Imagine a typical busy weekday at a library.
The hold shelf is full, staff are rushing between circulation tasks, and patrons keep asking the same question: “Is my item ready yet?” Packages and borrowed items pile up behind the desk. Students sprint across campus trying to pick up materials before closing. Working parents arrive minutes too late and leave disappointed. Staff juggle manual logs, sticky notes, and constant interruptions.
This scene isn’t unique, it’s happening everywhere.
As demand for materials grows, library hours stretch thinner, and patrons expect more flexibility, traditional pickup and return workflows can’t keep up. People want convenience. They want 24/7 access. They want secure, contactless pickup that fits their schedules, not the other way around.
And this is where technology quietly steps in.
Integrating smart lockers with an Integrated Library System (ILS) is transforming the way libraries fulfill holds, manage returns, handle reserves, and support patrons’ ever-changing needs. It creates a seamless, automated experience that reduces staff workload and gives patrons the freedom to pick up materials anytime.
In this blog, we explore how Smiota’s smart lockers integrate with various ILS software and how this combination is shaping the future of library operations.
Why Traditional Delivery & Pickup Workflows Are No Longer Enough
Libraries are built on service, but outdated processes can unintentionally slow everything down. Here are the everyday frustrations you’ve probably experienced:
- Missed pickups and frustrated patrons: Patrons often miss their holds simply because the library closes before they can reach it.
- Crowded hold shelves: With rising circulation volume, shelves overflow quickly and become difficult to manage.
- Long queues at service desks: Staff handle constant pickups, which reduces time for programming, assistance, and outreach.
- Manual tracking and outdated logbooks: From paper forms to printed slips, each step adds friction and increases the risk of error.
- Mailroom-style chaos: Items get shuffled during busy periods, leading to misplaced materials or forgotten holds.
- No real visibility: Staff can’t always confirm who picked up what, or when, making accountability tricky.
And with e-commerce influencing patron expectations and campuses relying on libraries for equipment lending, internal deliveries and logistics have expanded beyond books.
Traditional workflows simply aren’t built for this scale.
Automation is no longer a “nice to have”, it’s the next logical step.
What Smiota Smart Lockers Actually Do
Smart lockers sound technical, but Smiota’s system is designed to be intuitive, for patrons, staff, and administrators.
Here’s the simplest way to explain them:
Automated, Self-Service Kiosks
Lockers where items are stored securely, ready for pickup whenever patrons need them.
Secure, Individual Compartments
Each holds books, devices, documents, or any material the library circulates.
24/7 Access with Phone or PIN
Patrons receive a notification with a pickup code or use the mobile app, zero staff intervention required.
Cloud-Connected (using our L-DOS Platform)
Libraries manage everything remotely, assignments, logs, analytics, and alerts, all in one interface.
Real-Time Digital Tracking
Every interaction is recorded: who stored, who picked up, at what time, and from which locker.
Adaptable for Any Library Workflow
Whether it’s a university library handling equipment loans or a public library managing interlibrary transfers, the system fits right in.
Smiota turns everyday circulation activities into a smooth, automated experience.
So, What Is ILS, and Why Should Anyone Care?
ILS (Integrated Library System) is the invisible backbone of library operations.
It manages:
- Who borrowed what
- When items are due
- Holds, reservations, circulation rules
- Inventory
- Patron records
- Fines, loan periods, return status
- Item requests and routing
Most libraries already rely on ILS systems like Polaris, Koha, SirsiDynix, Alma, or others every single day. But even with powerful ILS software, the last mile, the actual physical handoff of items, remains manual. That’s where inefficiencies happen. Integrating Smiota’s lockers with an ILS bridges this last mile.
It connects digital records with real-world item exchanges.
The Power of Integration: ILS + Smiota Smart Lockers
In this section, let us look at some of the key benefits of Smiota’s integration with ILS software.
1. End-to-End Automation
With the integration, this is what a pickup workflow will look like:
- Staff process the hold or loan in the ILS.
- The ILS pushes the information to Smiota automatically.
- Smiota assigns the perfect locker size.
- Patron receives an instant notification.
- Locker pickup triggers an automated check-in or status update.
No repeat data entry. No manual tracking.
2. Seamless Data Sync
Everything stays perfectly aligned:
- Item status
- Patron notifications
- Pickup confirmations
- Return timestamps
- Inventory updates
The ILS and Smiota communicate constantly.
3. Real-Time Visibility
Libraries can see:
- What’s inside every locker
- Which items are overdue for pickup
- When a locker was opened
- Usage trends
- Peak-demand times
This eliminates lost materials and reduces internal confusion.
4. Contactless, Secure Access
Security is built into the entire experience:
- Unique PINs
- QR codes
- Mobile app unlock
- Tamper alerts
- Full digital audit trails
Patrons get convenience; libraries get accountability.
How This Integration Improves Daily Life
For Patrons
- Pick up holds anytime, early morning, late night, weekends, or holidays.
- Skip the line entirely.
- Pick up sensitive items discreetly (e.g., health-related books).
- Get simple, clear notifications with zero guesswork.
For Library Staff
- Spend less time sorting hold shelves.
- Handle fewer interruptions at the service desk.
- Eliminate manual errors and misplaced materials.
- Focus on programs, outreach, and community engagement.
For the Library as a Whole
- Reduce operational overload during peak hours.
- Eliminate bottlenecks with automated workflows.
- Gain reliable, real-time reporting and digital audit trails.
- Improve patron satisfaction through consistent, predictable service.
- Scale without increasing staff hours or expanding physical space.
Smart lockers don’t replace the library, they enhance it.
Real-World Use Cases Where Smiota + ILS Integration Shines
Holds & Hold Shelves → Locker Pickup
Instead of crowding the hold shelf, items go directly into lockers.
Patrons receive automatic pickup codes, reducing missed pickups.
Returns Outside Opening Hours
Lockers allow after-hours returns.
The ILS logs the return as soon as it’s scanned or checked in.
Course Reserves & Short-Term Loans
High-demand materials can be scheduled for timed locker access.
Students avoid queues during exam week.
Interlibrary Loan (ILL) & Document Pickup
Sensitive or special-request items get secure, trackable delivery.
Chain of custody remains clean and fully traceable.
Special Collections / Restricted Materials
Controlled-access lockers maintain security while offering flexibility.
Pickups can be limited to certain time windows based on ILS rules.
Equipment & Media Lending
Whether it’s laptops, cameras, tablets, or AV kits, lockers reduce front-desk pressure and ensure accountability.
Community Outreach / Pop-Up Pickup Points
Lockers serve as temporary or seasonal extensions of the branch.
Events and community centers become pickup hubs.
Accessibility & Equity Improvements
Patrons who cannot visit during traditional hours maintain full access.
ILS integration ensures fairness and consistent prioritization.
Why Smiota’s Integration Capabilities Stand Out
Smiota is not a company that simply makes lockers, it builds locker ecosystems. What makes it stand out?
Cloud-Native L-DOS Platform
A stable, fast, flexible backend that grows with library demands.
Enterprise-Grade Security
Encrypted communication, tamper detection, and full audit trails.
Modular, Scalable Hardware
Locker banks that expand with circulation needs, including oversized, outdoor, refrigerated, and mixed-use modules.
API-Based Integrations
Smooth, reliable connections with major ILS platforms.
Remote Management
Staff can control, monitor, unlock, or troubleshoot lockers from anywhere.
Mobile-First Experience
Patrons unlock lockers through the app or PIN without any complexity.
Proven Across Diverse Environments
Libraries benefit from Smiota’s expertise in high-volume, high-security industries.
The Future: Connected, Automated, and Intelligent Library Workflows
With smart lockers and new-age ILS systems, here are some of the trends that are going to shape library operations in the coming years:
- Unattended Pickup Becomes Standard: Self-service locker pickup is rapidly moving from optional to essential.
- Smart Locker Allocation Based on ILS Data: Systems may soon predict demand and allocate locker space automatically.
- Multi-Branch Locker Networks: Patrons choose pickup locations across multiple branches and community points.
- Predictive Planning: Analytics anticipate rush periods so libraries can plan better.
- Deeper ILS Integrations: More circulation actions, checkouts, renewals, holds, will be automated.
- Greater Accessibility & Equity: 24/7 access ensures everyone gets equal opportunity to borrow materials.
- From Convenience to Infrastructure: Smart lockers will become core components of modern library service models.
Conclusion: Convenience + Security + Automation = The New Standard
We started with the everyday frustrations, missed pickups, long lines, chaotic hold shelves, and overwhelmed staff.
Now imagine the opposite.
Every item flows smoothly from the ILS into a locker.
Patrons receive instant notifications.
Pickups happen anytime.
Staff regain the freedom to focus on meaningful work.
The library operates with clarity, efficiency, and trust.
This is the power of integrating Smiota lockers with ILS. It’s not just a technology upgrade, it’s a complete shift toward future-ready, automated, patron-friendly service delivery.
Want to learn more about how Smiota’s lockers can enhance your library operations? Talk to one of our locker experts here.
