Congratulations! You've been invited to manage a Unit on Tapkey. But what exactly does that mean?
Units are a core feature of Tapkey, allowing landlords to grant access control to specific areas. To fully understand Units and their functionality, we recommend checking out this helpful article.
This guide will walk you through the step-by-step process of accepting your invitation as a Unit Manager (tenant), including:
- Seeing the newly created unit
- Exploring your standard functionalities as a Unit Manager
- Create grants in shared locks (also applicable as the landlord)
- Frequently asked questions
Let's dive in and get you started!
Step 1: Accept Invitation From Unit Manager’s Perspective
1. Click review & login
As the tenant you received an email from Tapkey, it is required to click Review to see all the information and proceed by clicking Review.
If it is your first time, you will be required to sign up. Otherwise, just use your standard login to the Tapkey application.
2. Accept the invitation
After you've logged in, you'll see the invitation details, where it is required to click Accept.
3. Access to your unit
After clicking accept, you now can see a new locking system. In this case, the unit was named by the landlord “Flat 101”. From this point, you can access your unit, and your landlord will see that the invitation is accepted.
Explore standard use as Unit Manager (Tenant)
As a tenant, you can create grants for yourself, members of the family, and guests. This is applicable for both shared locks (common rooms e.g. laundry room) and exclusive locks (your front door). Furthermore, you can purchase NFC Transponders and use them inside the building with your configuration.
You cannot extend the User Contingent other than the ones granted by the landlord, which is in our example maximum of 5 grants. To extend this, you would need to contact the landlord directly.
Step 2: Create a grant for yourself
4. Create a grant
You can create a grant for yourself in an unrestricted way, here's how to create grants.
At this point, you would have unrestricted grants for the Entrance Door, Laundry Room, and Flat 101 Door. You can see your own granted users and only the access logs related to your permissions.
5. See used licenses
If you navigate to Settings, you will be able to see that the used licenses are 1 of 5 licenses.
6. Your landlords view
From the Landlord’s perspective, there is no visibility of the activities executed by you. In their locking system, your grants are not displayed. Also, the user contingent from the landlord’s perspective is not displayed for privacy reasons, as soon as the licenses are assigned to the Unit, the landlord only sees the total number of licenses available.
Step 3:
Step 4: Create grants in shared locks (also applicable as the landlord)
Shared locks can be used by either you (unit manager) or the landlord, this scenario can be used to allow the entrance of maintenance and technical personnel. This grant is visible to only the person giving it and the one receiving the access. Your landlord will not see who you've given access to and vice versa. And the license contingent affected is the one that granted the access. So if the landlord shared access to a facility manager, one of their user contingents will be used for that. If you share it with your partner, one of yours will be used.
Here is an article on how to create a grant for a new or existing user.
Frequently asked questions
Is it allowed for Unit managers to assign additional co-admins?
Once Unit Managers are added to the Unit, their account would behave like an independent Unit, the only action restricted is the increase of license contingent.
Unit managers can add Additional Co-Admins and also can transfer the account to another Owner, this action is not currently being notified to the Landlord due to privacy concerns.
For more information:
What happens with alerts?
Warnings and alerts about battery, and synchronisation required are going to be displayed to both, the landlord and tenants, so maintenance tasks can be run by either:
- the landlord, owner, or owners of the main locking system,
- co-admin of the main locking system,
- unit managers,
- and co-admin in the Unit locking system.
How to run maintenance tasks in Locks?
What happens with NFC Transponders?
For security reasons, if there is any NFC Transponder associated with Exclusive Locks, the Unit is going to be blocked for creation until the transponder’s permissions are revoked over exclusive locks in the main locking system.
Who is responsible for the synchronisation of Locks?
These tasks must be defined by landlords at the moment of creating the Multi-Tenant installation. According to the business model, they can be responsible for running maintenance tasks in locks such as replacing batteries, answering questions for tenants, and handling sync scenarios for lost transponders. Or it can be defined as a task that needs to be executed by each tenant in Exclusive locks and by the Landlord in Shared areas. Our team is going to offer support via sales@tapkey.com.
As Unit Manager, how can I identify the level of visibility others have about my Locks?
As a Unit manager, you can navigate to the Lock Details and then to the INFO Tab, this view is going to display the type of sharing and the level of visibility from others: