Adding and Managing Users

In this article:

• What is a User?
• User Types
  • Full User
  • SmartBox User
• Understanding Permission Roles
  • Exchange Only
  • View Only
  • Administrator
• Add a Full User
• Add a SmartBox User
• Bulk User Uploads
• Editing or Viewing Permissions of a User

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 Exchange Only permission role).

 

Understanding Permission Roles

Permissions Roles affect what a user can do with a key, group of keys, or a location. 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, 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.

 

Add a Full User

 

1. Log in to Keycafe desktop or on mobile.
2. Select + Add.
3. Select User.
4. Select Full User.
5. Enter a Name for the user.
6. Enter an email address to invite the user to register an account.
7. If you'd like, enter a comment that will be sent to the user along with the invitation.
8. You can enter a custom Access Code, disable it by toggling the button, or randomize the code by disabling and enabling the toggle.
9. Enter a Permission for the user - this can be a key, key group, or location.
10. Enter a Permission Role for the user.
11. If you would like to assign a user badge for this user, enter the serial number of an unused sticker badge or key fob.
12. 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.
13. Select Add User.

 

Add a SmartBox User

 

1. Log in to Keycafe desktop or on mobile.
2. Select + Add.
3. Select User.
4. Select SmartBox User.
5. Enter the first and last name of the user.
6. If you'd like, enter a contact email. This is only used for Programmable Alerts and to send the welcome email in step 10.
7. You can enter a custom Access Code, disable it by toggling the button, or randomize the code by disabling and enabling the toggle.
8. 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.
9. If you would like to assign a user badge for this user, enter the serial number of an unused sticker badge or key fob.
10. 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.
11. 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. 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/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