Ayrshire College: Empowering Students and Streamlining IT with Smart Locker Automation

Overview

Ayrshire College, based in the west of Scotland, supports over 12,000 students across three campuses, offering a wide range of vocational programmes. With digital tools embedded into teaching, operations, and learning, the college saw an urgent need to modernise how students accessed laptops.

By deploying LapSafe®’s Diplomat™ Pro smart lockers, Ayrshire College shifted to a secure, student-controlled device loaning system that improved access, reduced IT overheads, and supported its sustainability goals.

The Challenge: Inflexible Storage, Battery Failures, and Low Utilisation

Previously, the college stored laptops in 110 static, key-locked cabinets, dependent on staff availability and inconsistent charging habits. It led to problems with:

• Access control
• Battery reliability
• Utilisation rates (30–40%)
• Lecturer workload

“Lecturers had to manually unlock cabinets and give laptops out. If students didn’t plug them in properly, the next group would find them uncharged.” — Brad Johnson, Director of Digital Infrastructure.

“We had cabinets in the back of classrooms. Some didn’t charge, some didn’t connect to Wi-Fi, it just clogged up the class.” — Shaun, Uniformed Services student.

“The computers are usually booked out. It was easier to grab a laptop, but even then, they weren’t always charged. That was frustrating.” — Kira, Emergency Services student.

“We knew we had to invest in laptops, but more importantly, we had to find a better way to deliver them to students.” — Brad Johnson.

The Solution: Diplomat™ Pro

By working with LapSafe® and its trusted business partner, HP, Ayrshire College replaced its outdated manual system with Diplomat™ Pro smart lockers with over 700 bays across three campuses. LapSafe®’s Smart Lockers integrate with the student’s app, allowing students to check out and return laptops using their college-issued barcode and PIN.

The Smart Lockers are simple to use and both students and staff required little training.

“All you do is scan your barcode, put in your code, and take the laptop. At the end, plug the charger back in and close the door, it’s so easy.” — Kira.

“There’s even a window if you're a little late returning it. You’re not punished you just put it back and can take another.” — Watson.

“There are instructions on the locker. If you’re not sure, lecturers will help, but honestly, it’s self-explanatory.” — Shaun.

“Last year, I always brought my own laptop. This year, I don’t need to—they’re just there. Easy.” — Watson, Sport & Fitness student.

Key Features of Diplomat™ Pro

• Fully Automated – Students borrow and return devices with no staff involvement.
• Smart Charging – Charges all laptops at once with surge protection and soft-start technology.
• Power Cut-Off – Automatically stops charging devices when full, protecting batteries and saving energy.
• Full Audit Trail – Tracks every loan and return by user and timestamp.
• Self-Service via App – Linked to student accounts for seamless access and reminders.
• Live Reporting – IT teams monitor utilisation, faults, and locker availability in real time.

“If there’s an issue with a laptop, students can report it straight from the locker. That helps us respond faster and keep everything running smoothly.” — Brad Johnson.

Why LapSafe®?

LapSafe® brought more than just technology to the table. As pioneers in smart storage and charging, LapSafe® worked closely with the college through every stage, from planning locker locations to configuring the ONARKEN® platform.

“LapSafe® weren’t prepared to install until everything was just right. They helped us think about corridor widths, power, networking—even student flow.” — Brad Johnson.

The college chose LapSafe® because of:

• Reputation – Trusted by over 85% of UK universities, with 25+ years of experience.
• Smart Technology – Intelligent charging, automated control, and zero-touch device loaning.
• Sustainability Features – Auto cut-off charging reduces energy waste and supports carbon-zero targets.
• Expert Support – Hands-on project guidance, from installation to post-launch optimisation.

“It’s more than lockers—it’s a new way of thinking about access, control, and sustainability.” — Brad Johnson.

Results & Benefits

With real-time monitoring and automated charging, IT could confidently manage fewer laptops more effectively and we saved over £3,500 in energy costs in the first academic year alone.

• Increased Device Utilisation - Access is no longer dependent on room availability or lecturer involvement.
• Energy & Cost Savings - Over £3,500 saved in electricity in the first year through LapSafe® PowaSave feature which automatically switches power off when devices are fully charged and reinstates as required.
• IT Visibility - The team can see usage patterns, power status, and locker health across all sites.
• Reduced Staff Load - Lecturers no longer manage keys or distribution; IT can pre-empt maintenance issues.
• Supports Carbon Zero Reporting - Locker usage data helps the college evidence its sustainability efforts.

“LapSafe®’s ONARKEN® platform gives us insights to help plan for next year. We’ll move lockers or laptops based on real usage.” — Brad Johnson.

Student Experience: Quick, Reliable, Accessible

Across all three campuses, students now access laptops daily without the delays or guesswork of the past.

“We use them three days a week. On full days, we’ll put them back at lunch and grab another after, really smooth.” — Kira.

“It’s just one less thing to stress about. Come in, grab a laptop, and get to work.” — Shaun.

“You can use a card or your phone, whichever has your barcode. I like that flexibility.” — Watson.

“Students took to it like ducks to water. It’s just like using an Amazon locker. No training needed.” — Brad Johnson.

Conclusion: Futureproofing Digital Access

By working with LapSafe®, Ayrshire College has moved beyond device storage; it has created a smarter, more efficient and student-friendly ecosystem for digital learning.

“It’s provided flexible learning for students and given IT more control. It’s even better than we imagined.” — Brad Johnson.

“It’s just easy. I wouldn’t go back.” — Kira.

Invest Today!

Learn how LapSafe® can tailor smart lockers to suit your business needs. Contact our sales team to start your journey towards a more efficient, automated environment.