Adding an Organization Admin or Co-Admin

In this article:

• Organization Admins vs Co-Admins
  • Keys/Key Groups
  • Locations
• Add an Admin for an Organization
• Add a Co-Admin for a Location
• Add a Co-Admin for a Key Group
• Add a Co-Admin for a Key

Organization Admins vs Co-Admins

Admins are users that you trust to manage your Keycafe system. There are three levels of admin permissions:

1. Owner Admin - The owner of the Organization and initial admin, who has full access and management capabilities. There is only one per Organization.
2. Organization Admin - They can fully manage the entire organization and all entities within it, with the exception of billing details.
3. Co-Admin - They can manage a single entity like a key, key group, or location.

Add an Admin for an Organization

Adding an admin to an organization allows them to fully manage the keys, users, groups, and locations of the organization. This includes managing other admins of the organization. The only limitation compared to the organization owner is account and billing-related settings.

1. Log in to Keycafe desktop or on mobile.
2. Select Users.
3. Select the name of the user you'd like to grant admin access to.
4. Select Organization Permission.
5. Select Add Permission.

Add a Co-Admin for a Location

Adding a co-admin to a location allows them to manage all the SmartBoxes linked to the location. This includes:

• Viewing and managing key bin inventory
• Viewing key pickup and dropoff history
• Adding/removing Expansion SmartBoxes
• Troubleshooting

The only limitation compared to the master account is the ability to add and remove other admins to the location. See Locations for more details.

Note that this is a separate setting from key permissions. If you would like this location admin to also have access to all the keys under the master account, add the All Keys permission to the user.

1. Log in to Keycafe desktop or on mobile.
2. Select Users.
3. Select the name of the user you'd like to grant admin access to.
4. Select Add Permission.
5. Enter the name of the location you'd like to grant admin access for and select it from the dropdown.
6. Select Administrator for the Permission Role.
7. Select Add.
8. If you have multiple locations and would like the user to manage all of them, repeat these steps for each location.

Add a Co-Admin for a Key Group

Adding a co-admin to a key group allows them to manage all the keys within that key group, but not the group itself. This includes:

• Editing the details of keys in the group, such as the name, description, key code, permissions, and fob serial #
• Adding/removing a programmable alert for the key group
• Creating/removing/editing bookings for keys in the group

See Key Groups for more details.

1. Log in to Keycafe desktop or on mobile.
2. Select Users.
3. Select the name of the user you'd like to grant admin access to.
4. Select Add Permission.
5. Enter the name of the key group you'd like to grant admin access for and select it from the dropdown.
6. Select Administrator for the Permission Role.
7. Select Add.
8. If you have multiple key groups and would like the user to manage all of them, repeat these steps for each group.

Add a Co-Admin for a Key

Adding a co-admin to a key allows them to manage that one particular key. This includes:

• Editing the details of the key, such as the name, description, key code, permissions, and fob serial #
• Adding/removing a programmable alert for the key
• Creating/removing/editing bookings for the key

1. Log in to Keycafe desktop or on mobile.
2. Select Users.
3. Select the name of the user you'd like to grant admin access to.
4. Select Add Permission.
5. Enter the name of the key you'd like to grant admin access for and select it from the dropdown.
6. Select Administrator for the Permission Role.
7. Select Add.
8. If you would like the user to manage multiple keys, repeat these steps for each individual key or create a key group.