Hot desks and shared workstations have become the norm in most hybrid and frontline environments worldwide. This flexible setup allows multiple users to share one device daily, allowing organizations to maximize office space and cut additional costs.
However, this constant handoff between users can lead to data leaks, endless support tickets, and additional management tasks without a standardized shared device workflow.
The good news is that you can implement various strategies to improve user experience and device security. These include shared device modes, automating policies, and smart tagging.
This guide shows you how to build a workflow for managing pooled devices.
Creating seamless workflows for managing shared devices
Handling shared devices can get overwhelming very quickly, especially when you don’t have a standardized workflow. There are various methods you can use to build your shared device workflow. These include:
Method 1: Establish role-based session workflows
📌Use Case: This method defines how users interact with pooled devices based on their respective roles and ensures consistent device behavior.
- Shift Start: A user signs into a trusted app, like Microsoft Teams, which automatically provisions access based on their role.
- Shift End: They log off with one gesture or get signed out automatically after a timeout.
It’s also recommended that you script these actions to ensure that access is granted and revoked automatically.
Method 2: Enable Shared Device Mode for sign-in and session hygiene
📌 Use Case: You want to ensure every user starts with a clean slate when using a shared device.
Microsoft Intune or Entra ID has a Shared Device Mode feature that enables:
- Single sign-in and global sign-out
- Automatic clean-up of cached app sessions and authentication tokens
- Support for Windows, Android, iOS, and iPadOS devices
You can configure the feature so every user starts with a clean and secure session.
Method 3: Apply MDM policies for cleanup and access control
📌 Use Case: This approach prevents data leaks and unauthorized access by automatically resetting shared devices.
Use MDM software like Microsoft Intune or Entra ID to implement specific policies, such as:
- App data clearance on sign-out
- Session timeouts and inactivity locks
- Access control restrictions before sign-in
- Kiosk or multi-app modes for job-specific roles
These policies act like guardrails, preventing users from doing tasks unrelated to their jobs.
Method 4: Tag and group devices by role, site, or pool
📌 Use Case: You want to organize your pooled devices by site and role for policy targeting.
Using your MDM or RMM system, you can:
- Use naming conventions and tags like Frontline-Kiosk-East, HotDesk-NYC, or Shift-Shared-SiteB to identify a device’s purpose and the type of users it supports.
- Apply role-based policies based on the tags above. For instance, a kiosk device in a retail store will have different settings than a hot desk in a corporate office.
- Group devices by department, location, and function to make reporting and filtering dashboards easier.
Method 5: Automate profile cleanup with lightweight scripting
📌Use Case: You want to prevent profile clutter and keep your shared devices running smoothly.
Shared devices can accumulate user data quickly, so they need to be cleaned regularly. To simplify the process, you can use schedule tasks or logoff triggers to automate the removal of stale profiles.
Here’s an example PowerShell script you can use:
# Example: Remove stale profiles older than 1 day
Get-CimInstance -Class Win32_UserProfile | Where {
$_.LastUseTime -lt (Get-Date).AddDays(-1) -and !$_.Special
} | Remove-CimInstance
You can integrate this script into your RMM platform or as part of your Intune Device Cleanup tasks.
Method 6: Enforce physical governance and device clarity
📌 Use Case: You want to reduce user confusion and misuse in high-turnover environments.
Sometimes, the most effective solutions for building trust in shared environments are physical. These include:
- Applying QR codes, labels, or color-coded stickers that indicate the device’s role assignment
- Assigning docking stations or storage locations so that users know where to return their devices after using them
- Establishing cleaning SOPs between shifts to maintain cleanliness
- Posting visual signs near shared device areas that explain session protocols, like signing in and signing out
These steps will not only help build trust but can also improve user experience.
Method 7: Monitor and review pool device usage
📌 Use Case: You want to optimize your device pools based on actual usage.
Keep track of the following metrics:
- Session metrics (e.g., logins per day and failed sign-ins
- Policy compliance violations
- Device downtime or missed cleanups
- User feedback or friction points
Observe them for trends and use these insights to refine your pool size, session timeouts, and other shared device policies.
This step empowers you to improve your shared device management strategies continuously.
Each method we’ve discussed can stand alone, but combined, they form a comprehensive strategy for managing shared devices. You can mix and match these steps to better suit your team or sites.
Best practices for training and onboarding users in shared device environments
Even the best technical safeguards can fall short if your end-users don’t properly use your shared devices. That said, here are some best practices for training and onboarding shared device users:
Create role-specific training materials
Not all users interact with shared devices in the same way, so their training materials should be specific to their roles.
Develop quick-start guides or short video tutorials tailored to frontline, kiosk, or admin users. These guides should include clear instructions for sign-in/out, session hygiene, and reporting issues.
Use in-app guidance and tool tips
Use Microsoft Intune or third-party applications to push in-app tips during log-in or app launches. This will help users remember your session protocols and timeout expectations.
Conduct onboarding sessions
Training becomes more effective when it’s part of the workflow. Consider offering micro-onboarding sessions during shift changes or weekly meetings.
You may also highlight the importance of global sign-out and data hygiene during team huddles.
Establish feedback loops
End-users are usually the first to spot issues in shared devices, so they should have an easy, low-friction way to report problems. You can do this by providing them with QR codes near devices or quick-access feedback links.
Review the submissions and use them to fine-tune your shared device workflow, update guides, and adjust policies.
How NinjaOne simplifies shared device management
NinjaOne has various features that can make shared device management easier. These include:
| NinjaOne Service | What It Is | How It Helps |
| Tagging | Assigns metadata labels to devices | Makes grouping and tracking devices by purpose or location easier |
| Custom Fields | User-defined fields for storing specific device information | Gives you more context on a device’s history at one glance |
| Script Library | A centralized repository where you can store approved cleanup scripts | Promotes consistent device behavior by allowing you to assign scripts to multiple devices |
| Scheduled Tasks | Automated jobs that run at specified times or triggers | Ensures devices are clean and ready for the next user by automatically cleaning them up after sessions |
| Monitoring Alerts | Notifications triggered by specific activity or inactivity patterns | Simplifies tracking of device utilization and quickly highlights pool imbalances |
| Documentation Fields | Structured fields you can use to add usage notes, SOPs, and other references within a device | Builds transparency during device handoff and supports incident tracking |
Maintaining structure with a standardized shared device workflow
Managing shared devices is no easy feat. Without a structured workflow, things can become chaotic very quickly. Users could grab the wrong device or inherit sensitive data from a previous session, all of which could lead to serious security risks or poor user experience.
This is where a comprehensive workflow makes all the difference. By enabling shared device mode, enforcing cleanup policies, and using tags to track device usage, you can ensure all your hardware is clean and secure, no matter how many hands touch it.
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