Single Use Administration

Overview

Using Single UseAssisting with Single UseSingle Use Administration

The Single Use workflow allows administrators to authorise end users for one-time access to the FUYL Smart Locker. Each task is created for a specific user to either collect a device or securely deposit a device for collection. Single use is designed for ad-hoc handovers, such as collecting devices from departing staff, returning peripherals, or distributing equipment to individual users, without requiring administrators to be physically present to secure the transaction.

This article covers setting the workflow up in the FUYL Portal.

Some of these settings depend on the role assigned in the FUYL Portal. If an option doesn't appear, an administrator may need to grant access to it.

Set up a Single Use workflow

1. Admin Access

   Browse to the FUYL Portal (FUYL.io) and log in with an administrator profile.

2. Create a Single Use workflow

   1. Navigate to the Workflows tab and select Create New.
   2. Name the new workflow appropriately (e.g., "Staff drop off").
   3. Select Single use as the Workflow type and select Next.

3. Configure workflow options

   Options for this workflow include:

   Setting	What it does
   Allow pick-up	Permit administrators to create pick-up tasks, allowing authorised users to collect a device that an admin has or will load into the locker.
   Allow drop-off	Permit administrators to create drop-off tasks, allowing authorised users to deposit a device for an admin to collect.

   Notifications

   Note: Notification content accuracy relies on the timezone configured in Settings - Account. Details include Workflow, User, User email, Description, Site, Group, and Timestamp.

   Setting	What it does
   Notify admins for completed pick-ups	Sends an email notification when a user has completed a pick-up task.
   Notify admins of user drop-offs	Sends an email notification when a user has deposited a device.

   Users will be notified both when an admin creates a drop off task assigned to them, and when a device is loaded for them to collect.

4. Confirm workflow

   Check and confirm the workflow settings.

5. Allocate the workflow to bays

   Before tasks can be created, the workflow must be allocated to one or more bays via the FUYL Kiosk. See Allocating workflows to bays.

Kiosk button labels are set once per account and apply to every Kiosk. Learn how to apply a custom label.

The workflow will appear on the FUYL Workflows dashboard, displaying weekly usage stats, the number of stations assigned, and the count of pending tasks (drop-offs and pick-ups not yet completed).

Create a task

Tasks can either be created from the Single Use dashboard ( in the left-hand menu) or at the Kiosk when loading a device. See Assisting with Single Use. Select Create New to open the New Task modal, and complete the following:

• Workflow - the Single Use workflow to use
• Task Type - either Pick up or Drop off
• Site - optionally restrict the task to a specific site
• Group - optionally restrict the task to a specific locker group
• User - the user authorised to complete the task
• Description - a description of the device being picked up or dropped off

If no site or group is selected, the user can complete the task at any tower where the workflow is assigned (Drop-off only)

Manage tasks in the Single Use dashboard

Device administrators can create, monitor, and review tasks in the Single Use dashboard ( in the left-hand menu).

Pick ups

The Pick ups tab displays all current and historical pick-up tasks, including those waiting on an admin to load a device, those awaiting collection by the user, and those already completed.

Drop offs

The Drop offs tab displays all current and historical drop-off tasks, including those awaiting drop-off by the user, those in the locker awaiting admin collection, and those already completed.

Notes and limitations

• Single Use workflows require a user to be assigned a task before a device can be loaded. For the scenario where unassigned devices are stored in the locker and assigned a user for collection later, see the Device Deployment instead.
• Each task is for a single transaction only. Once completed (or withdrawn), a new task must be created for any subsequent pick-up or drop-off.