Supporting FE Learners & Resources

Insights referenced throughout this spotlight are drawn from the LapSafe® Smart Locker in Education Survey, which explores device management, asset availability and automation across education institutions.

While every provider's journey is different, survey data suggests many Further Education organisations are experiencing similar operational challenges.

A sector-wide view of use cases, challenges and outcomes across Further Education

Across Further Education, smart lockers are becoming an increasingly valuable part of the learning environment, supporting access to shared devices, specialist equipment and learner resources.

While initially introduced to improve device availability, many FE providers are now using smart lockers more broadly to support flexible learning, vocational departments, multi-campus estates and self-service access to shared resources.

As learner expectations continue to evolve and demand for flexible access grows, smart lockers are increasingly viewed as a practical way to improve accessibility, accountability and operational efficiency across the organisation.

How Smart Lockers Are Used Across Further Education

The role of smart lockers can vary significantly depending on the learning environment and operational requirements.

Learning Resource Centres and Libraries

Learning Resource Centres and libraries remain one of the most common starting points for smart locker deployments.

Here, lockers are used to provide:

·        On-demand access to shared laptops, tablets and Chromebooks

·        Self-service borrowing and returns

·        Extended access beyond staffed hours

·        Improved availability of learning resources

By reducing reliance on manual issuing and tracking processes, providers can ensure learners have access to the devices they need while freeing staff to focus on supporting teaching and learning.

Several providers have also focused on improving device readiness. By ensuring devices are correctly returned, connected to charge and ready for the next learner, organisations can reduce downtime and provide a more reliable service experience.

“Library staff can monitor the availability and usage of the devices. If devices are not returned, go missing or are not plugged back into charge, they are alerted and can now manage the situation quickly and easily.” - Merthyr Tydfil College

At Nottingham College, smart lockers have helped create a more flexible approach to device access, supporting learners across a large and diverse organisation while reducing administrative burden.

In 2025, Nottingham College recorded a total of 84,305 device loans. In the first 6 months of 2026, the college had already reached 53,767 loans, putting it on track to surpass the previous year’s total.

Study Spaces and Sixth Form Learning Areas

Across sixth form centres and independent study environments, lockers are helping learners access resources when they need them, without relying on staff availability.

Benefits include:

·        Greater learner independence

·        Flexible access throughout the day

·        Reduced queues and waiting times

·        Improved learner experience

As expectations around flexible and independent learning grow, self-service access is becoming an increasingly important part of the learner journey.

Vocational and Specialist Learning Environments

Many FE providers are now extending smart locker use beyond laptops to support specialist and vocational resources.

This includes:

·        Media and photography equipment

·        Engineering devices and tools

·        Healthcare training equipment

·        Specialist software-enabled laptops

·        Course-specific resources

In these environments, managing availability and accountability is critical, particularly where equipment is high-value or shared across multiple cohorts.

As estates become larger and more complex, some providers are also exploring automated asset verification capabilities that help identify missing, misplaced or incorrectly returned equipment. This reduces the need for manual checking while increasing confidence in asset availability.

“We also have other devices for students to borrow such as DSLR cameras which are available for short-term loans. The unit is versatile so it can be used for other devices and we are going to keep an eye on loans over the next academic year.” – Southern Regional College

At Southern Regional College, smart lockers have helped improve visibility and control over shared resources, supporting more efficient management of specialist equipment.

Multi-Campus Estates

For providers operating across multiple sites, ensuring resources are available in the right place at the right time can be a significant challenge.

Smart lockers are increasingly being used to support:

·        Shared device pools

·        Standardised resource access

·        Improved visibility across estates

Centralised management tools are also helping providers monitor and manage locker services across multiple locations from a single platform. This helps reduce administrative effort while maintaining consistency across campuses and departments.

“It’s provided flexible learning for students and given IT more control. It’s even better than we imagined.”  - Ayrshire College

Ayrshire College deployed smart lockers across multiple campuses, helping improve access to learning resources while reducing the administrative effort associated with issuing and recovering shared devices.

Emerging Use Cases

As confidence in locker systems grows, providers are finding new ways to use them.

Emerging applications include:

·        Placement equipment distribution

·        Staff asset management

·        Secure resource collection

·        Department-to-department handovers

·        Temporary access to specialist equipment

These examples demonstrate how smart lockers can evolve from a single-use solution into a wider resource management platform.

"We are now able to deploy assets unmanned and track them through the platform. Staff time has been freed up significantly, and the process is straightforward and efficient."
Hopwood Hall College & University Centre

What Challenges Are Driving Adoption?

While use cases vary, the challenges driving adoption are remarkably consistent across the sector.

Providers often begin exploring smart lockers in response to:

·        Learners struggling to access devices when needed

·        Resources not being returned on time

·        Staff time spent issuing and recovering equipment

·        Limited visibility of asset location and usage

·        Inconsistent processes across departments and campuses

Many institutions also struggle to understand how resources are actually being used. Without access to detailed reporting and audit data, it can be difficult to identify utilisation trends, demonstrate value, or make informed decisions about future investment.

For many organisations, the challenge extends beyond resource availability. Understanding how devices and assets are being used, where demand is highest and which resources are underutilised can be equally difficult without access to meaningful operational data.

Survey findings reinforce this:

·        55.6% of organisations report devices are not returned on time

·        77.7% spend multiple hours each week managing shared devices

In practice, these challenges can disrupt learners, increase pressure on support teams and reduce the value achieved from existing resources.

Why FE Providers Turn to Smart Lockers

The decision to implement smart lockers is typically driven by a combination of learner needs and operational pressures.

Improving Access and Availability

Providing learners with reliable and convenient access to devices and resources.

Supporting Flexible and Independent Learning

Creating self-service experiences that encourage learner autonomy.

Reducing Operational Pressure

Reducing the manual effort involved in issuing, recovering and tracking assets.

Strengthening Visibility, Accountability and Compliance

Improving control over shared resources through auditable processes.

Improving Visibility and Decision-Making

As deployments grow, institutions increasingly need more than secure storage and self-service access.

Access to real-time reporting, usage analytics and audit data helps organisations understand how resources are being used, identify trends and make more informed decisions about future investment.

For many providers, visibility into asset utilisation, user behaviour and service demand has become just as valuable as the automation itself.

Detailed audit trails provide a complete history of locker interactions and asset transactions, helping providers strengthen accountability, support compliance requirements and better understand how shared resources are being used.

“ONARKEN® platform gives us insights to help plan for next year. We’ll move lockers or laptops based on real usage.” – Ayrshire College

How FE Providers Typically Begin

Most implementations begin with a specific challenge.

This is often:

·        A shared laptop scheme

·        A Learning Resource Centre

·        A device loan programme

·        A specialist department requiring better resource control

Once value is demonstrated, deployments frequently expand to support additional learners, locations and services.

Different Approaches Across Further Education

There is no single model for adoption.

Some providers focus on centralised access through libraries and Learning Resource Centres.

Others deploy lockers within departments to support specialist resources.

Increasingly, organisations are combining both approaches, creating a hybrid model that supports a wider range of learner and staff requirements.

A Solution That Grows with Demand

One of the recurring themes across Further Education is that smart locker deployments rarely remain limited to their original purpose.

Many providers initially introduce lockers to address a specific challenge, such as device lending. Once the benefits become clear, they often identify opportunities to extend access to additional resources and services.

As a result, smart lockers are increasingly being adopted across multiple departments and campuses, supporting broader organisational goals around accessibility, efficiency and learner experience.

Outcomes: What FE Providers Expect vs What They Discover

Predictable Benefits

Common expected outcomes include:

·        Reduced staff workload

·        Improved resource availability

·        Better utilisation of existing assets

·        More efficient service delivery

These outcomes directly address the operational pressures that typically drive adoption.

Less Expected Benefits

Many providers also report benefits that were not fully anticipated at the outset.

These include:

·        Increased learner independence

·        Improved accountability for shared resources

·        Reduced friction between departments

·        Better collaboration between teams

·        Peer-to-peer support among learners

At Merthyr Tydfil College, introducing self-service access helped create greater learner autonomy while reducing the time staff spent issuing devices.

These outcomes highlight the wider cultural impact of moving towards self-service learning environments.

Efficiency and Value Across the FE Estate

As deployments scale, providers often see significant improvements in efficiency and resource utilisation.

By improving visibility and control, organisations can:

·        Increase utilisation of existing resources

·        Reduce unnecessary replacement costs

·        Extend asset lifespan

·        Improve planning and purchasing decisions

Weston College has demonstrated how self-service device access can help improve resource availability while reducing administrative effort.

As budgets remain under pressure, maximising the value of existing investments is becoming increasingly important.

Supporting Sustainability Goals

As organisations continue to focus on sustainability and operational efficiency, access to energy usage and charging data is becoming increasingly valuable. These insights can help providers better understand resource consumption, identify opportunities to reduce waste and support wider environmental objectives.

“We are looking at carbon neutrality and sustainability, and the LapSafe® units are helping us towards that journey.” – Nottingham College

“When you weigh up the staff saving in time and £20,000 worth of laptops lost over the course of an academic year against, now, no loss of laptops since installing, it’s a no-brainer” – Hugh Baird College

Better Data, Better Decisions

One benefit often overlooked at the start of a deployment is the value of operational data.

Many institutions report that access to detailed reporting and analytics helps them understand:

·        Which resources are most heavily used

·        Peak borrowing periods

·        Asset utilisation rates

·        Demand across departments and locations

These insights can support budgeting, resource planning and future service improvements while helping organisations maximise the value of existing assets.

Supporting Insight: The Impact of Automation

Survey findings indicate that organisations implementing automated workflows are already seeing measurable benefits:

·        61.2% describe the impact as moderate to transformational

·        38.9% report improved visibility and audit capability

·        38.9% report higher user satisfaction

Meanwhile:

·        Only 22.2% can provide immediate replacement devices

·        50% report losing six or more devices annually

These findings reinforce the value of moving from manual processes to more controlled and automated approaches.

Automated notifications and reminders are also helping organisations reduce overdue returns, improve communication with users and support more consistent service delivery.

What This Means for Further Education

The experiences highlighted throughout this spotlight demonstrate that smart lockers are no longer viewed solely as a solution for device lending.

Across Further Education, they are increasingly being used to support access to a wide range of devices, assets and learning resources, from shared laptops and specialist equipment to staff resources and operational services.

What often begins as a response to a specific challenge frequently evolves into a broader service that supports teaching, learning and organisational efficiency.

The common thread across these deployments is the need to provide secure, flexible and efficient access to shared resources. Whether supporting learner access, vocational education, staff workflows or multi-campus operations, smart lockers are helping providers make better use of assets while improving visibility, accountability and user experience.

As FE organisations continue to balance learner expectations, operational efficiency and resource utilisation, smart lockers are becoming an increasingly important part of the modern learning environment.

About the Research

The data referenced throughout this spotlight is drawn from the LapSafe® Smart Locker in Education Survey. The survey explored how educational institutions manage shared devices, assets and self-service access, and has been combined with customer case studies to identify common themes, challenges and outcomes across the Further Education sector.