Set up a Single Use workflow

1. Admin Access

   • Browse to the FUYL Portal (FUYL.io) and log in with an administrator profile.

2. Create a Single Use workflow

   • Navigate to the Workflows tab and select Create New.
   • Name the new workflow appropriately (e.g., "Staff drop off").
   • Select Single use as the Workflow type and select Next.

3. Configure workflow options

   Options for this workflow include:

   Configure Settings
   Allow pick-up	Permit administrators to create pick-up tasks, allowing authorized users to collect a device that an admin has or will load into the locker.
   Allow drop-off	Permit administrators to create drop-off tasks, allowing authorized users to deposit a device for an admin to collect.

   Notifications
   Notification content accuracy relies on the timezone configured in Settings - Account. Details include Workflow, User, User email, Description, Site, Group, and Timestamp.
   Notify admins for completed pick-ups	Sends an email notification when a user has completed a pick-up task.
   Notify admins of user drop-offs	Sends an email notification when a user has deposited a device.

   Users will be notified both when an admin creates a drop off task assigned to them, and when a device is loaded for them to collect.

4. Confirm workflow

   • Check and confirm the workflow settings.

5. Assign the workflow to bays

   • Before tasks can be created, the workflow must be assigned to one or more bays via the FUYL Kiosk.

The workflow will appear on the FUYL Workflows dashboard, displaying weekly usage stats, the number of stations assigned, and the count of pending tasks (drop-offs and pick-ups not yet completed).

Use a Single Use workflow

The description below uses the default language for the Kiosk. Learn how to apply a custom label.

Create a task

Tasks can either be created from the Single Use dashboard ( in the left-hand menu) or at the Kiosk when loading a device. Select Create New to open the New Task modal, and complete the following:

• Workflow - the Single Use workflow to use
• Task Type - either Pick up or Drop off
• Site - optionally restrict the task to a specific site
• Group - optionally restrict the task to a specific locker group
• User - the user authorized to complete the task
• Description - a description of the device being picked up or dropped off

If no site or group is selected, the user can complete the task at any tower where the workflow is assigned (Drop-off only)

Loading a device for pick-up (Admin flow)

Once a pick-up task has been created, an administrator must load the device into the locker before the user can collect it.

1. Open the FUYL Admin menu on the FUYL Kiosk by selecting the cog in the bottom right.
2. Authenticate as an administrator and select Load Devices.
3. Select the relevant Single Use workflow and either:
   • The user the task is assigned to
   • Create a new Pick-up task with a user and description
4. An appropriate bay will open. Place the device inside and close the bay.
5. The task status updates to Pending pickup, the user is notified, and they can now collect the device.

User pick-up (User flow)

1. The user approaches the FUYL Kiosk and selects One time use.
2. The user selects Pick up.
3. The user is prompted to authenticate.
4. If a pick-up task is assigned, the appropriate bay will open. The user collects the device and closes the bay.
5. The task is marked as Completed, and if configured, an email notification is sent to administrators.

User drop-off (User flow)

1. The user approaches the FUYL Kiosk and selects One time use.
2. The user selects Drop off.
3. The user is prompted to authenticate.
4. If a drop-off task is assigned, an appropriate bay will open. The user places the device inside and closes the bay.
5. The task status updates to Ready to collect, and if configured, an email notification is sent to administrators.

Collecting a drop-off (Admin flow)

1. Open the FUYL Admin Settings on the FUYL Kiosk and authenticate as an administrator.
2. Select Collect device from the admin menu.
3. Bays containing devices dropped off via Single Use workflows are listed with the user's name and description.
4. Unlock the relevant bays, retrieve the devices, and close each bay when finished.
5. The task is marked as Completed.

Manage tasks in the Single Use dashboard

Device administrators can create, monitor, and review tasks in the Single Use dashboard ( in the left-hand menu).

Pick ups

The Pick ups tab displays all current and historical pick-up tasks, including those waiting on an admin to load a device, those awaiting collection by the user, and those already completed.

Drop offs

The Drop offs tab displays all current and historical drop-off tasks, including those awaiting drop-off by the user, those in the locker awaiting admin collection, and those already completed.

Notes and limitations

• Single Use workflows require a user to be assigned a task before a device can be loaded. For the scenario where unassigned devices are stored in the locker and assigned a user for collection later, see the Device Deployment instead.
• Each task is for a single transaction only. Once completed (or withdrawn), a new task must be created for any subsequent pick-up or drop-off.