User Types and Permission Roles

In this article:

• What is a User
• User Types
  • Full User
  • SmartBox User
• Understanding Permission Roles
• Permission Roles for Keys/Key Groups
  • View Only (Discontinued)
  • Reservation Access
  • Continuous Access
  • Administrator
• Permission Roles for Locations 
  • View Only
  • Administrator

 

What is a User?

A user in the Keycafe system is simply an individual that is granted access or management permissions and recorded when picking up or dropping off a key. Each user has one or multiple unique access codes, depending on the settings and permissions set by key owners and account administrators.

For all user types, an Access Code can be enabled by the administrator of an organization to access keys owned by that organization. If you are an employee of a business using Keycafe and do not use Keycafe anywhere else, the Access Code is all you need. For Full Users only, their phone number and a randomly generated Global SmartBox Code can be used to access any keys they've been given permission to, regardless of organization or location. 

 

User Types

There are two types of users in the Keycafe system. You can utilize a combination of both types depending on the needs of your organization and workflow.

Full User

A Full User is for employees or staff who will access our iOS, Android or desktop applications for advanced functionality, such as administering users, permissioning keys, reviewing logs, etc. A full user will be invited to securely register an account with Keycafe using their email address. The user will be in control of their own credentials and two factor authentication settings within their account. We recommend this type of account for corporate users who access and utilize productivity software regularly at your company.

 

SmartBox User

A SmartBox User is for employees or staff who will do periodic key exchanges using a passcode you provide them but do not require advanced functionality. The user is created immediately, controlled by you (the business' administrator) and no registration is required from the user. The user will not be able to login to our iOS, Android or desktop applications and cannot perform administrative functions such as controlling key permissions. These users will only be able to interact with your SmartBoxes to pick up and drop off keys using a passcode or badge you provide them (the Continuous Access permission role).

 

Understanding Permission Roles

Permission Roles affect what a user can do with a key, group of keys, or location. They are often used to differentiate the permissions between managers, staff, and support. 

 

Permission Roles for Keys/Key Groups

Keys/Key Groups
Permission Role	Reservation Access	Continuous Access	Co-Admin	Organization Admin
View Key Details/History	✔️	✔️	✔️	✔️
Pick Up Keys With Reservation	✔️	✔️	✔️	✔️
Pick Up Keys Without Reservation	-	✔️	✔️	✔️
Perform Field Swaps	-	✔️	✔️	✔️
View Key Bookings/Reservations	✔️	-	✔️	✔️
Add/Edit Key Permissions	-	-	✔️	✔️
View Key Usage History	-	-	✔️	✔️
Edit Key Details	-	-	✔️	✔️
Create/Edit Bookings	-	-	✔️	✔️
Receive Key Pickup/Drop Off Notifications	-	-	✔️	✔️
Create New Keys/Key Groups	-	-	-	✔️
Manage Key Codes	-	-	-	✔️
View/Edit Programmable Alerts	-	-	-	✔️
View/Edit/Create Key Groups	-	-	-	✔️

 

View Only (Discontinued)

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.

 

Reservation Access

The user will be able to self-reserve time slots for the key, and pick up and drop off the key using their access code or the booking code for the reservation. Outside of reservations, they will not be able to access the key. They can see the activity history, bookings, and details of the key. This permission level is good for staff members who share keys with other staff and should not have any overlapping key usage, such as drivers of pool vehicles.

 

Continuous Access

The user will be able to pick up and drop off the key using their access code or the Keycafe app and see the activity history and details of the key. This permission level is good for end user staff who regularly pick up and drop off the key.

 

Administrator

The user will have all of the abilities under Continuous Access, as well as be able to create and manage bookings, edit the key's information, receive key pickup/drop off notifications, and view and manage its key code. This permission level is good for personnel who you want to have full oversight of the key.

See Co-Admins vs Organization Admins for Keys/Key Groups.

 

Permission Roles for Locations

Locations
Permission Role	View Only	Co-Admin	Organization Admin
View Basic Location Info	✔️	✔️	✔️
View Activity History	✔️	✔️	✔️
View Key Bin Inventory	✔️	✔️	✔️
Edit Key Bin Inventory	-	✔️	✔️
Open Individual Bins	-	✔️	✔️
Open All Bins	-	✔️	✔️
Restart SmartBoxes	-	✔️	✔️
Dismount SmartBoxes	-	✔️	✔️
View Offline Open Codes	-	✔️	✔️
Enable/Protect/Disable Bins	-	✔️	✔️
Link/Unlink SmartBoxes from Locations	-	✔️	✔️
Edit SmartBox/Location Details	-	✔️	✔️
Enable/Disable/Edit Customization	-	✔️	✔️
View Key Exchange Video Recordings	-	✔️	✔️
View/Edit/Add Permitted Users	-	-	✔️

 

View Only

The user will be able to see the basic information (address, phone number, hours, SmartBox serial numbers) and activity history of the location, as well as the bin inventory of all SmartBoxes at the location. This permission level is good for remote support personnel.

 

Administrator

The user will have all of the abilities under View Only, as well as be able to perform troubleshooting tasks like remotely open bins and dismount the SmartBox. This permission level is good for personnel who you want to have full oversight of the location.

See Co-Admins vs Organization Admins for Locations.