Adding, Managing, and Deleting Users

In this article:

• Add a Full User
• Add a SmartBox User
• Bulk User Uploads
• Editing or Viewing Permissions of a User
• Remove or Expunge a User

Add a Full User

1. Select + Add → User → Full User.
2. Enter a Name for the user.
3. Enter an email address to invite the user to register an account.
4. If you'd like, enter a comment that will be sent to the user along with the invitation.
5. You can enter a custom Access Code, disable it by toggling the button, or randomize the code by disabling and enabling the toggle.
6. Enter a Permission for the user - this can be a key, key group, or location.
7. Enter a Permission Role for the user.
8. If you would like to assign a user badge for this user, enter the serial number of an unused sticker badge or key fob.
9. Send Welcome Email automatically sends an email to the user once they complete registration, containing their Access Code along with some helpful tips and links on how to start using the Keycafe system. We recommend leaving this option enabled.
10. Select Add User.

Add a SmartBox User

1. Select + Add → User → SmartBox User.
2. Enter the first and last name of the user.
3. If you'd like, enter a contact email. This is only used for Programmable Alerts and to send the welcome email in step 10.
4. You can enter a custom Access Code, disable it by toggling the button, or randomize the code by disabling and enabling the toggle.
5. Enter a Permission for the user - this can be a key, key group, or all keys. Note that this will be the Exchange Only permission.
6. If you would like to assign a user badge for this user, enter the serial number of an unused sticker badge or key fob.
7. Send Welcome Email automatically sends an email to the user once they complete registration, containing their Access Code along with some helpful tips and links on how to start using the Keycafe system. We recommend leaving this option enabled.
8. Select Add User.

Bulk User Uploads

If you have a large number of users to add, you can perform a bulk upload with a csv file. See Bulk User Uploads for instructions.

Editing or Viewing Permissions of a User

1. Select Users → the User you'd like to edit or view.
2. You can now do the following:

• View which keys the user currently has checked out
• View/edit which keys and locations the user has permissions for
• View key pickup and dropoff history of the user
• View/edit user contact info, access code, and user badge info

Remove or Expunge a User

There are three options to remove a user:

1. Removing a user removes them from the organization and all permissions associated with them, but does not disable their account.
2. Expunging a user not only removes them from the organization and all permissions associated with them, but also permanently disables their account and anonymizes all of their data in accordance with GDPR regulations. This is permanent and cannot be undone. Choose between instant and a 30-day delay.
3. Archiving a user removes them from the organization and all permissions associated with them, and also disables their account. However, their data is not anonymized.

Certain conditions will prevent a user from being deleted:

• the user is part of another organization with keys
• the user is actively using Keycafe Public for personal key exchange

1. Select Users → the User you'd like to remove or delete → About User → Edit.
2. Select Remove User → Remove or Expunge User → Expunge.