{"id":41190,"date":"2026-08-18T19:10:53","date_gmt":"2026-08-18T19:10:53","guid":{"rendered":"https:\/\/www.parcelpending.com\/?post_type=case-studies&p=41190"},"modified":"2026-08-18T19:10:53","modified_gmt":"2026-08-18T19:10:53","slug":"malmo-university","status":"publish","type":"case-studies","link":"https:\/\/www.parcelpending.com\/en-us\/case-studies\/malmo-university\/","title":{"rendered":"Malm\u00f6 University"},"content":{"rendered":"

Malm\u00f6 University Streamlines IT Equipment Management with Parcel Pending by Quadient Lockers<\/h2>\n

Malm\u00f6 University\u2019s three campuses in Malm\u00f6, 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, Malm\u00f6 eliminated the scheduling bottlenecks that had slowed every device handover and gave employees round-the-clock flexibility to collect devices on their own time.<\/p>\n

\n
\n
0<\/div>\n
Scheduled delivery meetings required for IT equipment distribution<\/div>\n<\/p><\/div>\n
\n
3<\/div>\n
Campus locations served by a single unified locker system<\/div>\n<\/p><\/div>\n
\n
24\/7<\/div>\n
Employee access for device pick-up and returns<\/div>\n<\/p><\/div>\n<\/div>\n
\n
\n
Key Pain Points<\/div>\n
✕<\/span>IT staff spent significant time scheduling and rescheduling individual delivery meetings with employees<\/div>\n
✕<\/span>Limited hours for employees to pick up their IT equipment deliveries<\/div>\n
✕<\/span>A shared intake process for all university IT equipment led to long delivery times<\/div>\n
✕<\/span>Lack of traceability and well-defined processes throughout delivery and returns<\/div>\n<\/p><\/div>\n
\n
Results<\/div>\n
✓<\/span>IT delivery meetings eliminated, with employees picking up devices on their own schedule<\/div>\n
✓<\/span>24\/7 locker access gives employees greater flexibility to collect IT equipment<\/div>\n
✓<\/span>A traceable process from procurement to return, powered by an integration between TOPdesk and the parcel lockers<\/div>\n
✓<\/span>Return flow for old computers operational since 2025<\/div>\n
✓<\/span>Exploring IT equipment lending to staff and students via the lockers<\/div>\n<\/p><\/div>\n<\/div>\n

IT Was Spending Too Much Time on Delivery Logistics<\/h2>\n

Every piece of IT equipment at Malm\u00f6 was ordered through IT Procurement and hand-delivered by IT technicians, an arrangement that delayed both the delivery and the handover. \u201cBefore 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,\u201d explained Katrin Cederholm, IT Coordinator at Malm\u00f6 University.<\/p>\n

Employees could only receive their equipment during limited hours, and a shared intake process for all university IT equipment stretched delivery times even further.<\/p>\n

The Fix Was Already on Campus<\/h2>\n

The lockers Malm\u00f6 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.<\/p>\n

A key part of the solution was integrating the lockers with TOPdesk, the university\u2019s 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.<\/p>\n

\n
\u201cI really appreciate the flexibility of the Parcel Pending by Quadient solution. The software constantly evolves to meet our new expectations.\u201d<\/div>\n
Katrin Cederholm<\/strong>, IT Coordinator, Malmo University<\/div>\n<\/blockquote>\n

Lost Equipment Costs Dropped to Zero<\/h2>\n

Building on the success of the delivery workflow, Malm\u00f6\u2019s 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.<\/p>\n

\n 100%<\/span>
\n of IT equipment distributed or returned now moves through the lockers<\/span>\n<\/div>\n

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.<\/p>\n

Expanding Services for Employees and Students<\/h2>\n

Most students at Malm\u00f6 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.<\/p>\n

\n
\u201cIf I were to summarize our collaboration with Parcel Pending by Quadient, I would say \u2018fantastic.\u2019 Our employees are genuinely satisfied with the locker solution.\u201d<\/div>\n
Katrin Cederholm<\/strong>, IT Coordinator, Malmo University<\/div>\n<\/blockquote>\n
\n

About Parcel Pending by Quadient<\/strong><\/p>\n

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.<\/p>\n

Download your free copy of the case study:<\/h2>\n","protected":false},"featured_media":41202,"template":"","case_category":[269],"class_list":["post-41190","case-studies","type-case-studies","status-publish","has-post-thumbnail","hentry","case_category-higher-education"],"acf":[],"yoast_head":"\nMalm\u00f6 University - Parcel Pending<\/title>\n<meta name=\"description\" content=\"Malm\u00f6 University routed all IT equipment through Parcel Pending smart lockers, eliminating IT delivery meetings and cutting lost equipment costs to zero.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Malm\u00f6 University - Parcel Pending\" \/>\n<meta property=\"og:description\" content=\"Malm\u00f6 University routed all IT equipment through Parcel Pending smart lockers, eliminating IT delivery meetings and cutting lost equipment costs to zero.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.parcelpending.com\/en-us\/case-studies\/malmo-university\/\" \/>\n<meta property=\"og:site_name\" content=\"Parcel Pending\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/parcelpending\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.parcelpending.com\/wp-content\/uploads\/2026\/08\/malmo-campus-exterior.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"1085\" \/>\n\t<meta property=\"og:image:height\" content=\"438\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:site\" content=\"@ParcelPending\" \/>\n<meta name=\"twitter:label1\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data1\" content=\"4 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\\\/\\\/schema.org\",\"@graph\":[{\"@type\":\"WebPage\",\"@id\":\"https:\\\/\\\/www.parcelpending.com\\\/en-us\\\/case-studies\\\/malmo-university\\\/\",\"url\":\"https:\\\/\\\/www.parcelpending.com\\\/en-us\\\/case-studies\\\/malmo-university\\\/\",\"name\":\"Malm\u00f6 University - 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