Key Groups

You may need to share a group of different keys with some people and a different group of keys with others.   The Keycafe Groups feature allows you to create a subset of keys in your account and share that subset as if it was one key.   By default, all of the keys you create are in the main group called All Keys.  This group allows you to easily share all your keys with users you choose. 

Setup a group

  1. Log into www.keycafe.com
  2. Select Groups from the menu options
  3. Select the + Add button in the upper left and then select “Group” from the drop down
  4. Name the group and provide a description, then make sure you have selected the Key Group option and select “add group”

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Add keys to a group

  1. Log into www.keycafe.com
  2. Select Groups from the menu options
  3. Select the name of the group you wish to add keys to
  4. Select the blue “keys” button from the menu
  5. Search for keys you wish to add to this group by name
  6. From the search drop down list, select the name of the keys you wish to add

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Add users to a group

Note

At this time you can only add users to a group that have setup a keycafe.com account with a registered email. 
  1. Log into www.keycafe.com
  2. Select Groups from the menu options
  3. Select the name of the group you wish to add keys to
  4. Select the “+ Users” blue button from the menu
  5. Enter the email address of the user you wish to share this group of keys with
  6. Select the permissions level for that user:
    1. Exchange Only:  The user will be able to pickup and drop off the key using their access code or the Keycafe app and see a limited view of recent history and information about the key. This permission level is good for end user staff who regularly pickup and drop off the key.
    2. View Only: The user will be able to see and find all information about the key, its history, user accesses, and bookings related to the key. They will not be able to pickup the key or view its key code. This permission level is good for remote support personnel.
    3. Administrator: The user will have all of the abilities under Exchange Only and View Only as well as be able to create and manage bookings, edit the key's information, and view and manage its key code. This permission level is good for personnel who you want to have full oversight of the key.

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Change Users Permissions

  1. Log into www.keycafe.com
  2. Select Groups from the menu options
  3. Select the name of the group you wish to add keys to
  4. Select the “Users” blue button from the menu
  5. Beside the name of the user select the pencil icon and change the permissions level - ( see add users to a group for a description of the permissions level) 

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Remove a user from a group

  1. Log into www.keycafe.com
  2. Select Groups from the menu options
  3. Select the name of the group you wish to add keys to
  4. Select the “Users” blue button from the menu
  5. Beside the name of the user select the trash icon - any user removed from the group will no longer be able to access any keys in the group. 

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Remove keys from a group

  1. Log into www.keycafe.com
  2. Select Groups from the menu options
  3. Select the name of the group you wish to add keys to
  4. Select the “keys” blue button from the menu
  5. Beside the name of the user select the trash icon - one removed, any user in this group will no longer be able to access this key, but the key itself is not removed from the account. 

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To change the name of a group

  1. Log into www.keycafe.com
  2. Select Groups from the menu options
  3. Select the name of the group you wish to add keys to
  4. Select the “About Group” blue button from the menu
  5. Select the “Edit” blue button at the bottom, change the name and select Save.

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To delete a group

  1. Log into www.keycafe.com
  2. Select Groups from the menu options
  3. Select the name of the group you wish to add keys to
  4. Select the “About Group” blue button from the menu
  5. Select the “Edit” blue button at the bottom
  6. Select the “Remove Group” Orange Button.   This will permanently delete the group and all the users access to any keys in the group, but will not delete the user accounts or any of the keys. 

 

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