In this article:
- Creating a One-Time Booking
- Setting Up an Ongoing Booking
- What Does My Visitor Receive When I Give Them Access?
With Keycafe you are able to add a one-time booking or an ongoing booking. To learn more about bookings, visit About Bookings. Proceed with the following steps to create one-time booking.
Adding a Key
Before granting your first access, login to your Keycafe account and add your key.
Creating a One-Time Booking
- Log into your Keycafe app or website Dashboard.
- For organization admins: Select +Add at the top, One-Time Booking, then the name of the key you wish to give access to. For co-admins of a key: Select the key you wish to give access to, then Add One-Time Booking.
- Enter their name, then email address, or select Send to Mobile # to send access instructions by SMS. If you are choosing the phone number, please ensure you select the correct country code and note that the visitor must be able to receive an SMS from this phone number.
- Choose the language you wish the visitor to receive their access instructions in. For details on how we set the languages see Languages.
- Select the default Start Date and End Date to bring up the date picker. Once you have selected the date, you will be presented with a time picker to select a time. Note that the end date must be later than start date.
About Start and End Setting
The Start and End of your access determines when a visitor may pick up keys from a Keycafe location. They will be denied access to keys outside the dates and times you select. However, if a visitor is late and tries to drop off keys after their access has ended, they are able to do so. This way you can always get your keys back into the system at any time.
Start and End Time Zone
Please note that the access times will be the local time of the SmartBox where the key pickup will be taking place. For example, if you have set the access time in the system as 1 PM, when the key pickup is attempted at a SmartBox location, the system checks to see if it is 1 PM at that location. If so, the access is granted. The times are selected using a scrolling 24-hour clock (1:00pm = 13:00, 5:00pm = 17:00, 12:00am = 24:00).
- Toggle Return Key Reminder to on position, if you wish your visitor to receive a notification before their access ends. This is to remind them to return the keys to the same SmartBox where they picked up the keys.
| Time between scheduling the access and when the access begins | Notification Sent to Visitors |
|---|---|
| More than 24 hours | 12 hours before Access End Time |
| More than 4 and less than 24 hours | 2 hours before Access End Time |
| Less than 4 hours | 15 minutes after Key Pickup |
- Select Add at the bottom of the page to save the changes.
Done!
Congratulations. Now, your visitors will be able to access the designated SmartBox to access your keys.
Drop Off Your Keys
Make sure you drop off your keys to the Keycafe SmartBox before your visitors' arrival. See Setting Up a Key with a Keycafe Fob
Creating an Ongoing Booking
To set up an ongoing visitor who will be able to access your keys 24/7 until you revoke their access, please follow these steps:
- Log into your Keycafe app or website Dashboard.
- Select Keys from the menu.
- Select the set of keys that you wish to give an ongoing booking to.
- Select Add Ongoing Booking.
- Choose if you want to give access by Email or Mobile Phone (The visitor must be able to receive an SMS from this phone number). If you are providing access by mobile phone number, select Send to Mobile #.
- Enter their Email or Mobile Phone. Ensure to select the correct country code.
- Select Add to grant ongoing booking to your visitor.
What Does My Visitor Receive When I Give Them Access?
Your visitors will receive an SMS or Email with their booking code and instructions on how to pick up your keys. You must let them know where the keys are located and the operating hours of the location. Visit Visitor Booking Code to learn more about the message that your visitors receive and find out how to receive a sample of this message.