Malmö University
Malmö University Streamlines IT Equipment Management with Parcel Pending by Quadient Lockers
Malmö University’s three campuses in Malmö, Sweden serve more than 27,000 students and 2,200 employees. The university had relied on Parcel Pending by Quadient lockers for parcel delivery for five years when its IT department identified a bigger opportunity. By extending the same locker infrastructure to IT equipment distribution and returns, Malmö eliminated the scheduling bottlenecks that had slowed every device handover and gave employees round-the-clock flexibility to collect devices on their own time.
IT Was Spending Too Much Time on Delivery Logistics
Every piece of IT equipment at Malmö was ordered through IT Procurement and hand-delivered by IT technicians, an arrangement that delayed both the delivery and the handover. “Before using the lockers, our IT technicians spent a lot of time trying to reach recipients and scheduling individual meetings to deliver computers, tablets and phones,” explained Katrin Cederholm, IT Coordinator at Malmö University.
Employees could only receive their equipment during limited hours, and a shared intake process for all university IT equipment stretched delivery times even further.
The Fix Was Already on Campus
The lockers Malmö needed were already installed. The university had been using Parcel Pending lockers for parcel delivery across its three campuses for five years, and the IT department approached the Parcel Pending by Quadient team to explore whether the same infrastructure could carry IT equipment. Jonathan Hedlund, Lockers Key Account Manager at Quadient Sweden, drew on experience with similar use cases at other institutions, and together the teams mapped each step of the process and developed detailed workflow diagrams before a single device moved through a locker.
A key part of the solution was integrating the lockers with TOPdesk, the university’s existing IT ticketing system. Parcel Pending by Quadient supplied two APIs, and the university managed the integration with its vendor, connecting the entire request-to-notification workflow into a single seamless process. Now, when an employee needs new equipment, they submit a request through TOPdesk, the contracted IT supplier preconfigures the device and delivers it to a locker, and the employee receives an email notification with a QR code to collect it whenever convenient.
“I really appreciate the flexibility of the Parcel Pending by Quadient solution. The software constantly evolves to meet our new expectations.”Katrin Cederholm, IT Coordinator, Malmo University
Lost Equipment Costs Dropped to Zero
Building on the success of the delivery workflow, Malmö’s IT department extended the locker program to handle returns of laptops, phones and tablets. Since October 2025, all IT equipment distributed to or returned by the university has been routed directly through the lockers, giving the team the same visibility and control on the return side as on the delivery side.
of IT equipment distributed or returned now moves through the lockers
That control has proven to be one of the most significant benefits of the program. Where equipment was previously lost or difficult to track, every device now moves through a fully managed dispatch and return process, and the IT department has complete visibility into asset status at any point.
Expanding Services for Employees and Students
Most students at Malmö live off campus, which shifts the opportunity from parcel delivery to equipment lending. The IT department is exploring the use of parcel lockers to allow students to collect loaned IT equipment and manage service cases for faulty devices.
“If I were to summarize our collaboration with Parcel Pending by Quadient, I would say ‘fantastic.’ Our employees are genuinely satisfied with the locker solution.”Katrin Cederholm, IT Coordinator, Malmo University
About Parcel Pending by Quadient
Quadient is the leading provider of innovative parcel management solutions for higher education institutions worldwide, designed to make parcel deliveries and returns easy and intuitive for everyone. With more than 100 years of innovation supporting our clients’ mail and parcel needs, Parcel Pending by Quadient solutions ensure secure, convenient student parcel deliveries and on-campus asset exchanges.