🔒Locker Management
- Locker Search
- Locker Switch
- Awaiting Payment (Lockers)
- Allocate Lockers
- Midnight List (Lockers)
- Locker Troubleshooting
- Locker User Types
- Locker Sales Windows
- Non Returning Users Report
Locker Search
Locker Search
Hover over the Lockers icon and click 'Search'.
The Locker Search page will display. Enter the search criteria to get a report and click the 'Retrieve' button.
The search criteria displays below.
The Generate Mailing List (from listed data) button, creates an Excel report with locker numbers and user mailing details.
The gold H link (pictured above) displays the 'Locker History' screen that shows the entire locker history and links to the locker details and transaction history for that specific locker. If the locker has been rented by more than one user, you will see it listed here.
The User Visible column indicates whether or not that locker is visible on the user side. If administrators want to make all lockers in the list visible to users, they can click the 'Mark All Available' button. Alternatively, Admins can use the 'Mark All Not Available' button to make all lockers in the list invisible to users. Click 'Update Records' to save the changes.
The Rented, Release, and Switch links allow Admins to see details about the user who has reserved/rented the locker with a link to view/edit their profile and a link to email the specific user. Reserved means that the permit has been requested but there is no payment made or promise to pay on file. The Release link allows Administrators to disassociate a locker from a user and resell it.
- Note: Releasing a locker does not affect the payment transaction. If money needs to be credited back to the user, administrators will need to do a financial adjustment as well.
The Switch link allows administrators to change the locker number associated with a user, and vice versa.
The Locker # link displays the 'Current Locker Information' pop-up window. The condition and reusability of the locker can be updated here and comments can be added. Click the 'Update' button to save changes. Information about the current renter of the locker is available here as well.
Locker Switch
1. Hover over the Locker Management icon and click 'Locker Switch.'
2. Select the 'Old Locker Area' and the 'Old Locker Number'. Confirm that it is associated with the correct person.
Select the 'New Locker Area' and the 'New Locker Number'. Click the 'Switch Old to New' button to change a person's locker assignment, or click the 'Swap Old with New' button to swap lockers between two registered users.
3. The Locker Switch Confirmation page is displayed. You can type comments in the Reason for Action section if needed and click the 'Switch User Locker' button.
4. The 'Locker Information Updated' page is displayed.
Awaiting Payment (Lockers)
Hover over the Lockers icon and click 'Awaiting Payment'.
The Lockers Awaiting Payment page displays. The search results are listed.
The Envelope icon allows administrators to email that user.
The Username link allows administrators to view/edit that user's profile.
The Email Listed Users button allows administrators to send a single email message to all users listed in the search results.
The Locker Number link opens a pop-up window with current locker information. The condition of the locker and the ability to reuse a locker can be updated here. You may also add comments. Click the 'Update' button to save any changes.
The Building Area link displays the 'Building Area Information' pop-up window. This allows administrators to view/edit details about the building area. If you edit any details, Click the 'Update this Area' button. You can also delete the building area from this window.
Allocate Lockers
Hover over the Lockers Management icon and select Allocate.
The Manage Locker Numbers page is displayed. When doing your initial configuration, you must start by adding Buildings to this list.
Adding Buildings
Click on Add Building to begin the process.
The Building Information screen will appear. Enter the Building Name and provide any Location information. Click Save Changes to continue.
Adding Building Areas
Once the Building is added to your list you may then add a Building Area. Click on Add Area to continue.
Complete the form:
Enter an Area Name, a Description and then select the Locker User Types you wish to allow permission to rent lockers in this building area.
Select the Sales Window type for this particular Building Area. You may choose Yearly, Monthly, Semester or Other.
Click on Save Changes to continue.
Adding Lockers to a Building Area
You may now begin to add lockers to the newly created Building Area. Click on the + symbol to access the Add Locker To Area screen.
The Add Lockers To Area screen opens.
There are multiple options in this tool:
You may select Specific Lockers where you can add a single locker number in alphanumeric format or multiple locker numbers separated by a line return.
You may also add lockers by Locker Range which will allow you to add a numerical sequence (Start and End) along with an optional Prefix or Postfix.
NOTE: You may also use a combination of these two methods. In our example we are creating LL001, LL002 and LL006 via the Specific Locker method and simultaneously creating a Locker Range of LL007 through to LL010.
ALSO NOTE: You may opt to create lockers in an area and temporarily have them not visible to the renter. This would allow an admin to prep an area and put the lockers up for rent at a later date, To do so deselect the Visible button.
Click Add Lockers to continue.
A confirmation screen will appear.
Note that in our scenario, all the lockers we created either through Specific Locker or Locker Range methods are now being created in this Building Area.
Click Add Lockers to continue.
You will be taken back to the Manage Locker Numbers screen. To view the entire list of lockers for the new area we have added Click on the Magnifying Glass Icon.
The Locker Search screen appears listing the 7 lockers we added to this Building Area.
Note: From this screen you may also toggle visibility of any or all of these lockers.
Removing Lockers from Building Areas
It may be neccesary to remove lockers from a Building Area. They can be either toggled off for visibility or they may also be archived.
To archive a locker Click on the Trash Bin Icon.
There are two choices here. Archive All Lockers or archive Selected Lockers.
"All Lockers" will simply archive all lockers in the Building Area.
In this scenario we are choosing to archive selected lockers. Click on Selected Lockers to continue.
In this example we select lockers LL001 and LL002 to archive. Click on the Archive button to continue.
A confirmation message will appear.
Restoring Archived Lockers
It is also possible to restore lockers that have been archived. To do so use the add locker feature by clicking on the + symbol.
In this case we are going to restore lockers LL001 and LL002 into this Lower Level 1 Building Area.
A confirmation screen will appear, Note that the lockers are showing "restored" rather than created.
Midnight List (Lockers)
1. Hover over the Lockers icon and click 'Midnight List.'
2. The search results are displayed below.
The Username link will allow administrators to view/edit the user profile.
The Locker Number link will allow administrators to view/edit details about that locker.
3. If there are records showing that you do not want to be removed from the system at midnight, disable the checkbox under 'Release at Midnight' and click the 'Update Selection to be Cleared' button.
Locker Troubleshooting
Basic test for checking if the locker availability is set correctly when using Locker UserTypes.
Locker User Types
Locker User Types
You must create the Locker User types you wish to use in OPS-COM. To do so Hover over Admin Options and click Users, then select Locker User Types.
The Manage Locker User Types screen appears listing any existing Locker User Types.
The list will include the name of the locker user type, the configured short name, and the number of user records which indicates how many of each user type are in the system.
To add a Locker User Type click on the Add Locker User Type button.
A Locker User Types screen will open where you enter the Name of the User Type along with the preferred Short Name.
In our example we are creating a Public User with the short name Public.
The Manage Locker User Types screen will refresh. Note that the new user type has been added to the list.
NOTE: You can see the new user type that was added has an associated delete button. Locker user types can only be deleted if that have not yet been used.
Once a user has been assigned the Public User type as an example, that user type will no longer display the delete button.
You can assign Locker User Types to any profile by editing the user profile and changing the Locker User Type.
Please Note, Locker User Types is not editable or viewable on the User Side. These must be assigned by the Admin only.
You must assigned your Locker user types by editing the Locker Building Area and choosing the Locker User Type as shown. You may select one or multiple user types.
For more on Building Areas please see this wiki article.
Locker Sales Windows
Managing Locker Sales Windows
To begin managing locker sales windows hover over the locker management icon followed by Sales Window
This will take you to the Manage Locker Sales Window page.
Adding Sale Windows
To add new locker sales windows click the Add Sale Window button found at the top-right of the page.
Complete the text fields in the new modal window that appears and hit Save Changes when you are finished
Click Save Changes when you have completed the required fields in the modal window. The sales window will start as Inactive until you make the window active again.
Editing Sales Windows
To edit your sales windows simply click the Edit button next to the sales window you wish to make changes to.
If the sales window has been associated with any sales, you won't be able to make any changes to this sales window and you will have to contact OPS-COM to make these changes for you. Sales windows that cannot be edited will have a faded Edit button.
Activating Sales Windows
Activating sales windows determine whether users can purchase permits in a given building area or not.
Once you have activated a locker sales window and sold lockers within that window, marking it as inactive will cause all users to lose the current lockers in that window. You can make that window active again which will display all the lockers on the user's profiles. You are able to have a total of 4 sales windows active at a time by creating windows in Yearly (Y), Monthly (M), Semester (S), and Other (O).
Purchasing a Locker Using the Sales Window
Now that the sales window has been activated it can be used with a building by selecting the building type. This will automatically associate that building to whatever locker sales window is currently active and you only have to worry about managing your sales windows at this point.
Archiving Past Sales Windows
To archive the sales window click the Archive button
You will then see the sales window moved to the Past Locker Window section
Restoring Sales Windows
If you ever need to restore a sales window you can do so by clicking the Restore button next to the sales windows found under Past Locker Sales Window. Keep in mind you cannot edit these windows if they have lockers associated with them.
Non Returning Users Report
Accessing the Report
To access the Non-Returning Users Report, hover over the Lockers Management icon, and click Non-Returning Users Report.
Click on Yearly drop down menu under Old Semesters, or whichever type your past sales window was, and chose the Old Sales Window.
Click on Yearly drop down menu under Current Semesters, or whichever type your current sales window is, and chose the Current Sales Window.
Click on Search. A table appears below with users that are not returning.
Click on Export to download a spreadsheet file containing information from the table.
