š Overview
Locker Management in the software allows your facility to create and organize locker rooms, define locker types, assign lockers to customers, and manage locker billing through service plans. This article combines all Locker Manager setup details into a single guide, including required permissions, setup order, and key configuration steps.
š Access & Authorizations
Locker Manager functionality is permission-based. Staff must have the correct authorization enabled before they can create, edit, or assign any lockers in the software.
Click the arrow to learn which authorization is required
Click the arrow to learn which authorization is required
A userās Role must have the Locker Management authorization turned on.
This authorization controls all locker-related actions, including:
Creating lockers
Editing lockers
Creating and editing locker rooms
Assigning lockers to customers
š ļø Setup
šļø Locker Setup Hierarchy
Use the hierarchy below to understand the correct order in which locker features must be created.
1ļøā£ Create Products
Products represent the fees your facility charges for lockers or related add-ons.
Click the arrow to learn how to create locker products
Click the arrow to learn how to create locker products
Steps
Click on the Cash Register dropdown.
Select Products.
Click Add Product.
Enter a product name such as Large Locker or Locker Maintenance Fee.
Assign a category like Rentals, Storage, or Locker Fees.
Set the product price to match the billing interval.
Expand Product Settings to adjust visibility or tax settings if needed.
Click Save.
Tips
Create separate products for locker fees and any add-on charges.
Keep product names consistent across all locker types and plans.
2ļøā£ Create Intervals
Intervals define how often locker-related billing renews or expires.
Click the arrow to learn how to create intervals
Click the arrow to learn how to create intervals
Steps
Type in Intervals using the global search bar.
Select Intervals.
Click "+" to add an Interval.
Enter the interval name.
Choose the interval type such as daily, weekly, monthly, quarterly, or yearly.
Set the interval options (details below).
Click Save.
Interval Options Explained
Interval Length
The multiplier of the interval type.
Example: Interval Length = 3 and Interval Type = Month
Result: The renewal interval is every 3 months.
Renewal Month
Applicable only to yearly interval types.
Choose the month you want the renewal to occur.
Example: Renewal Month = January
Result: All yearly renewals process in January each year.
Renewal Day
Applies to monthly and yearly interval types.
Defines the exact day of the month when renewal occurs.
Example: Monthly interval with Renewal Day = 1
Result: The renewal always occurs on the 1st of each month
This is true regardless of the customerās purchase date
Tips
Use clear names like Monthly or Quarterly to keep service plans organized.
Create all necessary intervals before moving on to products or service plans.
3ļøā£ Create Service Plans
Service plans define contract length, billing interval, auto renew settings, and locker products tied to the plan.
Click the arrow to learn how to create service plans
Click the arrow to learn how to create service plans
Steps
Search for Service Plans using the global search bar.
Click "+" to add a Service Plan.
In the Settings tab, enter a clear name such as Large Locker (Monthly).
Enter the Term Length (Months).
This is the length of time the customer is required to keep the service.
Example: Term Length = 6 means the customer is committing to six months of service.
Select the Billing Interval (the interval created earlier).
Choose applicable Locations if your facility has more than one.
Enable or disable Auto Renew.
When enabled, the service will automatically renew at the end of each interval.
Ideal for ongoing locker rentals.
Adding Fees (Products)
After configuring the Settings tab, you must add the locker product fee.
Click the Fees tab in the left sidebar.
Use the search bar to find the product you created earlier (for example, Monthly Locker Fee).
Select the product to add it to the service plan.
The product will appear below with a Billing Interval field.
By default, the product uses the same interval as the service plan.
This ensures billing occurs at the correct frequency.
Click Create at the bottom of the Fees tab to save the service plan.
Tips
Always click Create on the Fees tab to save the service plan.
If not saved here, the service plan will not be created.The product you attach controls what the customer is billed and how often they are billed.
Add additional fees (such as a Locker Maintenance Fee) if your facility requires them.
Create one service plan per locker type and interval for accurate reporting.
Confirm every service plan includes:
A billing interval
A term length
A locker-related product
Auto Renew settings (as needed)
4ļøā£ Create Locker Areas
Locker Areas represent the physical rooms or spaces where lockers are located.
Click the arrow to learn how to create locker areas
Click the arrow to learn how to create locker areas
Steps
Open Locker Manager by typing Locker Manager into the global search bar.
Click the + icon at the top.
Select Add locker area.
If no areas exist yet, you will also see a prompt on the left that says
āāThis location doesnāt have any locker areas yet. Click here to create one.āEnter a name for the area such as Menās Locker Room, Womenās Locker Room, or Storage Area.
Click Add locker area.
Tips
Create all locker areas before creating Locker Types or Lockers.
The area name should reflect the physical room or section where lockers exist.
5ļøā£ Create Locker Types
Locker Types define the categories or models of lockers available in each area.
Click the arrow to learn how to create locker types
Click the arrow to learn how to create locker types
Steps
Within the Locker Manager, click the + icon.
Select Add locker type.
Name the type such as Small Locker, Large Locker, or Gear Locker.
Assign the appropriate Service Plan(s) to this locker type.
Click Add locker type.
Tips
Create Locker Areas before Locker Types.
Locker Types determine which service plans can be used with lockers created under that type.
Use clear, descriptive names so staff can easily identify each type.
6ļøā£ Create Lockers
After Locker Areas and Locker Types are created, you can begin creating the actual lockers.
Click the arrow to learn how to create lockers
Click the arrow to learn how to create lockers
Steps
Within the Locker Manager, click the + icon.
Select Add lockers.
Choose the Locker Area the lockers will belong to (e.g., Menās Locker Room).
Enter the Number of lockers to create (e.g., 50).
Enter the Starting Number.
This determines the first locker number in the sequence.
Example: Starting Number = 1 produces MLL1, MLL2, MLL3ā¦
Enter a Prefix such as MLL.
This is added before each locker number.
Example: MLL = Menās Large Locker.
If you create 50 lockers, they will appear as MLL1āMLL50.
Enter a Postfix if needed (optional).
Choose the Locker Type (e.g., Large Locker).
Click Create new lockers.
Visual Example
Using these settings:
Area: Menās Locker Room
Number of lockers: 50
Starting number: 1
Prefix: MLL
Type: Large Locker
You will create 50 lockers labeled: MLL1, MLL2, MLL3, MLL4 ā¦ MLL50
Each locker will display:
The prefix + number
The Locker Type (Large Locker)
The availability status
As shown in the screenshot above, all lockers appear in a grid and are immediately visible in the selected Locker Area.
Tips
Prefixes help avoid duplicate locker numbers across multiple areas (e.g., Womenās Locker Room may use WLL).
Use prefixes that describe the area + type for clarity.
Bulk-create lockers whenever possible to save time.
You can repeat this process for each Locker Area and Locker Type combination.
7ļøā£ Assign Customer
Assign lockers to customers once billing plans, areas, types, and lockers are fully configured.
Click the arrow to learn how to assign customers to lockers
Click the arrow to learn how to assign customers to lockers
Steps
Click any available locker in Locker Manager.
Search for and select the customer.
Select the correct service plan.
Review and complete the fields in the Add Service for [Customer Name] window:
Service Name and Status
Shows the selected service (ex: Large Locker Monthly).
Status should be Active.
Billing Section
Contract Length: Required service duration in months.
Expiration: Auto-calculated based on contract length.
Auto Renew: Determines if the service continues automatically.
Fees Section
Displays all product fees tied to the service plan.
Includes Price, Interval, and Next Bill Date.
Additional fees can be added when needed.
Save Options
Save: Creates the service without immediate invoicing.
Save & invoice now: Creates the service and bills the customer immediately.
Once saved, the locker updates with the customerās name and status.
Billing schedules begin automatically based on the Service Plan.
Tips
Assignment will fail if the required service plan is missing.
Verify payment methods before assigning long-term lockers.
Always double-check Fees before saving.
Use Save & invoice now for immediate payment.
š³ Customer Payment Information
Some locker service plans bill customers multiple times during their contract term. When this happens, the customer must have a saved payment method so future scheduled payments can process automatically.
Click the arrow to learn when payment information is required
Click the arrow to learn when payment information is required
When a service plan bills on a recurring schedule (for example, a 12-month term billed monthly), the software uses the customerās saved payment method to create the future payment schedule after the initial invoice is generated.
Example
Term Length: 12 months
Fee Interval: Monthly
The customer must have a saved payment method to ensure all future monthly payments process correctly.
Adding a Payment Method
To add customer payment information, follow the instructions in the Saving Payment Information article.
š¦ Locker Status & Color Coding
Each locker displays a color-coded status to help staff quickly identify its condition or billing standing.
Click the arrow to learn what each locker status means
Click the arrow to learn what each locker status means
Active
The locker is in good standing and currently assigned.
Inactive
The locker is suspended or not currently in operation.
Expired
The service term has ended and must be renewed for continued use.
Paused
The locker is temporarily on hold until a later date.
Missing
The locker is missing a required service or configuration and needs staff attention.
These statuses automatically update based on the customer's service plan, expiration dates, and changes made to the locker assignment.
š” Pro Tips
ā ļø Check settings at all levels: Make sure Locker Management is enabled before configuring areas, types, or lockers.
š§ Use prefixes for clarity: Prefixes prevent confusion when lockers span multiple rooms or types.
š¬ Match products and plans: Ensure each plan is paired correctly with its locker type.
š Create all intervals first: Intervals created later may require adjustment of existing service plans.
ā Check capacity and availability: Assignments fail when lockers are missing required service plans.
ā Frequently Asked Questions (FAQs)
Find answers to common questions or additional details that may not be covered in the main instructions.
Click the arrow to view frequently asked questions
Click the arrow to view frequently asked questions
Why am I unable to edit locker rooms on an event?
Click the arrow to see the answer
Click the arrow to see the answer
The Locker Management authorization must be enabled in the staff memberās Role settings.
Why canāt I assign a locker to a customer?
Click the arrow to see the answer
Click the arrow to see the answer
The customer must have the correct service plan assigned before they can be assigned a locker.
What does a missing locker status mean?
Click the arrow to see the answer
Click the arrow to see the answer
A missing status indicates a required service plan or billing configuration has not been set.
Can I bulk-create lockers?
Click the arrow to see the answer
Click the arrow to see the answer
Yes. Use the Add lockers option to generate multiple lockers at once.