1. Purpose
Smart lockers facilitate the automated delivery and handover of keys for accommodation units (Airbnb, hotels, rental apartments). They allow employees to manage key delivery without direct interaction with the customer and provide a secure tracking and notification system.
2. Users
Employee (Administrator / Owner / Rental Manager) – The person responsible for placing and retrieving keys.
Client (Guest / Tenant) – The person authorized to pick up and return the key.
Beneficiary (Citizen / Employee / Business Partner) – The person authorized to pick up the item from the locker.
3. Prerequisites
Smart lockers are installed in a location accessible to guests (lobby, main entrance, secure outdoor space).
Reservations are managed through a digital system (website, mobile application, booking platform) .
The locker system is connected to the management server to generate the QR codes and PINs required for access.
Users can authenticate using QR code, PIN, RFID card or password.
4. Main Stream
Key Delivery
The employee receives a reservation order via phone, website or app.
Enter the customer's data manually at the locker interface or scan a QR code containing this information.
Select an available compartment and place the accommodation key in the locker.
Close the cabinet door, and the system automatically generates a QR code and a unique PIN for the customer.
The system automatically sends a notification (SMS/email) to the customer, containing the QR code, PIN and pickup instructions.
The management server records the transaction details and the association of the key with that client.
Lifting the Key
The customer arrives at the locker and authenticates using the QR code or PIN received.
The system validates the code and unlocks the compartment containing the key.
The customer picks up the key and closes the locker.
The system marks the key as lifted and notifies the management server.
Handing over the Key upon Departure
The client returns to the closet at the end of the stay.
Scan the RFID tag attached to the keys.
Place the key in the cabinet.
Close the locker, and the system records the key as returned and notifies the administrator.
5. Alternating Flow
If the customer does not receive the notification with the QR / PIN code, they can request a retransmission by contacting support.
If the cabinet does not open, the customer can contact technical support for assistance.
6. API Integration
Reservation System – Automatic synchronization of reservations with generation of QR codes and PINs for access.
Notification System – Automatic sending of SMS / email for the delivery and handover of keys.
Monitoring and Reporting – Generate reports on the status of key deliveries and returns.
Integration with Payment Systems – Optionally, an automatic payment method can be implemented for the use of lockers.
Through this flow, smart lockers provide an automated, secure and efficient solution for key delivery and handover in rental businesses, reducing direct interaction and ensuring optimized access management.
