Shared equipment loan.
Loans booked, collected, returned and recorded with a full chain of custody.
Tools you may already run, plus the one that hands the device over.
From the first signal to a device in hand.
Someone books a loan laptop or accessory.
ServiceNow records the loan and its return date.
It is collected and returned at the locker, with reminders along the way.
The full sequence
- An employee books a loan laptop or accessory in the portal.
- ServiceNow records the loan and its return date.
- Smart Collect® reserves the item and sends a code.
- The employee collects it.
- Reminders go out before the return date.
- The return is confirmed by the deposit, and the item is ready for the next person.
What you need in place
- ServiceNow with loan items in the catalogue
- Smart Lockers holding loan devices and accessories
How the pieces connect
- ServiceNow
- Takes the booking and records the loan and its return date.
- Smart Collect®
- Releases the loan item and confirms its return.
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.
One record of what was decided, and what physically happened.
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. ServiceNow with loan items in the catalogue · Smart Lockers holding loan devices and accessories
- How the pieces connect. The role of ServiceNow and Smart Collect®, and what stays in your instance
- Step by step. All 6 steps, from the first signal to the returned device
- Approval and policy. Set maximum loan periods by item.
- Handover rules and exceptions. Reservations, codes, expiry, returns, and what happens when stock runs out or nobody collects
- What to measure. Loan items lost or overdue · Time spent administering loans · Utilisation of loan stock
- 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.
Before you ask
What if someone does not return a loan?
Reminders go to the borrower first, then their manager, and the item stays assigned to them until it is back.
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.