Adding a User

What is a user?

A user in the Keycafe system is simply an account that is granted permissions and recorded when picking up or dropping off a key. Each user has a unique access code they can use to authenticate at a SmartBox, granting them access to the keys they have permission for.

Add a user

  1. Log in to Keycafe desktop or on mobile.
  2. Select + Add.
  3. Select User.
  4. Enter a Name for the user.
  5. Enter an Email or Mobile Number to invite the user to download the Keycafe app and register.
  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. Select Add User.

Understanding permission roles

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

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 pick up and drop off the key.

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.

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.

Editing or viewing permissions of a user

  1. Log in to Keycafe desktop or on mobile.
  2. Select Users from the menu.
  3. Select the User you'd like to edit or view.
  4. You can now do the following:
  • View which keys the user currently has checked out
  • View which keys and locations the user has permissions for
  • View key pickup and dropoff history of the user
  • View user contact info and user badge info
  • Edit or add key permissions

Was this article helpful?
0 out of 0 found this helpful