A Key is a set of doors with specific schedules that determine when they can be opened. A single Key can be assigned to one or more people, giving them access to all the doors in that Key. When making access changes for a group of people, simply modify their Key, and the changes will apply to everyone with that Key.

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, make sure to give them the new Key with the same doors before revoking the old Key.

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

When setting up your Keys, consider creating the fewest number of Keys possible. This will make it easier to manage everyone's access. Ask yourself which groups of people need to unlock the same set of doors during the same hours and which groups 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 as well as 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 should not 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. 

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'.