Locker Management System for Offices—Save Up To 95% of Time on Admin Tasks

If you’re looking for a locker management system for your office, you likely want to:

• Spend less time on manual locker assignments and spreadsheet management
• Reduce hardware installation costs and IT maintenance headaches
• Gain better control over who’s using what storage space and when

From our experience working with hundreds of office managers, we’ve found that while traditional locker management solutions offer access control and booking system features, they lack the flexibility needed to scale efficiently with growing organizations.

With spreadsheets, you’ll still need to assign access and manually track who has what key. You’ll have to configure complex formulas to keep the sheet functional. If any employee’s needs change mid-week, updating everything becomes even more time-consuming, especially for hybrid workplaces managing multiple storage types daily. 

Most digital locker solutions promise a spreadsheet-free alternative with simplified booking, access management, and comprehensive tracking. However, the expensive hardware installation and IT setup make them hard to manage, especially when using Wi-Fi networks for access. In addition to dealing with constant IT maintenance, fresh IT setup, and hardware costs each time you install a new locker, network downtime also becomes a frustrating issue. 

The only way to truly reduce admin time and locker management headaches is to eliminate hardware dependency and enable seamless self-booking. But for that to work, the system must be easy for employees and facility managers—something most locker management systems fail to deliver.

That’s where Awaio stands apart. With Awaio:

• Managers can convert any locker into a smart, bookable asset in under 5 minutes. Simply install the 4×4-cm Awaio smart lock, add it to the system, and it’s ready for employee use.
• Employees can book any available locker directly from their smartphone. The smart locker sends access codes to the mobile app via Bluetooth, unlocking the locker in one tap—no WiFi dependency, no lost keys, or malfunctioning RFIDs.
• Admin teams can track usage, manage access, and generate reports in one place for all locations and locker types. Everything syncs automatically across the platform, giving you complete visibility into locker utilization patterns.

Plus, unlike other locker systems, Awaio is part of a comprehensive workplace management suite, making it easy to manage all your office resources—from desks to meeting rooms to parking spaces—in one unified platform.

This guide explores how office managers can save 90-95% of their time on locker administration tasks by implementing Awaio’s smart locker system.  

Convert Any Locker Into a Smart Asset in Minutes

Traditional lockers are static assets—once installed, they’re locked into a specific purpose and location. The whole point of a locker management system is to make storage flexible and shareable across your organization.

However, spreadsheet systems are too limited to handle dynamic allocation, and most digital solutions are hardware-dependent. They work, but they cost too much and are nearly impossible to scale. 

Try to relocate a digital locker from the office to the mailroom, and you’d have to deal with complex IT reconfiguration, cable rewiring, and network setup. Imagine relocating an entire department with dozens of lockers or moving to a new office location entirely.

Awaio offers a system so flexible that you can turn any office locker into a bookable, shareable asset in under 5 minutes. Whether old or new, you can turn every shared office cabinet into a bookable digital asset without installing expensive power cables or time-consuming IT setups.

The smart lock comes with a ready-made retrofit template that allows it to be mounted without measuring anything. Any of your co-workers with no prior experience can install one in under five minutes, since installation requires no power outlets, cables, or IT integration.

After installation, you can immediately:

• Create locker profiles for different storage types, teams, departments, or personnel. Set up personal lockers, team storage, equipment lockers, or any custom category you need. Each profile can have different booking rules, access durations, and usage policies.
• Enable instant booking for employees. Once a locker is added to the system, employees can immediately see its availability and book it through their smartphones. No manual approval process needed.
• Track real-time usage across all storage assets. Awaio’s intuitive dashboard shows you which lockers are occupied, available, or scheduled for use, giving you complete visibility without manual checking.

You no longer have to worry about locker hoarding, manual tracking in spreadsheets, lost keys, or malfunctioning RFID cards. With fewer IT repairs or hardware replacements, maintenance stays minimal.

For forward-thinking teams, it’s a smarter, cost-saving, and more sustainable way to modernize workplace storage. See how Awaio helped Statkraft reduce its environmental impact by approximately 79.2 kg CO₂e per cabinet reused.

Let Employees Book and Access Lockers Independently

Employees don’t want to submit requests and wait for approval to use basic office storage. It’s just, generally, a poor user experience—what if they’re on the road and you’re not available to approve their request? 

Besides, if employees can’t easily access your locker system, it’s not very useful for facility management either, as you’ll still need to handle all the access requests manually. If an employee’s schedule changes and they can’t self-manage cancellation or rescheduling, that creates ghost bookings—empty spaces sitting unused while others scramble to find storage.

With Awaio, employees can self-manage locker space bookings using their smartphones. Their smartphone is the remote control for booking, accessing, and sharing any locker space. Whether commuting, working remotely, or on-site, employees can view and reserve all available storage space. There is no need to scan RFID cards or manage physical keys.

And because it’s Bluetooth-based, lockers are always accessible, even during network outages. You don’t need to wire up every cabinet or loop in IT just to get people access. Employees unlock their assigned lockers in seconds using a unique digital key sent via the mobile app. That’s fewer access requests for you, faster setup, and drastically lower maintenance overhead.

Get Complete Visibility Into Office Storage Space Utilization

Most locker management systems lack the detailed analytics needed for smart space planning decisions. While basic occupancy tracking might be available, it doesn’t offer the necessary insights for optimizing storage allocation. For instance, spreadsheets— and even some digital locker solutions– can’t track usage across different locations. 

Awaio is different.

Whether you’re overseeing parcel lockers at the head office in Norway plus storage units in Stockholm, Awaio gives you a unified dashboard to monitor every locker in use.

From the dashboard, you can:

• Track utilization by locker type, department, or time period. Identify which storage assets are most valuable and which might be underutilized.
• Monitor booking patterns. Understand peak usage times and plan maintenance or expansion accordingly.
• Receive proactive maintenance alerts. Get notified when locks need battery replacement or when usage patterns suggest maintenance is needed.

With real-time data at your fingertips, all office locker planning decisions become data-driven.  You can prevent shortages, avoid over-provisioning, and reassign underused lockers based on demand.

Locker Management Use Case & Workflows Available in Awaio

Reserve and share personal storage

Employees can reserve lockers ahead of time or scan a QR code to grab one on the spot. Sharing is just as simple as temporarily granting access to colleagues in seconds.s. This gives employees a secure place to stash personal essentials, keeps workspaces clutter-free, and makes it easy to exchange work-related documents securely.

Secure parcel pickup, without the front desk pile-up

Awaio provides a secure, self-service system for centralizing internal and external workplace deliveries. From drop-off to pickup, every step is designed to be fast, intuitive, and completely admin-free:

• Employees get a mobile notification immediately when a parcel is delivered.
• They locate the delivery locker on the map and confirm its availability using the number on the QR code sticker.
• With one tap in the app, they unlock the locker and retrieve their package

This means clutter-free front desks, secure handling, and a smoother parcel delivery experience.

Charging lockers for e-bike commuters

Support sustainable commuting while controlling locker access and usage. Employees who bike to work can reserve a secure, charging-enabled locker directly from the app, unlock it via Bluetooth, and charge their e-bike battery during the day.

On  the backend, workplace and facilities managers get full visibility into usage trends, such as:

• Locker utilization rates 
• Average charging session length
• Percentage of lockers used for charging vs. storage

These metrics can be used to identify high-demand areas and accurately measure progress toward sustainability goals.

Shared lockers for teams and projects

Team leads can set up shared lockers, granting access only to relevant teammates. That way, 40 desks can be shared among 80 employees without conflicts, and employees collaborating on projects can share equipment and work-related documents.

Storage unit for locker rooms

Digitize storage units in locker rooms while controlling who can access what and when. Employees simply scan a QR code on-site or reserve a locker in advance via the app. Once they open the locker at the end of their reservation, Awaio automatically releases it back into the pool, ready for the next person to use. It’s a fast, self-serve experience that eliminates the headache of physical keys and unused lockers. BDO’s headquarters in Norway manages 248 wardrobe lockers with an Awaio smart lock and a unique Grab and Go function.

Factors to Consider when Choosing the Right Locker Management System

Traditional locker systems force you to choose: manual tracking (spreadsheets) or expensive hardware (RFID/Wi-Fi). Awaio eliminates both with Bluetooth smart locks that install in minutes— perfect for hybrid workplaces with dynamic space needs.

Here’s how Awaio’s office storage management system compares to other options on the market:

Benefits Of Choosing Awaio’s Smart Office Locker Management Software

Awaio’s smart office locker management software presents many benefits. At the top of the list are cost savings, enhanced security for employee belongings, and reliable access even during power or network outages. Let’s explore the tangible improvements Awaio can bring to your workplace.

Enjoy smart locker access where you already work

Awaio locker management system integrates with the tools your team already uses. Employees can sign in securely with Microsoft or Google. No new logins to remember. From there, they can reserve lockers right from Outlook or Google Calendar, without jumping between platforms. Less friction for employees, faster onboarding for teams, and no extra systems for IT to manage.

Scale across multiple locations 

Awaio’s Bluetooth-enabled mobile-first locker locks can be retrofitted into existing cabinets in minutes without wiring, network setup, or proprietary hardware needed. This flexibility lets you scale your locker system quickly as your workplace needs evolve. Whether you’re adapting to a new floor plan, opening a new office, or increasing storage space, your locker management system will keep up.

Reliable protection for employees and company assets 

Employees sign in using their Microsoft or Google credentials, followed by a second layer of identity verification to ensure only the right people access the right spaces. Every sign-in and locker usage is logged in real time, so you can quickly trace who accessed what and when if something goes wrong. And because Awaio’s smart locks work without an internet connection, you’re not exposed to the usual entry points hackers exploit.

Flexible remote allocation and control 

Instead of chasing people down, set smart booking rules that reduce hoarding, reduce bottlenecks, and keep locker use fair. For instance, if someone doesn’t confirm their booking within a set time window, the locker is automatically released, so no space goes to waste.

Cost-effective solution

Powered by Bluetooth and cable-free hardware installation, Awaio’s locker system eliminates the need for costly IT  installations, network setups, or recurring maintenance. Just install the battery-powered lock, and it runs reliably with minimal upkeep.

Flexible pricing 

Awaio uses a modular pricing approach that supports unlimited users. This means you only pay for the number of locks in operation, making your costs predictable even as your team expands.

Support/training included

Employees can start using the platform immediately after the lock is installed. Should any technical issue arise, our dedicated customer service team is always available to assist, while our library of instructional videos guides you through the tool’s setup and operation.

What Customers say about Awaio’s Locker Management System

Frequently Asked Questions about Locker Management System

What is a locker management system?

A locker management system is any manual or digital method used to organize, allocate, and control access to lockers or shared storage spaces. This includes everything from traditional systems like physical keys and paper logs to more advanced setups involving smart locks, mobile apps, and centralized office space booking software.

At its core, a locker management system exists to help organizations:

• Decide who gets access to which locker
• Track locker usage and availability
• Set rules for how lockers are booked, used, and released

Modern locker management systems build on these same principles but automate the process to reduce manual work, prevent misuse, and improve visibility across locations.

How does a locker system work?

Generally, locker systems consist of a compartment secured by either physical locks or smart security systems powered by electricity or battery cells. To unlock them, users must provide an authenticator, which could be:

• Physical keys
• Digital access tokens (RFID tags and key cards)
• Biometric data (fingerprints and facial scans)
• Memorized access codes
• Digital keys (rely on Wi-Fi, Near-Field Communication, or Bluetooth Technology)

Modern locker systems, like Awaio, use Bluetooth-enabled smart locks and cloud-based software to automate this entire process. Employees can book lockers through a mobile app using their existing workplace credentials, and admins can define usage rules, track locker activity, and manage access remotely—all without manual intervention, hardware rewiring, or IT support.

What is a smart locker system?

A smart locker system uses IoT-based locks that can be controlled via apps, keycards, QR codes, or even biometrics. Administrators can assign lockers, monitor usage, and enforce rules centrally.

What are the types of locker management systems?

Locker management systems are broadly divided into two. The first category encompasses traditional locks, which work with keys, combo locks, or padlocks. The second is smart locker systems, subdivided into three categories:

• Biometric smart lockers work with biometric technology like fingerprint, voice identification, or facial recognition.
• Electric smart lockers are powered by electricity. They are unlocked with RFID chips, keycards, and tags.

Battery-powered smart lockers are powered by battery cells. They are either Bluetooth-powered (which is hardware-free and inexpensive), like Awaio, or IoT-enabled (which work with expensive IT setups).