For years, libraries have worked tirelessly to digitize catalogs, automate circulation, and expand access. But even with modern Integrated Library Systems like Koha, there’s one persistent gap: getting physical items from the shelf to the user. That final leg of the journey—the so-called “last mile”—is still often reliant on staff time, rigid hours, and patron availability.
Enter Smiota Smart Lockers. By integrating Koha with Smiota’s locker-based asset management system, libraries can reimagine how they handle pickups, returns, and even inter-library transfers. Think of it as bringing Amazon-style convenience to public and academic libraries—without turning them into fulfillment centers.
What Is the “Last Mile” in Library Lending?
In logistics, the last mile refers to the final step in the delivery process—when a product travels from the warehouse to the customer. In libraries, the equivalent is:
- A reserved item being retrieved from a shelf by staff
- That item being placed on a hold shelf or behind a counter
- The user needing to visit the building (during hours) to pick it up
This process is effective but inflexible. It doesn’t scale well with limited staff, and it puts a burden on patrons to fit their schedule around library hours.
Smart Lockers: The Flexible Pickup Point
With Smiota lockers, libraries can decentralize the last mile. Here’s how it works:
- A user places a hold through Koha.
- Once the item is ready, staff load it into a designated locker.
- Koha updates the item’s status, and Smiota sends the user a notification with a secure pickup code.
- The user picks up the item—on their time.
This eliminates lines, waiting, and the need for face-to-face interactions (a plus for patrons who like books more than small talk).
Use Case: Public Libraries in Urban Areas
Public libraries often serve patrons with inconsistent schedules—shift workers, parents, students, commuters. Lockers can be installed:
- In transit stations
- Inside malls or grocery stores
- Outside the library itself for 24/7 access
By making it easier to pick up materials, libraries increase usage and reduce hold abandonment. This is particularly valuable for underserved communities where transportation or time is a barrier.
Use Case: Academic Libraries with Campus-Wide Demand
In universities, students and faculty are constantly moving across campus. Placing lockers near dormitories, labs, or student centers removes friction from the pickup process.
Let’s say a grad student places a request for a book from the science library. Rather than hiking across campus between classes, they pick it up from a locker outside their department building. Efficient, discreet, and entirely on their schedule.
Enabling Inter-Branch and Inter-Library Delivery
Some library systems use internal couriers to transfer items between branches. Now imagine this:
- Item is scanned and dispatched from Branch A
- Delivered to a locker hub at Branch B or even a partner university
- Patron receives pickup instructions automatically
This system transforms how libraries cooperate, especially in consortium models. It supports true resource sharing with minimal administrative load.
The Integration Workflow: Koha + Smiota in Action
Let’s break down the workflow:
- Reservation: A user places a hold request via Koha’s OPAC or mobile interface.
- Fulfillment: Staff pull the item and scan it into Koha, triggering the “Ready for Pickup” status.
- Locker Assignment: Koha passes this status to Smiota via API; the item is placed in a locker.
- Notification: Smiota sends a secure one-time PIN or QR code to the user.
- Pickup: The user retrieves the item; locker access is logged.
- Sync: Koha updates the circulation record automatically.
This system removes the manual handoff and lets both staff and users operate independently.
Designing for Scale: Where to Put the Lockers
Your locker deployment strategy should align with:
- Patron traffic patterns
- Geographic gaps in access
- Physical space availability
- Security and accessibility
You don’t need 50 lockers in one place. A few lockers in key locations offer better coverage and efficiency. For example:
- 10 lockers outside a community center in a residential neighborhood
- 6 lockers in a health clinic waiting area for parents picking up parenting books
- 12 lockers in the engineering building for technical equipment loans
Benefits Beyond Convenience
Smart lockers are not just about convenience. They offer a wide variety of benefits to different users. Let us have a look at those key benefits in this section.
For Patrons:
- No waiting in line or rushing before closing
- Discreet pickup for sensitive materials (e.g., health, finance, or social services topics)
- Better access for disabled users
For Libraries:
- Extended service without extended hours
- Reduced desk workload
- Fewer uncollected holds and overdue returns
- More consistent pickup data for planning and reporting
For Staff:
- Less time spent on checkouts
- More time for programming, engagement, and collection curation
Challenges and Mitigation
While implementing smart lockers, it is important to understand the challenges that come with it and how to overcome them. Here is a list of the most common challenges associated with smart lockers and how to mitigate them:
- Locker availability: Use real-time inventory and alerts to avoid overflow.
- System integration: Work with IT or integration partners to connect Koha’s circulation API with Smiota’s locker platform.
- Training: Ensure staff understand locker workflows and backup procedures.
- User education: Use signage, onboarding emails, and a short how-to video to demystify the process.
Final Word: The Library Locker as a Service Hub
The last mile is where the user experiences either delights or disappoints. With Koha + Smiota, libraries can control that experience—even beyond their walls.
It’s not just about automating checkouts. It’s about bringing the library to the places and moments where people already are. Whether it’s a 24-hour locker outside a transit stop or a campus pickup point near the coffee shop, smart lockers remove barriers while preserving everything people love about libraries.
Libraries aren’t trying to compete with e-commerce—they’re simply adopting the best parts of their playbook to make knowledge more accessible.
And for once, the last mile doesn’t feel like the hardest one. It might just be the smartest.
