Loaner pool sizing
| Fleet size | Repair under 24h | Repair 24 to 72h | Repair over 72h |
|---|---|---|---|
| 1,000 | 30 | 50 | 80 |
| 2,500 | 75 | 125 | 200 |
| 5,000 | 150 | 250 | 400 |
| 10,000 | 300 | 500 | 800 |
| 20,000 | 600 | 1,000 | 1,600 |
The 5 minute loaner intake workflow
- 1Student arrives at the help desk with the broken device and ID.
- 2Tech checks the device in, photographs damage, and logs the claim in KBS HQ.
- 3KBS HQ assigns a loaner from the pool by grade level and OEM match.
- 4Student signs the loaner agreement on a tablet. 5 day return timer starts.
- 5Loaner is auto-disabled in MDM if not returned by day 6.
- 6On repair complete, the original device is reissued and the loaner returns to the pool.
Where loaner programs fail
- No return timer. Loaners disappear into student backpacks for 6 weeks.
- Pool sized for the average week instead of the spike week (the first week after spring break is always the spike).
- Loaners stored uncharged. Day-of intake adds 90 minutes to every check out.
- No case on loaners. Pool degrades 3x faster than the main fleet.
- Mixed OEM pool with no Google Admin policy match. Student logs in to a profile that does not exist.
- Help desk handles loaners by hand. KBS HQ removes the entire spreadsheet step.
Frequently asked questions
What is the right loaner ratio for a K-12 district?+
Plan for loaners equal to 3 to 5 percent of the active fleet. Lower if your average repair turn is under 24 hours. Higher if you run a satellite repair model or your fleet has aged past year three.
Should loaners be the same model as the assigned device?+
Yes for elementary, optional for high school. Younger students lose time troubleshooting differences. Older students adapt.
Do loaners need cases?+
Yes. Loaners take more abuse than assigned devices because students treat them as temporary. Case them like the rest of the fleet.
Does KBS Coverage include loaners?+
Yes. KBS provides a loaner the same business day on covered claims, either from the district pool or from our own loaner stock when the pool runs thin.
How do we keep students from holding loaners forever?+
A 5 day return window with an auto-disable triggered through Google Admin or Jamf. KBS HQ tracks the timer per asset so the help desk does not have to chase.