Warehousing

Electric IT Hub | Warehousing Your Devices

Introduction

Electric's Warehousing service provides a secure, centralized solution for storing and managing your organization's devices between employee lifecycles. Whether you're retrieving a device from an offboarding employee or preparing inventory for future hires, our warehouse ensures your devices are cleaned, inspected, and ready to power up your team when you need them.

By leveraging Electric's Warehousing, you gain peace of mind knowing your devices are professionally maintained, securely stored, and available for rapid redeployment—all without the hassle of managing physical inventory yourself. This streamlines your IT operations and helps you focus on what matters most: empowering your workforce.

How Warehousing Works

Shipping Devices to the Warehouse

There are two ways to send devices to Electric's Warehouse:

Option 1: Ship a Laptop Page Navigate to the Ship a Device page in the IT Hub to generate a QR code for shipping directly to the warehouse.

Option 2: During Employee Offboarding When offboarding an employee, select the "Warehouse with Electric" option to automatically initiate the shipping process.

Shipping Details:

• Shipping Method: Ground shipping only (3-5 business days in transit)

• No Box Required: Employees simply take their device and charging cable to UPS with the provided QR code

• UPS Handling: UPS will pack, insure, and ship the device securely to our warehouse

Important Eligibility Requirements:

• Device Age: The warehouse will only store devices that are less than 7 years old (based on manufacturer date)

• If a device exceeds this age limit, you'll have two options:

  • Have the device returned to you (at your expense)

  • Choose to have the device destroyed (at your expense)

Warehouse Intake Process (7-10 Business Days)

Once your device arrives at Electric's Warehouse, our team gets to work ensuring it's in pristine condition:

1. Age Verification: We confirm the device meets our 7-year age requirement

2. Factory Reset: If the device wasn't wiped by JumpCloud or another MDM solution, we'll perform a factory reset upon arrival

3. OS Restoration: The operating system is restored to the last version that was installed

4. Cleaning: Each device receives a thorough cleaning to ensure it's ready for its next user

5. Inspection: We carefully inspect for any damage or functionality issues

If a Device is Too Old: If your device is older than 7 years (by manufacturer date), we'll contact you to arrange either:

• Return shipping to your organization (at your expense)

• Device destruction (at your expense)

If Damage is Detected:

• Photos of the damage will be uploaded to your IT Hub for visibility

• If the device is unable to function properly, it will be placed in a "Repair" status

• You'll receive an email from repairs@electric.ai to facilitate either repair or destruction

Important Notes:

• Repairs are only available for devices still under manufacturer warranty

• To proceed with destruction, contact support@electric.ai (costs apply)

The following asset fields are updated in the IT Hub upon intake:

• Assigned to: Upon intake, the Warehouse team will remove an existing assisgments and ensure this field is empty

• Brand: Manufacturer of device

• Model: Model of device

• Site: Electric Warehouse

• Location: Where it is in our warehouse, allows our Warehouse team to quickly locate it for outbound shipment

• Asset ID: Asset Panda tag

• Status: Available or Under Repair (machines without chargers will be marked as “Under Repair”)

• Condition: Used/New etc

• Warranty expiration: if applicable

• Notes: Including any noticeable damage or performance issues, charging issues, lack of charger (if applicable)

• Processor: Processor in the device

• Hard drive: Storage on device

• RAM: RAM on device

• Secondary condition: Any additional information about the machines condition

• Included Accessories: Charging cables, etc

• Internal Notes: Inbound tracking number

• End User: If this information is on shipping label

• Images: Images of device, including any images of damage to the device when received at the warehouse.

Charging Cable Requirements

To ensure your devices remain fully operational, each device must include a working charging cable. Here's what we need:

✅ Acceptable: Clean, undamaged cables in good working condition
❌ Not Acceptable: Cables with electrical tape, exposed wires, or visible damage

What Happens if a Cable is Missing or Damaged: The customer is responsible for acquiring a new charger and shipping it to the warehouse to be paired with the computer. You can purchase and ship chargers from the Hardware Store in the ITHub. https://support.electric.ai/electricithub/electric-it-hub-purchase-hardware

When placing an order for a replacement charger in the Hardware Store, select yourself as the Employee you are purchasing for and input the following information in the Ship to fields:

• Recipient name: Electric c/o Techvera

• Phone: 940-382-8644

• Address: 625 Dallas Drive, Denton, TX 76205

• Suite/Apt: STE 450

• Additional Delivery Instructions: Input the serial number of the device(s) you are purchasing chargers for.

Shipping Devices Out of the Warehouse

Ready to power up a new hire or reassign a device? Here's how to ship devices from the warehouse:

Prerequisites

• The device must be in an Active status in the IT Hub

• The device must be at a site of ‘Warehouse’

Step-by-Step Instructions

1. Navigate to the Hardware Store

   • Log in to the IT Hub

   • Select Purchase Hardware under the Devices section in the left menu

2. Access Company Assets

   • Click on the Company Assets tab at the top of the page

3. Select Your Device

   • Choose a device with a site location of "Electric Warehouse"

4. Complete Checkout

   • Add the device to your cart

   • Enter the shipping address for your employee or chosen destination

   • Review shipping costs (refer to the checkout page for current rates)

   • Click Place Order

5. Shipment Processing

   • You can select Ground or Expedited shipping

   • Requests received before 2pm Central will ship out same day, otherwise the device will ship on the next business day

   • Estimated delivery for Ground shipments is 3-5 business days and 2 to 3 business days for Expedited shipments

Device Destruction & Recycling

If you need to permanently retire a device:

1. Contact our support team at support@electric.ai

2. Our team will facilitate the destruction/recycling process.

Note: This service is provided at a cost to your organization.

International warehousing

Electric can also assist with the retrieval, storage and redeployment of devices in select countries outside of the United States. Contact support@electric.ai to initiate a request. Please provide the following so that we can efficiently process your request:

• Employee name ( departing employee or recipient)

• Employee address

• Employee email (work and personal, if available)

• Employee phone number

• Employee National ID (# only, please do not attach images or documents)

• Device information

  • Manufacturer

  • Model / specifications

  • Serial number

FAQ

Q: What happens if my device arrives without a charging cable?
A: Electric will source a replacement cable, and the cost will be added to your invoice. To avoid this charge, always ensure devices are shipped with their working charging cables.

Q: Why does the warehouse have a 7-year age limit for devices?
A: Devices older than 7 years are considered obsolete by most manufacturers and may lack compatibility with modern security standards and software. This policy ensures we're only storing devices that can be effectively redeployed.

Q: What happens if I send a device that's older than 7 years?
A: We'll contact you to arrange either return shipping to your organization or device destruction—both options will be at your expense. To avoid this, please verify device age before shipping to the warehouse.

Q: How do I check how old my device is?
A: You can typically find the manufacturer date on the device's serial number label or by checking the device specifications in your IT Hub. If you're unsure, contact support@electric.ai for assistance.

Q: Can I expedite shipping to or from the warehouse?
A: Yes, you can select Expedited shipping in the Shipping step during checkout in the Hardware Store.

Q: How long does the warehouse intake process take?
A: The intake process typically takes 7-10 business days after your device arrives at the warehouse.

Q: What if my device is damaged during shipping?
A: All shipments are insured through UPS. If damage occurs during transit, we'll document it with photos in your IT Hub and contact you to discuss next steps.

Q: Can devices be repaired at the warehouse?
A: Repairs are only facilitated for devices still under manufacturer warranty. If your device needs repair, you'll receive an email from repairs@electric.ai to coordinate the process.

Q: How do I check shipping costs?
A: Shipping costs are displayed during the checkout process in the Hardware Store. You can view rates before finalizing your order.

Need Help?

If you have questions about warehousing or encounter any issues, our support team is here to help. Reach out to support@electric.ai for assistance.