KioskForce smart vending machines and smart lockers integrate with ServiceNow. Employees collect IT peripherals, loaner devices, tools and PPE themselves, and every dispense, pickup and return is written into ServiceNow as a ticket, asset assignment or audit record. Nobody re-keys data, and nobody reconciles spreadsheets at month end.
We design the hardware and the software ourselves, so the ServiceNow connection is part of the machine rather than a third-party add-on.
What a ServiceNow integration does
| Event at the machine | What is recorded in ServiceNow |
|---|---|
| Employee authenticates (RFID badge or PIN) | The transaction is tied to the employee’s identity |
| Item dispensed from a vending machine | Request or incident record with item, quantity, user and timestamp |
| Device collected from a smart locker | Asset assigned to the employee |
| Device or tool returned to a locker | Assignment closed and return logged |
| Stock falls below the set minimum | Replenishment task raised for the IT or stores team |
| Machine fault | Incident raised against the machine so support can respond |
Which records are created, and which ServiceNow Flow Designer workflows they trigger, is configured to match the processes your team already runs.
ServiceNow smart vending machines
A ServiceNow smart vending machine suits consumables that are issued and not returned, such as cables, adapters, chargers, keyboards, mice, headsets, batteries and PPE. The machine is configured with the coils, trays or locker cells that fit the items you stock, and quotas can limit how much each employee or department draws.
Typical locations are IT service desks, office floors, and warehouse and production sites where IT or safety consumables are handed out today.
ServiceNow smart lockers
A ServiceNow smart locker solution suits high-value or returnable items, such as laptops, tablets, loaner phones, repaired devices and returnable tools.
- Request pickup. IT prepares a device against a ServiceNow request and places it in a cell. The employee collects it with their badge, and the asset is assigned to them.
- Loaner pool. Employees take a loaner device and return it to any free cell. The loan opens and closes in ServiceNow.
- Drop-off for repair. A faulty device goes into a cell, and the return is logged against the employee’s ticket.
KioskForce smart lockers can be associated with the Industrial Vending platform (ppe.vendingontrack.com) that runs our PPE and tool vending machines, and they integrate with ServiceNow through that platform. As a result, lockers and vending machines on the same site share one employee list, one set of reports and one ServiceNow connection. Cells can be fitted with charging ports so devices stay charged between loans. See custom smart lockers for cabinet sizes and access options.
Vending machine or smart locker?
| Smart vending machine | Smart locker | |
|---|---|---|
| Best for | Consumables issued and not returned | Devices and returnable tools |
| Items per location | Many SKUs, many units of each | Fewer, higher-value items |
| Return handling | Not needed for consumables | Built in, logged per cell |
| Typical ServiceNow record | Request or incident, stock deduction | Asset assignment and return |
Many sites use both. Where one cabinet has to dispense and accept returns, a hybrid locker-vending machine does both in a single unit.
Why integrate with ServiceNow
- Centralised incident management. Machine faults and stock issues reach the same queue as every other IT incident, so they are prioritised and resolved in the normal way.
- Accurate asset records. Assignments and returns are written when they happen rather than reconstructed afterwards.
- Automated workflows. Replenishment, notifications and monthly usage reports by department run without manual effort.
- 24/7 self-service. Employees get what they need outside service desk hours without waiting in a queue.
Related
- Industrial vending: PPE, tool and MRO dispensing on the same platform
- Smart vending machines: connectivity, cloud dashboard and API
- Custom smart lockers: sizes, access control and charging cells
- FAQ: ordering, lead times and support
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