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Recipe Library  /  Recipe 05
Recipe 05 · Lifecycle · Concept

Leaver return.

The leave date could book a return locker, and the deposit confirms the device is back before access closes.

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ServiceNow Premier Partner, Build
An employee returning a laptop to a Velocity smart locker at the end of the day
The outcomeDevices recovered with a full chain of custody.
The ingredients

Tools you may already run, plus the one that hands the device over.

Workday
HR systems
SAP SuccessFactors
HR systems
ServiceNow
ServiceNow platform
Microsoft Entra ID
Device and endpoint management
Smart Lockers
Velocity, the hands
The outcomeDevices recovered with a full chain of custody.
Velocity, the handsServiceNow platformDevice and endpoint managementHR systems
A recipe concept. Recipes show what becomes possible when tools you already own are combined with Smart Collect®. They are not off-the-shelf integrations. We build a recipe with you, and with the vendor, when it fits your estate.
How it would work

From the first signal to a device in hand.

1Signal

A leave date is set in Workday or SAP SuccessFactors.

2Decision

ServiceNow books a return locker and schedules the access change in Microsoft Entra ID.

3Handover

The leaver deposits the device, and the locker confirms it is back before their access closes.

The full sequence

  1. A leave date is set in Workday or SAP SuccessFactors.
  2. ServiceNow opens the leaver case and lists the assets to recover.
  3. Smart Collect® books a return cell at the leaver's site for their last days.
  4. The leaver gets return instructions and a code.
  5. They deposit each device, and the deposit confirms it is back.
  6. Access is disabled in Entra ID on the agreed date, with device returns already recorded.
  7. Anything still outstanding is chased with the leaver and their manager.

What you need in place

  • Workday or SAP SuccessFactors as the HR system of record
  • ServiceNow with leaver processing, and assets assigned to users
  • Microsoft Entra ID for account access
  • Smart Lockers at leavers' sites

How the pieces connect

Workday or SAP SuccessFactors
Sends termination events to ServiceNow through the HR integration or spoke.
ServiceNow
Runs the leaver case and lists every asset assigned to the user.
Microsoft Entra ID
Called through the IntegrationHub spoke to disable access on the agreed date.
Smart Collect®
Books the return cell and confirms each deposit, inside the same instance.
Choose the brain

The physical steps stay the same, whichever system makes the decision.

Run this recipe from a standard ServiceNow workflow today, and let AI take the decision later. Nothing on the physical side changes.

Full ServiceNow estate
Otto and AI Agents
The AI built into the ServiceNow platform makes the decision and reserves the device.
Not on ServiceNow yet
Flow by ServiceNow
A standalone AI service desk in Teams, Slack and email that can sync with ServiceNow later.
No AI required
ServiceNow workflow
A standard workflow runs the same steps from the same signal. Add AI later.
Why it matters

One record of what was decided, and what physically happened.

Native to ServiceNow
Smart Collect® is the only ServiceNow-certified smart locker and vending application. Reservations, handovers and returns are ServiceNow records, not entries in a separate portal.
One record, end to end
The decision and the physical handover sit in the same instance, under the same access controls and the same audit. Your data never leaves it.
Uses what you own
The recipe adds a physical step to tools you have already paid for, rather than another system to run.
Blueprint 05

A reference design for your technical team.

The Blueprint shows how this recipe would work in your ServiceNow instance and what a build would involve. It is a design, not a step-by-step installation guide.

  • What you need in place. Workday or SAP SuccessFactors as the HR system of record · ServiceNow with leaver processing, and assets assigned to users · Microsoft Entra ID for account access · Smart Lockers at leavers' sites
  • How the pieces connect. The role of Workday, SAP SuccessFactors, ServiceNow and Microsoft Entra ID and Smart Collect®, and what stays in your instance
  • Step by step. All 7 steps, from the first signal to the returned device
  • Approval and policy. Book returns automatically for every assigned laptop and phone.
  • Handover rules and exceptions. Reservations, codes, expiry, returns, and what happens when stock runs out or nobody collects
  • What to measure. Share of leaver devices recovered by the last day · Days from leave date to device recovered · Value of unrecovered devices per quarter
  • What a build involves. The questions to settle first, the roles involved, and how we would scope a six to eight week pilot

Request the Blueprint

A four-page reference design for your technical team. Tell us who you are and the Blueprint downloads straight away.
Questions

Before you ask

What about people who work remotely?

The same leaver case can send remote leavers a courier route instead. Lockers serve the people who come into a site.

Is this an off-the-shelf integration?

No. It is a recipe concept that shows what becomes possible when these tools are combined with Smart Collect®. We build it with you, and where needed with the vendor, when it fits your estate.

Where does the data live?

In your own ServiceNow instance. Smart Collect® does not keep a separate database of your users or devices.

Do we need AI for this?

No. A standard ServiceNow workflow can run every step today. Otto or Flow can take over the decision later without changing anything on the physical side.

Does this fit your estate?

Tell us what you run. We will work out the recipe with you.

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