Overview
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.
Set up a Single Use workflow
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Admin Access
- Browse to the FUYL Portal (FUYL.io) and log in with an administrator profile.
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Create a Single Use workflow
- Navigate to the Workflows tab and select Create New.
- Name the new workflow appropriately (e.g., "Staff drop off").
- Select Single use as the Workflow type and select Next.
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Configure workflow options
Options for this workflow include:
Configure Settings 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 Notification content accuracy relies on the timezone configured in Settings - Account. Details include Workflow, User, User email, Description, Site, Group, and Timestamp. 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.
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Confirm workflow
- Check and confirm the workflow settings.
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Allocate the workflow to bays
- Before tasks can be created, the workflow must be allocated to one or more bays via the FUYL Kiosk.
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)
Using this workflow at the kiosk
For the steps a user follows at the kiosk to pick up or drop off an item, see Using Single Use.
To load an item for pick-up, or collect one a user has dropped off, from the kiosk Admin menu, see Assisting with Single Use.
To allocate this workflow to bays, or to change which bays it occupies, see Workflow Allocation at the FUYL Kiosk.
The button labels used in those articles are the defaults. Learn how to apply a custom label.
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.
| Field | Description |
|---|---|
| User | The user the task is assigned to |
| Workflow | The Single Use workflow the task was created under (e.g., "Staff drop off") |
| Site | The site the task is restricted to (if specified/loaded) |
| Group | The locker group the task is restricted to (if specified/loaded) |
| Status | The current state of the task: Ready to load, Pending pickup, or Completed |
| Description | The device description |
| Created | Timestamp when the task was created |
| Loaded by | The administrator who loaded the device into the locker |
| Loaded | Timestamp when the device was loaded |
| Pickup time | Timestamp when the user collected the device |
| Actions | Withdraw the task |
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.
| Field | Description |
|---|---|
| User | The user the task is assigned to |
| Workflow | The Single Use workflow the task was created under (e.g., "Staff drop off") |
| Site | The site the task is restricted to (if specified) |
| Group | The locker group the task is restricted to (if specified) |
| Status | The current state of the task: Pending drop off, Ready to collect, or Completed |
| Description | The device description provided when the task was created |
| Created | Timestamp when the task was created in the FUYL Portal |
| Drop off time | Timestamp when the user deposited the device |
| Collected by | The administrator who collected the dropped-off device |
| Collection time | Timestamp when the administrator collected the device |
| Actions | Withdraw the task |
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.