Businesses forget where their assets are. This isn’t just a small problem with the administration; it’s a big waste of money and a risk to security. Gartner says that businesses that use mature IT asset management (ITAM) processes can save 30% on hardware costs in the first year.
Smart lockers are a big part of modern ITAM, but a lot of people make the mistake of thinking of them as just hardware when they buy them. The box made of steel is just a box. The product is really the integrated technology stack that lets people safely, automatically, and audibly access the assets inside.
This guide goes into detail about that stack from a technical point of view. To make a smart choice, decision-makers need to know how these systems work, from the hardware to the cloud management software.
A regular locker doesn’t do anything. An active IoT endpoint is a smart locker. Four built-in technology layers make the system different. They let it identify users, control access, and report its own status in real time.
The lock is what actually makes the rules. Most enterprise-grade smart lockers use three different kinds of electronic locks. For places where they are used a lot, solenoid locks are quick, safe, and cheap. Motorized locks are quieter, which makes them good for offices.
Electromagnetic locks are the safest kind of lock. When the power goes out, they can be set to either fail-safe or fail-secure. This is a big difference when it comes to safety and following the rules.
The access control system is the logic layer of the system that tells the electronic lock to open the door or to ignore the request, and it does that by checking the user’s credentials against a list of permissions and then determining if that user should be granted access to a particular location. This is where the system has its intelligence.
The locker’s sensory organs are the sensors that are built in. They tell you what’s going on with the system, like whether a door is open or closed, whether a compartment is empty or full, and whether someone is messing with the unit. The connectivity infrastructure, which is usually a mix of Ethernet, WiFi, and 4G/5G cellular backup, is the nervous system that sends this information to the main management platform.
Business management software for lockers and spaces is at the core of any space and asset management activity.
Signifi’s SignifiVISION™ platform provides a complete platform for the locker management software to gather and process information from lockers all over the network. Administrators can monitor and manage locker usage information, user details, and alert notifications from one screen.
The long-term reliability and scalability of a smart locker system depend on how it is built. The decisions made about which controllers to use, how to power the system, and how to connect to the network will set the limits on how the deployment can be used for many years to come.
A single-board computer or microcontroller, which is built into the locker, runs its local operations. It polls sensors, fires locks, and talks to the network. One important feature of this controller is how powerful it is. A system that is meant to support future upgrades to biometric authentication or on-device video analysis needs a processor that is more powerful than a simple PIN-based unit.
Power that stays on all the time is a must. Most units work with regular AC power, but for mission-critical deployments, it’s very important that they have a battery backup or Uninterruptible Power Supply (UPS). The backup power system is just as important as the lock for lockers that hold medical supplies or emergency gear.
The reliability and responsiveness of the system depend on the choices you make about connectivity. There is a clear use case for each option.
| Type of Connection | Best Use Case | Reliability | Typical Latency |
| Ethernet | Installations that are fixed and have a lot of traffic | Highest | <5ms |
| WiFi | Deployments in offices and on campus | High | 5-20 ms |
| 4G/5G | Units that are remote, mobile, or outside | Medium-High | 20-60 ms |
The best way to set up a business network is to use a multi-mode approach that combines Ethernet or WiFi with a 4G/5G failover. This means that network availability is no longer a single point of failure.
The method of user authentication used with a Time and Attendance or People Counting solution can not only affect the level of security provided to the system but also the ease of use by end users. This decision will be influenced by several different criteria, including end users, required level of security, current practices, and existing ID/credentialing methods.
The easiest way to do this is with personal identification numbers (PINs), which only need a keypad. Everyone can understand them, but they are the least secure option because they can be shared, seen, or forgotten. In a multi-factor setup, they work best as a secondary factor.
In addition to the other solutions outlined above, we can also implement Radio-Frequency Identification (RFID) and Near Field Communication (NFC) solutions that link your users to access to your environment through a physical token, such as an employee ID badge or even their smartphone.
RFID and NFC solutions are particularly useful because the credentials are tied to something your users already carry with them. NFC solutions enable users to tap their mobile phone against a reader to open the door. This makes it easy to allow visitors or contractors to have access to your facility as needed.
Biometrics connect access to a unique physical trait, which makes it the safest way to verify someone’s identity because it checks the person, not a credential they have. When done in a controlled setting, fingerprint scanning is quick and accurate.
Facial recognition lets you use your hands-free, but it needs more processing power and raises serious privacy issues. Any use of biometrics needs a clear policy on how to store and process data.
QR codes are great for giving people temporary access that can be taken away. A QR code that only works for a short time can be sent to a user’s phone. They scan it to open a certain compartment. This works very well for keeping track of IT support, loaner pools, or outside technicians. Signifi’s platform works with a mobile app, which makes it possible to have a completely digital workflow from request to return.
Combining two or more authentication methods is a must for environments that are regulated or have high-value assets. Some common combinations are RFID with a PIN or a mobile app prompt after a biometric scan. The goal is to make a layered defense so that if one factor is compromised, access is not granted.
The software turns a network of smart lockers from a bunch of dumb boxes into a useful asset-management tool. That’s where the business intelligence, administrative control, and integration are.
Looking at the deployment model for an endpoint management solution? Our cloud-based approach enables rapid deployment, rapid growth, and no more hardware and software maintenance. However, we recognize that there may be some scenarios where customers need an on-premise solution, i.e., air-gapped, highly regulated environments where the customer wishes to control the data storage.
| Dimension | Cloud | On-Premise |
| Speed of deployment | Quickly (days to weeks) | Slow (weeks to months) |
| Maintenance | Managed by the vendor | Responsibility for internal IT |
| Scalability | Elastic | Limited capacity |
| Data residency | Limited (depends on the vendor) | Complete control |
| Uptime | Internet connection | Exclusively local network |
A smart locker system can’t be on its own. It needs to work with the current IT setup at the company.
To connect the locker platform to ITSM systems like ServiceNow, HR directories for adding new users, and ITAM databases for keeping track of assets, you need a strong API. You can create automated workflows that work on many systems with an open API like SignifiVISION™.
On-locker UI is also important as part of the overall perception of the product. It should be simple to use, responsive, and always available.
We made the theme with extreme contrast, large touch elements, and multilingual on-screen prompts to reduce user error and increase workflow. Including the theme in your deployment from the start ensures that you are meeting ADA compliance, a legal requirement, and a function that people with disabilities need when they are using your public product.
An administrator has to check for problems manually in a passive system, which is not very efficient. A modern management platform keeps an eye on the whole locker network and sends alerts for events that have been set up in advance.
Other triggers for alerts could include an open door, a failed login, a power failure, running out of a critical product, and the like. These alerts could then be sent to email, Slack, or to an ITSM ticketing system, to name a few.
A smart locker system’s security is multifaceted. It includes both the physical strength of the hardware and the digital safety of the software and data.
It is important to encrypt all data, especially user credentials and biometric templates, while they are being sent (using TLS 1.2 or higher) and while they are not being used (using AES-256). Biometric data needs special care. Templates should be stored as encrypted hashes, and matching should happen on the device so that the raw biometric data never leaves the locker.
If the physical enclosure can be easily broken into, the digital security doesn’t matter. The unit is hard to break into because of the steel gauge, the hinges’ design, and the fact that it is built in a way that makes it clear if someone tries to break in. It is smart to buy anti-drill plates and hardened lock cylinders for valuable items.
Third-party certifications show that a vendor’s security and operational maturity are real and not just what they say they are. Three are especially important for enterprise deployments:
A smart locker solution with the most features is not always the best one. It is the one whose technology stack fits your company’s unique needs for operations, security, and integration.
A clear understanding of the use case should guide the evaluation process. Is this for employees to use on their own, to keep track of contractor equipment, or for a parcel delivery network that the public can see? The answer will help you make the right decisions about authentication, software deployment, and physical hardware.
Signifi’s solutions are based on a hardware platform that can be changed and a software architecture that is open and API-first. This lets you customize it a lot to fit the needs of different business settings, from corporate offices to factories. The goal is to make a platform that works with your workflow, not the other way around.
Since 2005, Signifi Solutions has been making access to what people need an easy and inspiring experience. We create self-serve solutions that are as intuitive, beautifully designed, and built to last.
Our promise? We simplify getting people what they need, when they need it. We give back time.