Replace your devices without losing sight of an asset
Everything your team needs to run a replacement wave, and keep every asset visible while it happens. We flag every device well before its end of life, so you have time to organise. The swap itself can only happen when the asset is in front of your team, which is what this guide is about.
Before the new devices arrive
Set your team and plan first
One owner, named
A single person accountable for the wave, plus the users who will physically swap devices and pair them in S-HUB.
A schedule sized to your volume
Three numbers: swaps per week, sites involved, and a named backup for absences. We build it with you on the alignment call.
Someone on site at delivery
Make sure a named person receives the parcel, so swapping can start as soon as assets are at the DC.
Step 1 · when you receive the announcement email
Turn the alert into a working list
Open S-HUB and go to Set up, then filter Device status → Replacement needed to show only the assets concerned. This filtered view is your starting point.
01Sort it so it tells you where to act
- Sort by Location details to bring up the assets already at your DC, or at whichever site does the swapping.
- Check Last location date to see how long each one has been sitting there.
- Any column header can be sorted — build the view you want, then export it.
02Put the list in the hands that need it
- Share (Actions menu) sends the list to your logistics team — simplest for a small batch, and you can share a different list per site.
- Export gives you an .xlsx of the filtered view. Better for high volumes: the file becomes the team's day-to-day tracking tool.
Step 2 · the one rule that decides everything
Swap the moment the asset is in front of you
You never know how long an asset will stay at the DC: it comes back, gets reprocessed and leaves again — sometimes within a day.
An asset flagged for replacement that is physically available gets its device changed the same day. Not batched, not scheduled.
Step 3 · in the warehouse
Never mix old and new
This is where waves go wrong: a new device put back in the return box, or an old one paired to an asset. Everything in the parcel is designed to make the two impossible to confuse.
- Boxes of new SMADE devices, identified by a green label outside.
- Identification labels, orange stickers in both cases: “replace device” on kits still to swap, “old device” on devices coming back to us.
- A return box and a prepaid FedEx label — old devices come back in this box, within two months.
Label the kit, not just the device. An orange “replace device” sticker on the kit tells whoever handles it next that a swap is still pending — even if they are not on your SAV team, and even three weeks later.
Keep the return box away from the new stock, so an old device can never be paired by mistake.
Step 4 · in S-HUB, right after the swap
Pair the new device
The physical swap is only half of it. Until the new device is paired in S-HUB, the asset stays invisible.
01Open the modal
02Select the right device — and double-check it
03Confirm the status changed
Step 5 · staying on top of the wave
Three ways to see what is left
01The counter on your home page
02The map, when you need to know where
03Regular situation recaps
Questions along the way
We are one email away
Any question about the replacement process is worth a message, before it slows your team down.
| Subject | Contact |
|---|---|
| Replacements, mispairing, bulk actions, anything odd in S-HUB | mike@smade.io |
| Parcel not received, shipment status, returns | frida@smade.io |
| Adding users, access rights, subscriptions | Your account manager |
Or simply reply to any of our emails. A question asked on day two costs everyone a lot less than the same question asked in month three.
Keep this playbook handy
Download the original guide to follow it offline or share it with your team.