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Making Keys

A Key is made by selecting one or more doors and the schedule they may be opened. A single Key may be given to one or more people, giving them access to all the Key's doors. You may also decide whether someone can share their Key with guests. When making access changes for a group of people, just change their Key and everyone with that Key will be updated.  

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How do I give someone a new Key without changing their door codes? 

If you revoke someone's Key, their door codes for that Key's doors will be permanently deleted. To avoid this, you must first give them the new Key with those same doors. For example, Tracy has Key A with Door 1 and Door 2. To move Tracy to Key B (also with Door 1 and Door 2), give Tracy Key B first and then revoke Key A. Their door codes will remain the same. 

 

Instructions

  1. Add the person to the new Key
  2. Remove them from the old Key

 

Strategies for setting up your Keys

Managing everyone is easier when you have the fewest number of Keys. 

 

Considerations

  • Which group of people may unlock the same set of doors during the same hours?
  • Which group of people may share the same set of doors? 

 

Example: Keys for a residential complex

1800 Main St is a property with 200 apartments and 20 amenities with different types of people who need access: 

  • Vendors that work only during business hours, may generally only access entrances, some amenities and all service areas. They must not be able to share their key with guests. 
  • Employees that only work during business hours but must access certain show apartments and the amenities and offices. Other employees, such as the maintenance team, must be able to access all entry doors, service spaces and amenities 24/7. Generally, employees shouldn't be able to share their key with guests.
  • Residents that must be able to access all entry doors and their apartment 24/7, but only access amenities during certain hours. Additionally, residents may have guests but must escort them to amenities. 

 

Keys:

  • Apartment Keys for each of the 200 units, such as "Unit 205C", given to each of their respective resident leaseholders with 'May share Key' turned on. 
  • "Amenities" Key with all amenity doors given to residents with 'May share Key' turned off
  • "Employee All Access 24/7" Key with all doors, except for occupied apartments, given to employees that need to access the entire building 24/7, with 'May share key' turned off.  
  • "Employee Business hours" Key with all doors, except occupied apartments, with door schedules set to 8:00 am to 6:00 pm and given with 'May share Key' turned off. 
  • "Residences" Key with all entry doors given to residents with 'May share Key' turned on. 
  • "Tour" Key with all unoccupied apartment doors, given to all employees when giving a tour with 'May share Key' turned on so they can demo functionality to prospective residents. 
  • "Vendors" Key with all the entrances, service spaces and amenities, each with 8:00 am to 6:00 pm door schedules and given with 'May share Key' turned off. 

 

Key Management

Here you can choose the level of Key management permissions a Manager will have. 

On a Manager’s contact card you will see a section for ‘Key Management’.  From there, you can select ‘Add Property’ to add a property to that Manager's permissions.  When viewing this property, you will see at a glance the number of total keys within the property.

 

Permission Levels

You will then need to select the level of key management permission you would like to assign to the Manager:

 

Full Key Management 

Managers can create, edit, delete, give, and revoke all existing and future Keys.  This is the default permission level for all Portfolio Managers. This is the only permission level that allows for creating, editing, and deleting Keys. This permission also allows the Manager to view access logs.

 

Limited Key Management

Managers can only give and revoke existing and future keys. No creating, editing, or deleting permissions. This permission also allows the Manager to view access logs.

 

Specific Key Management

Managers can only give and revoke specific Keys designated to the Manager. If Specific permission is selected, you will then be prompted to select the specific keys within a given property that the manager can give and revoke. This permission also allows the Manager to view access logs only for those specifically selected doors.

Note: Remember that Key management is not the same thing as Key access. If you would like to give Key access to a Manager, you will need to 'Add a Key' to that Manager.

 

Access Logs

You can only see the access logs for doors that are in the Keys that you manage. For example, if none of the Keys that you manage have 'Door 1', then you won't be able to view access logs for 'Door 1'.

 

Deliveries Key

You may also see a ‘Deliveries’ Key within your portfolio.  If you have this Key, your Portfolio Manager has opted in for automated deliveries with UPS and other national carriers.  This Key allows those logistics partners to seamlessly deliver packages into your property. The Deliveries Key is managed by Latch and cannot be edited or deleted by anyone, including Portfolio Managers.