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Managing Latch Bookings

Latch Bookings enables residents to reserve designated rooms and resources at their property, at any time, from the convenience of the Latch App.

Property Managers can create as many bookable resources or spaces as needed and manage a seamless end-to-end booking experience for their property. Residents can browse and book these resources directly from their Latch App and managers do not need to install any additional hardware.

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Creating a Bookable Resource / Space

Once the Bookings feature is available for a property, a new option under 'Manage Settings' will appear for Bookings."To create a new Bookable resource/space:

1. Navigate to 'Manage Settings,' select 'Bookings' then choose Create Resource.

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2. Create a Schedule:

A schedule reflects the days and hours when resources will be available for residents to book. Selecting specific days will allow those resources to be booked on only those days (Example: Monday - Friday or Saturday-Sunday).

For each individual day, a unique schedule can be configured. Breaks in the available time slots can be added by clicking the + button on the right of a specific day (for example lunch breaks or other blackout periods). Clicking on “Copy to all copies whatever schedule is set for the first day across all other days selected.

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3. Determine Time Slot Settings as Needed:

These are the minimum individual time slots that will be available to residents to book.  

  • Max Time Slots: This is the total number of time slots an individual resident may book the resource/space per day. For example, if Max Time Slots is set to '4' with a 30-minute time slot duration, then a resident would be able to book up to 4 slots for a 30-minute time period each, for a total of 2 hours a day.
  • Max Concurrent Bookings: This is the total number of time slots that different residents can book a resource/space at the same time. This should be used when there is more than one bookable resource/space that does not need to be uniquely identified, for example, if there are four treadmills in the gym. Setting this value to '4' would avoid having to create four individual resources that need to be tracked and managed in Latch Manager.
  • Furthest Booking in Advance: This is the furthest in the future a resident can book a resource/space.

4. Add any Additional Information related to the Resource/Space:

Any additional information or notes added here will be displayed to the resident who books this resource/space.

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5. Complete Resource Creation:

Click “Create Resource” to save these settings and create the new resource/space.

 

Managing Bookings

Property Managers can view an overview of all bookings by navigating to 'Manage Settings' and choosing 'Bookings.' From this page, managers can edit/delete a resource, view Booking information in detail for a specific resource, or cancel bookings.

The overview page shows the following:

  • Time Slots: This is the total number of currently active bookings happening right now.

  • Time Slot Duration: This is the time slot setting configured for this resource/space.

  • Total Bookings: This is the total number of Bookings made for this resource/space since it was created.

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Editing or Deleting a Bookable Resource/Space: 

To edit or delete bookable resources/spaces, select a resource from the list. From there, you can either select “Edit” in the top right and make any necessary changes or choose “Delete resource” at the bottom of the page under the Info tab for that resource/space.

  • Please note, if you delete a resource/space or edit the schedule, all future bookings that residents have already created for that resource/space will be canceled. Residents will be notified in the Bookings section of the Latch app and via email that their booking has been canceled. 

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Viewing Bookings for a Resource/Space:

To view the upcoming schedule for a resource/space, select it from the Bookings overview page, then select the 'Schedule' tab on that resource page

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Canceling a specific booking:

To cancel a resident's booking without removing all future bookings, for example, due to required maintenance or repairs, navigate to Resource/Space from the Bookings overview page, then select the 'Schedule' tab. From there, choose the specified day and time slot you'd like to cancel and select "Revoke.” This will cancel this resident’s booking and notify them in the Latch App.

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Reporting and Auditing Platform

The Latch Reporting and Auditing Platform provides managers access to building data to drive efficiency and reliability when auditing staff, resident permissions, devices, administrators and more throughout a property.
 
Within Latch Manager Web, Property Managers can access a handful of reports all in a single place and automated reports allow users to easily filter, sort, search, and export files. The Reporting and Auditing feature helps to eliminate human error and provides a clean auditing trail to view Admin, Users, Key and Devices reports.
 
To view the reports within Latch Manager Web, go to the upper right-hand corner of the screen, click 'Manage Settings,' and in the drop-down menu select 'Reports.'
 

Reports Available:

  • Admin Report - The Admin report is used to audit which Admins have been added or removed, who has granted them access, and their permission start/end dates. This report is available only to Portfolio Managers.
  • People Report - The People report includes names and email addresses of users who have access at a property and details about their access. It includes access time periods, who granted the access, and whether they’ve set up their latch account or have a keycard associated with their account.
  • Key / Door Report - The Key/Door Report shows the doors associated to each key, when doors were assigned to that key, and who took that action.
  • Access Devices - The Access Devices report details which devices would benefit from a Door Update, Firmware Upgrade, or Battery Change. This report includes Door Name, Product Type, Firmware Version, whether a Firmware Upgrade is needed, whether a Door Update is needed, Device Update Reason, Estimated Battery Percentage, and Days Since the Last Battery Reading.
  • Latch Delivery Assistant - The Latch Delivery Assistant report provides metrics about deliveries made through the Latch Delivery Assistant, including Month/Year, Peak Delivery Hours, Time Zone, Average Daily Deliveries, and Average Daily Packages. This report is available only to properties with Latch Delivery Assistant.

Search and Filtering:

In the upper right-hand corner of Manager Web, users can search by a specific field (e.g. by name, email, or key name).  Next to the search bar, users can adjust filters to customize their reports, such as filtering by a specific date range, admin, or a resident’s name.'
 

Exporting Data:

To export the report, navigate to the blue box on the upper right-hand corner of the screen and select ‘Export.’  In order to export a report, users must first select the ‘Report Type’ from the drop-down menu and create a report name. In all reports, users can adjust the time period of the data in the report.  Once complete, select the ‘Export CSV’ button to generate the file. The data file can then be easily added to a CSV editing program such as Microsoft Excel or Google Sheets for additional analysis and insights.

Door State Notifications

Door State Notifications (DSN) is an optional feature for the Latch R that sends notifications to property managers based on door states. Notification emails can be configured to be sent to property managers when doors are left ajar or opened without a valid credential. This is a great way to improve the security of a building without hiring additional staff. Please note that additional sensors are required for this functionality.

Door States:

  • Door Ajar: When a door is left ajar, a notification email can be configured to be sent after 30, 60, or 90 seconds.
  • Door Still Ajar: If the door remains ajar, an email can be configured to be sent every 5, 10, or 15 minutes.
  • Door Breached: When a door is opened without a valid credential, a notification email is sent.
  • Door Secure: When a door is not in the Door Secure state and the door is then closed, a Door Secure notification is sent.

Automatic Unlock and Automatic Relock:

Two additional features that are an advantage of the sensors used for DSN, are automatic unlock and relock. The Latch R can be set to automatically unlock when it detects motion on the secure side of the door, allowing egress without manual intervention like pushing a button. The Latch R can also be set to automatically relock as soon as the door has been opened, preventing additional people from entering through an unopened door.

Subscribing and Unsubscribing from Notifications:

Please contact support@latch.com to subscribe or unsubscribe from Door State Notifications.

 

What does Managing Latch look like?

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Building management with Latch is designed to be simple, while also recognizing the different individuals and spaces you’ll need to give access to. To support a seamless experience, learn how to use the basics within Latch Manager - People, Keys, and Doors - which have already been introduced in “What is Latch Manager and what does it do?“.

1. Managing People

2. Managing Keys

  • Group one or more doors, and set a schedule for when those doors may be unlocked. You share access with people by giving them a Key or a set of Keys.

3. Managing Doors

  • Every Latch device within the building can be found in Latch Manager under the "Doors" menu. Use this menu to create and delete doors to match your building. Door updates help you troubleshoot Latch device issues, keep your audit trail up to date, and ensure the devices have the latest feature fixes.

Maintaining a Latch Building

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Maintaining your property is easy with Latch Manager. No matter where you are, you can remotely give access to trusted services and vendors such as handymen, view a history of who accessed your property and when, keep an eye on the battery life of Latch devices, and more, all from your web browser. 

Use Latch Manager for the following maintenance activities:

Creating and Deleting Portfolio Managers and Property Managers

What is a Portfolio Manager?

A Portfolio Manager may create and delete Property Managers, and they may create and delete other Portfolio Managers. A Portfolio Manager may also create, edit, delete, give, and revoke access. A Portfolio Manager can see all of the properties and all of the Portfolio Managers and Property Managers within a given portfolio.

What is a Property Manager?

A Property Manager may have access management permissions such as the ability to create, edit, and delete access, in addition to making, giving, and revoking access, but unlike Portfolio Managers they cannot create and delete other managers. A Property Manager can see all of the properties for which they are a Property Manager in any given portfolio.

How to Create A Manager

To create a Portfolio Manager or Property Manager from directly within Latch Manager, navigate to the top right-hand side of the home page and select the ‘Manage Portfolio’ menu.  

From the ‘Manage Portfolio’ menu, you may select either the ‘Portfolio Managers’ or ‘Property Managers’ list. From there, select ‘Create New’ to create a contact card for your new Portfolio Manager or Property Manager.  Simply enter the person's First Name, Last Name, and Email Address, and select ‘Create’.

How to Delete A Manager

To delete a Manager from a portfolio, select the contact card you want to delete and scroll to the bottom. Select ‘Delete’. 

Some things to keep in mind about Portfolio and Property Manager contact cards at this time:

  • Portfolio Managers cannot edit contact card profile information, such as First Name, Last Name, and Email Address, at this time. If you try to delete the contact card and re-create a new contact card using the same email address, then the old First Name and Last Name will still persist. If you would like to edit contact card profile information, you will need to contact Latch Customer Support to do so.
  • Portfolio Managers can delete themselves from a portfolio so long as they are not the last remaining Portfolio Manager.
  • The last remaining Portfolio Manager cannot be deleted. This is to ensure Latch always has at least one point of contact for a portfolio.

 

Device Management

Here you can install and uninstall devices as needed, upgrade software, select battery life and door update properties for each manager.

On a Manager’s contact card, you will see a section for ‘Device Management’. From there, you can select ‘Add Property’ to add a property to their device management permissions.

When viewing this property, you will see at a glance the number of total devices within a property that you are giving the Manager permissions to.

Permissions to upgrade software, view battery life and perform door updates are included automatically when you add the manager to the property. The option to install and uninstall devices is the only permissions that can be manually toggled ON or OFF.

Remember that to uninstall a device, a Manager must be given key access for that device.

If a Latch device loses power

Latch M, Latch C, and Latch C2

Property power outages

Latch M, Latch C, and Latch C2 are all battery-powered and will work as normal in the event of a property-wide power outage. Learn more about battery power.

If your M Series (Generation 2) is wired and there is an outage, the device will switch to battery power automatically. When power comes back on, it will switch back to wired power.

 

Loss of power

If the Latch M, Latch C, or Latch C2 lose power, during battery replacement for example, it is important that they are immediately updated. Failing to update the device after power loss may cause disruption to guest access. If the Latch C2 loses power and as a result cannot be unlocked, please refer to instructions for how to jumpstart with a Qi-compatible charger. 

 

Latch R

Property power outages and loss of power

Latch R requires a constant power connection in order to work. In the event of power loss, due to a property-wide outage, for example, it is important that it is immediately updated once power resumes. Failing to update the device after power loss may cause disruption to guest access and Schedules.

 

Fail-safe and fail-secure

It is important that the R is correctly wired and programmed in order to fail-safe (stay unlocked) or fail-secure (stay locked) in the event of power loss. Please consult your property installer for guidance.

Switch Latch Manager ownership

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If you are new to managing your building(s), check your email to see if you have received an invite to create your Latch ID and permissions for Latch Manager as either a Portfolio Manager or Property Manager. The current Property Manager overseeing your property’s Latch Manager can refer to set up other property staff as Portfolio Managers/Property Managers for more information. Once you have access to Latch Manager, you can add two-factor authentication to your sign in for additional account security.

What internet browsers are compatible with Latch Manager?

The Latch Manager runs on all modern desktop, tablet, and mobile browsers. We commit to support the latest version. The most common web browsers Chrome, Firefox, Safari and IE Edge will automatically update themselves so that you're always running the most current version. We also support IE11.

Password Set & Reset Procedure

Latch App:

Resetting Password (If you are unable to log in) :

  1. Open the Latch App
  2. At the bottom of the Log In screen, select ‘I Forgot My Password’
  3. Enter the email registered with your Latch Account
  4. This will send a message including a temporary password to your Latch registered email
  5. Return to the Latch App
  6. Copy or enter this password into the password field (Note: the password is case sensitive)
  7. If unable to log in, please repeat this process
  8. Once logged in, you can change your password provided by Latch by following the Set Password procedure under ‘My Profile’ and selecting ‘Edit’


Setting a New Password

  1. Open the Latch App
  2. Select the ‘Settings’ Menu in the upper left
  3. Select ‘My Profile’
  4. In the password field under ‘My Account’, select ‘Edit’
  5. Enter your current password (if you’ve recently reset your password, this will be the temporary password provided by Latch)
  6. Enter your new password.  (Please ensure your password is at least 8 characters long, but no more than 1024 characters)
  7. Select ‘Done’
  8. You should then receive a confirmation message to your Latch registered email that your password has been reset


If you run into issues while resetting your password, or while attempting to log in, please reach out to our Support Team at support@latch.com


Latch Manager App / Latch Manager Web Tool:


Resetting and setting your password for both the Manager App and the Latch Manager Web tool follow the same process. If resetting or changing your password for either the Manager App, or the Latch Manager Web Tool, please follow the directions below.


Resetting Password (If you are unable to log in) :

  1. Open the Latch Manager Web Tool
  2. At the bottom of the Log In screen, select ‘Forgot Your Password?’
  3. Enter the email registered with your Latch Manager Account
  4. This will send a message including a password reset link to your Latch registered email
  5. Open Email
  6. Click the ‘Reset Password’ Link
  7. Enter your new password . (Please ensure your password is at least 8 characters long, but no more than 1024 characters )
  8. Select ‘Continue’
  9. You should then receive a success prompt
  10. Select ‘Great’
  11. You’ll then be redirected back to the Latch Manager Web Tool, where you should now be able to log in using your newly created password. You should now also be able to log in to the Latch Manager App using this same password

 Setting a new Password

  1. Log in to the Latch Manager Web Tool
  2. Select your name in the upper right
  3. Select ‘My Account’
  4. Select ‘Change Password’ under the ‘Password’ section
  5. Enter your current password
  6. Enter your new password
  7. Select ‘Change Password’
  8. You should then receive a confirmation message to your Latch Manager registered email that your password has been reset
  9. You should now be able to log in to both the Latch Manager Web Tool and the Latch Manager App using the new password

If you run into issues while resetting your password, or while attempting to log in, please reach out to our Support Team at support@latch.com



Turning on Two-Factor Authentication for Latch Manager

Two-factor authentication ensures that you're the only person who can access your Latch Manager account, even if someone knows your email and password. If you're a Portfolio Manager, you can also enforce two-factor authentication for all Portfolio and Property Managers of your portfolio to ensure everyone is protected.

Two-factor authentication applies only to Latch Manager. A Property Manager with two-factor authentication turned on in Latch Manager will not be required to provide a two-factor authentication code when logging into the Latch App.

Turning on Two-Factor Authentication for yourself

  1. Navigate to your name in the top right corner of Latch Manager
  2. Tap 'My Account'
  3. Tap 'Set Up' under 'Two-Factor Authentication'
  4. Enter the phone number to which you'd like us to send your authentication codes
  5. Enter the authentication code sent to your phone number

 

Turning on Two-Factor Authentication for your Portfolio

  1. First set up Two-Factor Authentication for yourself
  2. Navigate to 'My Account'
  3. Tap 'Security Settings' under 'Two-Factor Authentication'
  4. Turn on Two Factor Authentication for your Portfolio at the bottom of the page

Turning off Two-Factor Authentication

Turning off Two-Factor Authentication for yourself

  1. You will not be able to turn off Two-Factor Authentication for yourself if it has been enforced by your Portfolio Manager. 
  2. If Two-Factor Authentication is not enforced by your Portfolio Manager, navigate to your name in the top right corner of Latch Manager
  3. Tap 'My Account'
  4. Tap 'Security Settings' under 'Two-Factor Authentication'
  5. Tap 'Turn Off' 

 

Turning off Two-Factor Authentication for your Portfolio

  1. Navigate to your name in the top right corner of Latch Manager
  2. Tap 'My Account'
  3. Tap 'Security Settings' under 'Two-Factor Authentication'
  4. Tap 'Turn Off' at the bottom of the page

Troubleshooting Two-Factor Authentication

 

I cannot receive the authentication code

If you've turned on Two-Factor Authentication for yourself, or your Portfolio Manager has enforced it for all Portfolio and Property Managers in your Portfolio, you will need to enter an authentication code sent to your phone, every time you attempt to login to Latch Manager. If you have lost your phone, or your phone number has changed before you could change it in Latch Manager, contact us at support@latch.com for guidance on getting into your account.

 

I want to change the phone number used for Two-Factor Authentication

  1. Navigate to your name in the top right corner of Latch Manager
  2. Tap 'My Account'
  3. Tap 'Security Settings' under Two-Factor Authentication
  4. Tap 'Change phone number'
  5. Enter the authentication code sent to your existing phone number
  6. Enter your new phone number
  7. Enter the authentication code sent to your new phone number