As an admin, you have the option to enable this setting for your company, allowing employees to choose to return their devices after the renewal date via a structured process in Velory. This gives greater control over devices approaching renewal, ensuring timely returns of the device.
This article includes the following topics:
Enable this setting
- Go to your profile in the navigation bar, click on Settings then End of Lifecycle.
- Find the toggle called Return device. Turn on or off the setting depending on what you want to have as available options for your employees devices.
How the return of device flow works
When this option is enabled, employees will have the choice to return their device to the company at the end of the renewal period. This choice will be visible on the device page when the renewal date is approaching. Specifically, the message will appear one month before renewal for one-off devices and three months before for leased devices.
After the return button is clicked by the employee the status of the device will be updated to "Active - pending return" and the employee will be directed to visit the store to place a request for a new device.
While waiting for the new device to arrive, the employee continues to use the old device as usual. Upon completion of the shipment and delivery of the new device, the employee will receive an email notification confirming its delivery and that it is ready for pickup. This specific process may vary depending on your company's settings and policies, as well as the delivery address of the device.
Once the new device is in the employee's possession, it should be marked as received. This can be done by either the employee themselves or by you as an admin, depending on company policies. Simply click on the Mark as received button on the device page to complete this step. Regardless of who marks the device as received, its status will be updated to Active, and an email notification will be sent to the employee, prompting them to return the old device, the information is also visible on the device page.
Before returning the device it’s important that the new one is set up and the old one's information is transferred and restored. This process is communicated to the employee via email as well on the device details page. When the employee is ready to return the device, they follow your company's specified process, whether it involves returning it to the employee's manager, the IT department, or another designated individual.
It's important that the device status is updated correctly upon return, a task that can only be done by an admin or the purchase manager. When the device is returned, the admin or purchase manager should go the device page and click on Confirm return.
After confirming the return, the device page will update, offering the option to mark the device as released. Click Mark as released and a pop-up message will show. Before releasing a device in Velory, ensure it follows your company's protocol for unused devices, such as removing it from MDM systems. Pressing Mark as released again will unassign the device from the employee and automatically move it to a space called "Returned devices". When the device is released the status is updated to "Inactive".
From the "Returned devices" space any device can be updated and reassigned to another space or employee at any time. Once it's reassigned from the "Returned Devices" space, its status will automatically change back to "Active". You can manually update the renewal date as needed.
Tips and troubleshooting
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Re-enable the “expiring device options” on a device marked for return |
There may be scenarios where a user initially decides to return their old device but later changes their mind and wants to buy it out or keep it. In such cases, an admin can update the settings to make these options available again. Read this article for a step-by-step guide. |
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Re-use and re-assign a returned device |
From the 'Returned devices' space any device can be updated and reassigned to another space or employee at any time. Once it's reassigned from the 'Returned Devices' space, its status will automatically change back to 'Active'. You can manually update the renewal date as needed so that the correct renewal period is added and you make it possible for the new user to have it available with the same options once the renewal date is near. |
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Return flow connected to offboarding
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When an employee takes action on their devices during the offboarding process, the device statuses will be updated accordingly. If devices marked for return are not returned by the last day of employment, their status will change to 'Not returned.' Admins can easily identify these devices by applying the relevant filters in the Hardware tab view. Additionally, admins will receive weekly email reminders about all devices that have not been returned. |