As an admin, you can enable this setting for your company, allowing employees to return their devices after the renewal date through a structured process in Velory. This helps manage devices nearing renewal and ensures timely returns.
This article includes the following topics:
- Enable this setting
- How the “return of device” flow looks like for leased devices
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Tips and troubleshooting
Enable this setting
- Go to your profile in the navigation bar, click on Settings then End of Lifecycle.
- Go to the leasing tab and 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 that are on a leasing contract.
How the “return of device” flow looks like for leased devices
When the return option is enabled, employees can choose to return their device to the company at the end of the renewal period. This option will appear on the device page as the renewal date approaches, specifically three months before for leased devices.
In the initial step, the user selects a preliminary option to assist the IT team in planning for upcoming requests. This choice can be changed at any time within a two-month period. Updating the preliminary choice only adjusts the device’s status, providing the IT team with better visibility for planning.
In the Hardware view, admins can filter devices with preliminary choices to better understand the actions needed for devices approaching their renewal date, ensuring compliance with the leasing contract. This view offers an estimate of the required actions for devices nearing the end of their leasing term.
One month before the renewal date, the user will receive an email notifying them to make their final decision about the current device. This decision is final and cannot be changed, so it's important to be sure about the choice they make.
If the user confirms the device return, the leasing provider will be notified that the device will be returned at the end of the leasing period. Every morning at 8 AM (Swedish time), the provider receives a summary email listing devices expected for return and prompting them to send a return label to the user. Within 24 hours of selecting the return option, the user will receive an email from the leasing provider with instructions on how to return the device, including a printable return label.
While waiting for the new device, the employee can continue using the old one as usual. Once the new device has been shipped and delivered, the employee will receive an email notification confirming its arrival and readiness for pickup. The process may vary based on company settings, policies, and the delivery address.
Once the employee receives the new device, it must be marked as received. Depending on company policies, this can be done by the employee or an admin. Simply click the Mark as received button on the device page to complete this step.
Once the new device is marked as received, the old device’s status will update to Active - to return, and the employee will receive an email reminder to return the old device. This information is also available on the device page.
Before returning the old device, the employee should set up the new one and transfer any necessary data. This process is outlined in an email and on the device details page.
When ready to return the device, the employee follows the return instructions provided in a separate email from the leasing provider.
Once the leasing provider receives the returned device, they must update its status in Velory by clicking Confirm return on the device page to ensure accurate tracking.
Once the leasing provider confirms the return, the device page will update, allowing them to mark the device as released. Before doing so, they must ensure the device has been removed from any MDM systems.
Clicking Mark as released will trigger a confirmation pop-up. Once confirmed, the device will be removed from the employee’s profile and automatically removed from the company’s asset management in Velory, as it is now back in the leasing provider’s possession.
Tips and troubleshooting
| Return flow of a leased device connected to offboarding |
During offboarding, device statuses update automatically as described earlier, except the employee will not be prompted to order a new device. If a device marked for return is Not returned by the employee’s last working day, its status will change to Not returned. Admins can track these devices using filters in the Hardware tab and will also receive weekly email reminders listing all unreturned devices. |
| Event logs | Admins can view the event logs for each device to track actions performed. This feature is helpful for monitoring and reviewing device activity when necessary. |