| Go to … button | Opens the map of the office the locker stands in |
| “+” and “−” buttons | Zoom the cell map |
| “i” button | Shows the Lockers statuses legend: available, taken, taken by me, not available |
The first locker of the list opens by default. You can also reach a locker from outside: from the office map (click the locker object), from the global search, from an employee card and from the My bookings section.
Cell statuses
| Status | How it looks | What you can do |
|---|---|---|
| Available | Green cell; the cell window shows the Available badge | Book it |
| Taken by me | Blue cell with your photo | Open the lock, release the cell |
| Taken | Dark blue cell with the photo of its holder; the window shows the Booked badge and the holder’s card. With private bookings enabled for the locker, neither the photo nor the holder’s card is shown | Nothing — the booking can be released by its holder, by their manager, or by a user whose Subordinates setting is All users |
| Not available | Grey cell; the Not available badge | Nothing: the cell is disabled by an administrator or closed to your access group |
Booking a cell
Click a free cell — the Locker window opens with the cell number, its status and the Book button. One click and the cell is yours: there are no dates, times or duration to choose.
- After booking the cell turns blue and carries your photo, and the N available counter in the list goes down.
- There is no “one cell per employee” limit: you can hold several cells, in different lockers too.
- A cell can be booked not only for yourself but also for a colleague: the cell window has the For me and Colleague tabs (see the section below).
- If the window has no Book button, the cell is either already taken, or disabled, or not opened to your access group.
- All your cells are listed in My bookings as separate cards with the Locker label.
Booking a cell for a colleague
The pinned window of a free cell has two tabs: For me and Colleague. On the Colleague tab fill in the Colleague field — an empty field shows the “Enter the colleague’s name” hint — and press Book. With nobody selected the field shows the “You should enter the name” error.
- Who may book for whom depends on the company policy. When booking for others is allowed, every employee has the Colleague tab and any employee of the company can be picked. When it is not allowed, the tab is available only to those who have subordinates or whose subordinates setting covers all users, and only their own subordinates can be picked.
- The cell has to be available to you: you can only book in the lockers and cells opened to your access groups. An administrator can take any free cell.
- The colleague gets no notification about the cell booked for them — no email, no push. Tell them yourself: otherwise they will find out only when they open the locker.
- The colleague’s own access to the locker is not checked. A cell can also be booked for an employee who has no access to that locker: then they will not see it and will not be able to release it.
- A cell booked for a colleague can be released by the colleague themselves and by anyone who has that employee among their subordinates (or whose subordinates setting covers all users). The booking owner gets an email about the release.
Opening a cell
When the lockers have electronic locks and the integration is connected, your cell window gets the Open locker button (in My bookings it reads Open the cell on desktop and Open on mobile).
- Pressing it sends a 10-second pulse to the lock — open the door within that window.
- The same cell can be opened again after 10 seconds: the button is blocked meanwhile.
- On success you see “Cell successfully opened”, on failure “Something went wrong. Please try again later”. The second message usually means the lock integration is not connected or the controller is unreachable.
- The button appears only for your own cell and only when the cell is linked to a physical lock. There are no restrictions by time of day or by distance to the locker.
Releasing a cell
| Where from | What to press | Confirmation |
|---|---|---|
| Lockers section | Click your cell and choose Release | Not asked — the cell turns green straight away |
| My bookings section | Release the cell in the locker card | “Are you sure you want to remove this booking?” → Remove |
Someone else’s cell can be released the same way — from the cell window in the Lockers section — by a manager who has its holder among their subordinates, and by a user whose Subordinates setting is All users. The Super administrator role alone does not grant this: assigning the role clears the Subordinates setting. The employee whose booking was removed gets the same email the horizon sends — “Storage locker booking expiration notice”, titled “Locker booking expires”, with the “Book another cell” button; the one difference is that the “By whom” block carries the name of whoever released the booking instead of “System”. Releasing your own cell sends no notification.
Automatic release by the booking horizon
An administrator can give a locker a booking horizon — the term after which a cell booking is removed on its own. The setting belongs to the whole locker, a single cell does not have it, and it is off by default: then the cell stays with you until it is released by hand.
- The term counts calendar days from the day of booking, and the day of booking is included. If the administrator set 1 day, the booking is removed on the very day you made it. Non-working days are not skipped.
- When the booking is removed you get the “Storage locker booking expiration notice” email titled “Locker booking expires”: the “By whom” block says “System” and the message reads “Your locker booking has expired”. The email offers a button for booking another cell.
- The locker horizon is not the office booking horizon. The office horizon says how many days ahead a seat can be booked and counts working days; the locker horizon says in how many days an existing cell booking is removed and counts calendar days.
Private bookings in a locker
An administrator can turn on private bookings for a locker. Then the information about who took a cell is hidden from other employees, while managers still see their team’s bookings.
- Cell statuses look as usual: a taken cell stays “Booked” and a free one can still be booked.
- What is hidden is the card of the employee who took the cell: the name and the details of the booking owner. On the locker map such a cell carries no photo.
- The release button disappears from the cell window together with the card: someone else’s booking cannot be released in such a locker.
- Who still sees the holder: the holder themselves; their manager — the one who has them among their subordinates; an employee whose subordinates setting covers all users. An administrator does not see the holder either.
- The mode applies to the whole locker — it cannot be turned on for a single cell.
Limits and details
- The booking has no end date until a horizon is set. By default a cell stays with the employee until they, their manager or an administrator release it: there is no rental period and no dates. When an administrator enables the booking horizon for the locker, the booking is removed automatically — see “Automatic release by the booking horizon”.
- Disabling a cell removes its booking. When an administrator switches a cell to “Unavailable for booking”, the current booking is deleted.
- Deleting or deactivating an employee releases all of their cells.
- In My bookings a locker card looks completed and hides its buttons on a past week — the booking itself is still there.
- The history of cell bookings is available to administrators in the Booking history – Locker report (Analytics → Reports), including whether the action came from a desktop or a phone.
