Frequently Asked Questions (FAQS)

How our smart locker management system works.

How does the basic booking process work for a customer?

  1. The user selects a location, size and quantity of lockers.
  2. Selects the exact date and time range in an interactive calendar.
  3. The system checks availability and calculates the price in real time.
  4. The user enters a contact email or phone.
  5. Upon confirmation, the booking is created with status confirmed and they receive a unique QR code for each locker.

What happens if a customer arrives and their locker is occupied by a previous user?

Our system uses a buffer locker strategy to guarantee service:

  • A percentage of lockers are kept in reserve for emergencies.
  • When scanning the QR, if the system detects a collision, it automatically reassigns a free buffer locker.
  • The customer receives the new assignment and can access it instantly, ensuring a positive experience.

And what happens to the customer who has been delayed?

  • When their time ends, if they try to scan the QR, their booking status changes to overstay.
  • The system notifies them that they must pay an extra amount for the late hours, calculated with a configurable penalty rate.
  • The locker will only open for final collection once this amount has been paid.

Can a customer modify or cancel their booking?

Yes, from the "My Reservation" section:

  • Modify: They can change the size or dates. The system checks the new availability and calculates the cost of the change (a management fee + the price difference, if any).
  • Cancel: They can cancel the booking with a flexible refund policy based on advance notice.

What is the complete lifecycle of a locker's status?

The system automatically manages statuses to optimize occupancy:

available → booked → in_use → available
  • booked: Is automatically set when the booking start time arrives.
  • in_use: Changes with the user's first QR scan.
  • available: Returns to this status when the user actively completes the booking.

And what is the complete lifecycle of a BOOKING's status?

A booking's status evolves according to the user's actions. These are the main paths:

  • Normal Path: confirmed → active → completed
  • Delay Path (Overstay): confirmed → active → overstay → completed
  • Reassignment Path (Collision): confirmed → active_reassigned → completed
  • Cancellation Path: confirmed → cancelled

How does the system know if a customer has actually emptied their locker?

This is one of the most critical operations. The system manages it in two complementary ways to guarantee security and maximize availability:

1. Active Completion (The Ideal Method)

The user has the option to actively complete their booking through the "My Reservation" section.

  • The user presses the "Open to FINISH" button.
  • The system opens the door for a final collection.
  • Automatically, the booking changes to <completed>completed</completed> and the locker becomes <available>available</available> for the next customer.
  • This gives us 100% certainty that the locker is free.

2. Passive Management (When the User Leaves Without Notifying)

If a booking's time ends and the user doesn't complete it, the system does not assume the locker is empty for security. Instead, it acts reactively:

  • The booking and locker remain in an intermediate state (<active>active</active> / <in_use>in_use</in_use>) even though they have expired.
  • If a new customer needs the space: Our buffer system assigns them a reserve locker, protecting the new customer's experience and leaving the "doubtful" locker for operator review.
  • If the original customer returns late: When scanning their QR, the system detects they are out of time, changes the booking to overstay and initiates the penalty payment process before allowing the final opening.

In summary, the system always prioritizes not assigning a locker that could be occupied. It is only marked as 100% available when the user actively confirms it.