Device Check Out

Device check out refers to the process of selecting and taking a shared mobile device from a centralized hub or storage case for temporary use. Whether you're a nurse starting a shift, a warehouse worker scanning inventory, or a retail associate logging customer interactions, this method ensures you're equipped with the right device, with the right apps and access, at the right time. Once your task or shift is complete, the shared mobile device is returned to the hub or charging station. At that point, a robust shared mobile device management solution can ensure the device is automatically wiped, reconfigured, and provisioned for the next user, guaranteeing both security and continuity.

Some companies may employ a bring-your-own-device strategy, whereby employees or vendors can provision their own personal mobile devices with work-related applications, to perform a job. While the bring-your-own-device (BYOD) approach seems to offer simplicity and cost savings, it often creates more complexity, especially in environments that demand shared access, security, and rapid handoffs, such as manufacturing, healthcare, and retail. A secure, shared mobile device strategy for companies avoids pitfalls such as inconsistent OS versions and neglected updates, which increase cyber risk and severely tax IT support resources. Ultimately, a shared mobile device strategy aligns better with high-turnover, shift-based, or role-based workflows than BYOD, especially when an organization employs or contracts with hundreds of workers.

Modern device check out processes are intuitive and fast when organizations use purpose-built shared mobile access management solutions. Users can now use their face to satisfy multifactor authentication (MFA) when checking out a shared device. Face recognition is a simple, fast, and user-friendly way to complete MFA, while also reassuring IT teams that the device is securely assigned to the correct user. For example, tap and smile lets employees use a single face enrollment to access multiple devices and systems. This passwordless approach reduces friction, boosts security, and eliminates the password bottleneck.

Implementing a successful device check out strategy requires collaboration across IT, operations, and end users. Key best practices include automating provisioning and deprovisioning, so each device is reset for new users, using facial recognition-based multi-factor authentication (MFA) for secure and convenient access, and tracking device usage to maintain accountability. Device hubs should be strategically placed in high-traffic areas and users trained on proper check-in/check-out procedures to minimize downtime. When a device is returned, it’s automatically wiped, sanitized, and reconfigured via mobile device management tools, making it ready for the next user without IT involvement.

Shared device programs have broad applications across industries such as healthcare, retail, logistics, and education, supporting tasks from clinical communications to ordering inventory. Unlike BYOD models, device check out systems offer a secure, scalable, and efficient way to ensure users have timely access to the tools they need. By combining secure hubs, shared mobile devices, and seamless authentication, organizations can enhance productivity without compromising user experience or data security.