James Kennedy, Endpoint Support Manager at Western Kentucky University (WKU), spoke to Lorensbergs about their IT Service’s experience of using Connect2 software to run their laptop loans program.
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In the year since first introducing Connect2, resource use has increased by 150%: “Laptop loans is one of the most front facing ITS services at WKU and we’re helping far more students than we were previously able to reach. Much of our success is due to the Connect2 reservation system. I could not think of doing my job without Connect2 now. “We needed a solution for strong, consistent inventory management, to support excellent automated communications and for online reservations. Connect2 has met all these criteria. It’s leaps and bounds ahead of what we had been using to manage our equipment.” |
In the year since first introducing Connect2, resource use has increased by 150%:
“Laptop loans is one of the most front facing ITS services at WKU and we’re helping far more students than we were previously able to reach. Much of our success is due to the Connect2 reservation system. I could not think of doing my job without Connect2 now.
“We needed a solution for strong, consistent inventory management, to support excellent automated communications and for online reservations. Connect2 has met all these criteria. It’s leaps and bounds ahead of what we had been using to manage our equipment.”
Choosing Connect2
“We first discovered Connect2 when searching online for an inventory control database and reservation system. We saw that it was one of the most common solutions out there. Middle Tennessee State University was already using it and when we contacted them they spoke very highly of the software.
“We could see that Connect2 would easily overcome the limitations of our previous in-house system. So we got in touch with Lorensbergs, and since then have only had great service. Their sales manager quickly responded and was very professional, taking us through everything that Connect2 can do.
“When we began the process of introducing Connect2 at WKU, the installation and support teams were top notch, always responsive, clear, and helpful. There is great flexibility in how you can set up Connect2 to suit your inventory and borrowing rules. The Lorensbergs team guided us through it. The result was a turnkey service that was ready to go and exactly what we needed for our students, staff and services.
“We are now working through the color scheme in use to enhance the system further.”
Users and resources supported
“At WKU, our laptop loan service ensures all students have the technology they need. We have 14 types of PC’s and Macbooks, organized into collections by machine model and available for loan via Connect2.
“Without this service many users wouldn’t have the technology they need at all. It also gives flexibility in how they study. There are computer labs, but some students prefer to study elsewhere. It’s something that has become more common in recent years.
“Staff use our services if they need extra equipment for recruitment events or if their regular university-issued device is requiring maintenance.”
How it works with Connect2
“Students used to visit us and talk about their requirements in person. Visiting the Connect2 website, making a reservation at their convenience, and having it ready when they visit us was completely new. It was an idea that students really liked!
“Staff and faculty have been very happy making advance reservations and everyone finds the interface easy to use. It’s been extremely positive. Everyone has been really impressed and we’ve met no resistance at all to changing how the service works.
“It saves about a third of the time when issuing a new machine. Students agree to terms and conditions online, and the reservation is automatically recorded, so there’s less to log at checkout. It also gives us time to get each laptop ready in advance.”
Increasing service reach
The success of Connect2 online reservations has resulted in the service being able to support more students with the technology they need:
“So many more students make use of the service now. Students can still walk up if they prefer, but we are seeing fewer doing this as they become familiar with the process and see the benefits.
“We had to increase our capacity due to the success of Connect2. We started with 200 machines and this has already more than doubled the amount of laptops loaned out, rising now to 500. So utilization has really increased and we can see it’s going to rise further due to Connect2 reservations.”
Connect2’s online reservation system means there are lots of opportunities to promote availability of resources to students and staff:
“We take every opportunity to publicize this great service. We tell new students and their parents to get their reservation in right away if they are needing a laptop. We use QR codes for Connect2 on posters and on digital screens throughout the University to promote the service.
“We talk about it at the freshman orientation program in Spring and Summer. It’s also linked from our TopperTech webpage. All indications are that we’ve been successful, that students know about Connect2 and all that it provides them with and make good use of the resources available.”
Supporting efficient inventory management
Connect2 helps WKU perform regular audits, providing data on how many laptops are in store, on loan, and in maintenance. It also provides essential data on usage levels:
“Connect2 means I have a much firmer grip on what our inventory levels are. It helps me get that data together. At the end of each semester I go into the Connect2 reports and see which machine categories are being used more than others. I look at the reservations on a weekly basis and see how many machines have gone out and come back in.
“In the summer, I go through the inventory reports and see which machines need to be removed and retired. It also helps us get them back for audit and maintenance work, with the ability to customize and personalize communications to users. There are proactive reminders to return items, order confirmations, overdue notices and renewal confirmations which are all really useful.”
Summing up
“Connect2 has my seal of approval for anyone looking to start using it. I love the product, it has served us in a very positive and proactive way. It goes above and beyond in how it has served and supported us.
“We’re really pleased with the overall feel and operation of Connect2 software. From the point of view of a client looking at it, I don’t think it could be any clearer than how it is. This was very important when looking for a solution. The user interface had to be easy to use, but also the system had to be robust enough at the backend to take care of all the administrative side of the service. And this is what Connect2 brings – it combines both these things.”
With thanks to James Kennedy at Western Kentucky University for sharing with us the University's experiences of using Connect2.