Adding an Organization Admin or Co-Admin

In this article:

Organization Admins vs Co-Admins

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

  1. Organization admin - They can fully manage the entire organization and all entities within it.
  2. Co-admin - They can manage a single entity like a key, key group, or location.

Admins and Integrations

Note that integrations are set up on a per-user basis, meaning no co-admins or organization admins can view or manage the integrations of other users. However, any bookings created through integrations are treated like any other booking and can be seen by the relevant co-admins of the key and all organization admins.

Keys/Key Groups
  Co-Admin Organization Admin
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 ✔️

Co-Admins for Key Groups

Note that when adding a co-admin for a key group, they will able to view and manage the keys in the group, but not the group itself.

 

Locations
  Co-Admin Organization Admin
View/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 ✔️ ✔️
View History ✔️ ✔️
Enable/Disable/Edit Customization ✔️ ✔️
View/Edit/Add Permitted Users ✔️

 

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.

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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:

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.

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