Welcome to the guide for integrating Tapkey with Spacebring, the coworking space management platform that saves time, boosts efficiency, and improves customer retention and experience—all in your pocket. When integrated with Tapkey, it ensures automatic and real-time access to your shared space based on customer subscriptions and bookings.
This article will guide you through:
1. Overview of the Integration Workflow: Understand how Spacebring syncs with Tapkey to provide real-time, temporary access for members based on bookings.
2. Installation Requirements: Key prerequisites for setting up the integration, including enabling the User Groups functionality in Tapkey.
3. Preparing for the Installation of Spacebring Add-On: Step-by-step instructions for configuring the Tapkey integration within Spacebring.
4. Install Tapkey Add-On in Spacebring
5. Testing the Integration: Tips for ensuring everything is running smoothly.
1. Overview of Integration Workflow
The Spacebring-Tapkey integration automates access control in coworking spaces by synchronizing bookings with smart locks. By linking Spacebring’s booking system to Tapkey’s access control, members receive real-time, temporary access based on their reservations, enhancing security and streamlining operations. Setup involves enabling User Groups in Tapkey, aligning each Spacebring area (rooms, desks) with Tapkey User Groups, and configuring access permissions for each lock. Once integrated, access is granted at booking times and revoked when bookings end, making access control effortless and secure.
This integration would add your coworking members as members of the user group in Tapkey temporarily before the start of the booking and will be removed automatically at the end of the booking.
2. Installation Requirements
Before you start with this guide, you need:
- Spacebring space has been created by the Administrator, visit https://www.spacebring.com/ for more information.
- Rooms and Desks already created in Spacebring.
- Tapkey Locking system with Smart Locks have been installed.
- Enable the User groups functionality by contacting support@tapkey.com.
Note: All the steps documented are documented using the Web Portal, please use the desktop version of Tapkey, more information.
3. Preparing for the Installation of Spacebring Add-On
1. Enable User Groups functionality
Write an email to support@tapkey.com asking to enable the user groups functionality
Please share with the Tapkey team your Locking System Id that can be found in Locking System Settings > Copy Locking System Id.
2. Create User groups
Create one user group per bookable area in Spacebring, each Room, Desk and Office should have a representation user group in Tapkey. In this case we are going to use one Room as example, the room “East Room” should have access to the building entrance, and at the same time to the room door, in this case we need a User Group for the East Room permissions.
3. Create access permissions for the specific areas
Now that each area of spacebring is represented in Tapkey as a Group it is required to create access to the specific Tapkey Locks, users are going to be added as members of the group temporally during bookings, so it is important to create Full Access grants to the Locks that a user with a booking to the resource should have access. In the case of East Room, users should have access to “Building Entrance Door” and “East Room Door”.
Tip: Unify name convention, we recommend to use unified names if the room in Spacebring is named East Room, use a suffix to name Doors and Groups like:
East Room => East Room Group => East Room Lock
4. Do it for each one of the rooms, offices and desks with Tapkey Locks
Do it per each one of the resources where you want to automate access control using Spacebring.
4. Install Tapkey Add-On in Spacebring
1. Login to Spacebring, navigate to location “Settings”
2. In the “INTEGRATIONS” section, identify the Tapkey integration and tap on this one.
3. Tap on “Connect” in the Tapkey integration details page.
4. Spacebring will prompt for permissions to access data from your locking system, this is essential to take the integration up and running, tap on “ALLOW”.
5. Select your locking system to start with the Room’s setup.
Spacebring Rooms setup
In the Spacebring administrator console, navigate to the Rooms Settings by going to Location Settings > Rooms.
In this case we are going to configure “East Room”, and click “Edit”.
In the room settings there is one section at the bottom “ACCESS”, expand and set the respective User Group created in Tapkey, in this case it is “East Room Group”.
Congratulations, at this point the synchronization is active!
5. Test Integration
We are going to test the integration, create a booking in Spacebring and expect the grant created in Tapkey.
Navigate to the Spacebring calendar and create an event, in this case the event would be created in the room “East Room” and the user “paulsmaart@tapkeyacme.org” at 12:30 PM should receive access to the locks.
In the Tapkey, the user group is going to be displayed without members before the meeting.
When the meeting starts the user will be added temporarily to the group (at 12:30 pm). When the booking is finished then the user would be removed automatically.
Congrats, you did it!