The days of noisy bunches of keys and lost access cards are finally over in 2026. Office employees now expect seamless integration with their existing card or phone. It is hard to imagine how much time was lost in the past managing physical keys. Today, it is all about ease of use and flexibility. Companies that still have old-fashioned safes are simply falling behind the times.
If you are a facility manager or procurement officer looking to switch to a modern system, you need to stay sharp. Logistics challenges in the Netherlands are getting bigger, and technology is developing rapidly. In this article, we explain step-by-step what to look out for. We discuss the pitfalls when buying, the software you need, and how to arrange delivery without your building becoming too full.
Choosing a smart provider
In 2026, it is all about ‘Lockers-as-a-Service’. You are not just buying a piece of steel; you are buying a service. When looking for the right partner, it is wise to start with market leaders who have proven knowledge of both hardware and software. Olssen is a good example here, because they do not just deliver the lockers, but also handle the IT integration. They understand that a locker is part of a larger smart office ecosystem.
When comparing providers, look for three pillars:
1. Technology: Can they connect to your HR system (like AFAS or Workday)? When a new employee starts, a locker should automatically become available.
2. Circularity: Ask about materials that can be recycled. Providers that work with ‘Material Passports’ show that they are serious about sustainability.
3. Local network: Does the provider have a showroom or office in the Netherlands? It is nice to be able to physically feel the steel thicknesses and locks before placing an order.
Smart locks: RFID, NFC or Biometrics?
The time of the simple combination lock is over, unless you choose a budget solution. The standard in 2026 is electronic. The question is which variant suits your organization best.
- RFID/NFC: The most used variant. Employees use their existing staff card. Olssen can often link this directly to the building’s access control. This creates one system for the door and the locker.
- Smartphone (App/BLE): The employee opens the locker via an app on their phone. This is convenient for visitors or flexible workers who do not have a fixed card.
- Biometric locks: Convenient for highly secure environments, but often more expensive and require more maintenance.
A pitfall here is ‘vendor lock-in’. Make sure the software is independent of the hardware. If you ever want to switch providers, you do not want to have to replace all the locks. Olssen often works with software partners such as Keynius, keeping you flexible.
Transport in 2026: Zero-emission zones
This is often thought about too late, resulting in unpleasant costs. From 2025/2026, approximately thirty Dutch cities will introduce zero-emission zones. Think of Amsterdam, Rotterdam and Utrecht. A diesel truck with your new lockers will simply be refused entry.
Your provider must therefore have electric vehicles or use hub logistics. This means the goods are transferred at the edge of the city onto a small electric box truck. This is crucial for projects in the center of a large city.
Furthermore, transporting the lockers themselves is a challenge. They are heavy and large. A standard rolling container does not fit through every door. Therefore, always ask for a ‘Site Survey’ before the order leaves the door. The supplier must know:
* Is there a lift available and what is its load capacity?
* Are the door widths sufficient?
* Does a moving lift need to be used? (This can easily cost several hundred euros).
Installation and OHS: VCA is essential
Self-installation is almost no longer an option with smart systems. The cables for ‘hard-wired’ systems must be neatly concealed and the software must be configured. In the Netherlands, it is mandatory for installers to be VCA-certified. This guarantees safety during installation.
Also ask about the guarantees on the installation. Lockers that are not level or not securely anchored will cause bumps and malfunctions. Olssen has its own teams for this, which benefits the quality. They are familiar with the NEN-EN 14073 standard, which guarantees the safety of office furniture.
The difference between wired and battery-powered
When choosing the hardware, you must make an important decision:
1. Stand-alone (battery): No cables needed. Quick to install. However, after about four years, the batteries need to be replaced. This requires maintenance.
2. Hard-wired (wired): Connected to the mains power. Always works, no battery maintenance, and sends real-time data to the system.
For large projects, wired is often the best choice in the long term. For a smaller office or a space where you do not want to drill, battery-powered locks from brands like Digilock or Ojmar are fine alternatives.
The right layout and extra features
How many lockers do you really need? The trend in 2026 is ‘Dynamic Seating’. You do not need to reserve a locker for every employee. Through smart software, employees can claim a locker for half a day. This can reduce the number of lockers needed by 20% to 40% compared to the number of employees.
When choosing sizes, pay attention to the contents. Does a laptop bag fit? A trolley? The standard size is often 400mm high, 300mm wide and 500mm deep. But for IT asset management (issuing laptops), larger sizes are often needed. Integrating USB-C charging points (at least 65W) is also a must-have these days in part of the lockers. This allows employees to get straight back to work with a full laptop.
Checklist for your procurement process
To ensure you don’t forget anything, we have put together a checklist. You can use this when making inquiries with different providers. From the start of the process to the installation.
Phase 1: Analysis of needs
- Ratio: Determine the ratio between FTEs and lockers. With hybrid working, 1:0.7 is often sufficient.
- Function: Only for personal belongings, or also for packages and IT assets?
- Dimensions: Make sure the lockers fit the items employees bring with them. Nothing is more annoying than a locker that is too small for a work laptop.
Phase 2: Software and privacy
- API connections: Can the locker software talk to your access system?
- Data storage: Does the software comply with the GDPR (AVG)? The data must be stored in the EU.
- Management: Is there a dashboard where you can remotely open lockers (for example, if someone has lost their card)?
Phase 3: Logistics and access
- Environmental zones: Is the supplier able to deliver in the city center without a diesel van?
- Floor: Is the floor level and strong enough? A full cabinet with lockers puts significant pressure on the floor (point load).
- Packaging material: Does the provider take back the packaging material? This is often mandatory due to producer responsibility.
Phase 4: Service after delivery
- SLA (Service Level Agreement): What is the response time if a lock fails? Aim for less than 24 hours.
- Warranty: At least 5 years on construction and 2 years on electronics.
- Updates: Are software updates included or do you have to pay extra for them?
Legal and safety check
Finally, the legal side. The Netherlands has strict standards for office furniture. Ensure that the lockers meet the NEN-EN 16121 for strength and durability. Additionally, it is important that there is an emergency unlock in case of power failure for wired systems. And finally: the locks must be hacking-resistant. Ask about security protocols such as AES-128. This prevents unauthorized persons from simply opening a locker.
Want to get inspiration from other sectors? The logic behind setting up an office sometimes differs per industry. For example, the healthcare sector often has specific hygiene requirements. If you are curious about how this is arranged in care, you can look at Ordering care lockers in the Netherlands 2026: provider and prices [Table]. The focus there is often on washable materials and separate flows of clothing.
For schools and educational institutions, the choice is often focused on resilience and simplicity. Vandalism is a real risk here. Therefore, schools often choose robust materials and mechanical combination locks. Want to know what the standard prices and providers are for this? Then check out Ordering school lockers in the Netherlands 2026: prices and providers [Table].
Sustainability is a factor that is becoming increasingly important, not only for the appearance, but also for compliance with legislation such as CSRD. Companies want to know what the impact of their procurement is. There are specific providers that focus entirely on recycled materials and circular business models. A comparison between them can be found at Eco lockers Netherlands 2026: providers and list [Comparison].
Sometimes everything changes within a company, causing you to want to replace the current lockers. This could be because you are moving, or simply because the technology is outdated. Switching from traditional key cabinets to a smart system is a project in itself. For specific tips on switching providers and obtaining the right quotes, there is a useful overview available via Changing lockers experts Netherlands 2026: providers and quotes [Checklist].
Ultimately, it comes down to finding a partner that not only delivers, but takes the burden off your shoulders. The market for staff lockers in 2026 is highly independent. Anyone who chooses a party with proven expertise, a broad network and a focus on service will enjoy it for years to come. Make sure that when making your choice, you focus on the long term, not just on the lowest price today. Your locker is the business card of your company interior.
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