Admin Portal User Guide

About this guide

This guide explains how to use the SmartphoneKey Admin Portal from registration onward. It covers the actions available in the portal interface without describing internal system processes.

The sections and buttons visible in your account depend on your role and permissions. You may see only part of the functionality described below.

Register your account and claim your first lock

Use the registration link provided by your administrator or installer.

Step-by-step

1. Open the registration page.
2. Enter your email address.
3. Create a password.
4. Enter the lock serial number.
5. Enter the Matter code or pairing code supplied with the lock.
6. Enter the address if the field is displayed.
7. Click Register or Create Account.
8. After successful registration, sign in if the portal does not open automatically.

Your account is now linked to your first Entity and lock.

If registration fails

Check the following:

• The serial number is correct.
• The Matter code or pairing code is correct.
• The lock has not already been claimed.
• Your password meets the minimum requirements.

If the issue remains, contact your administrator.

Sign in to the Admin Portal

1. Open the SmartphoneKey Portal login page.
2. Enter your email address and password.
3. Click Sign In.
4. After login, open the SPK Portal.

If your session expires while the portal is open, the portal will ask you to sign in again.

Select the current Entity

An Entity is the organization, building, site, or managed area whose devices and users you are working with.

If you have access to more than one Entity:

1. Locate the Entity selector in the portal header (top-right, shows the current Entity name and lock count).
2. Open the drop-down list.
3. Select the required Entity.
4. Wait for the page data to refresh.

If you have access to only one Entity, its name is shown in the header but there is no drop-down to switch.

Always confirm the selected Entity before creating users, assigning keys, adding devices, or reviewing logs.

Main navigation

The left-side menu contains a fixed set of top-level sections. Depending on your permissions, you may see all or only some of them:

Several sections open with tabs at the top of the page instead of separate menu entries:

• Keys → Keys, Physical Keys, Wallet Keys
• Devices → Locks, Hubs, Matter
• Cameras → Cameras, Camera Roles
• Logs → Activity, Audit
• Settings → Profile, Subscription, Notifications, Access Requests, Billing

Some accounts may not display all sections or tabs.

In the top-right corner of the portal header, next to the Entity selector, you can change the SPK Portal interface language. Open the language selector and choose English, Ukrainian, Spanish, Greek, German, or French — the portal reloads in the selected language. Your choice is saved to your account, so the interface stays in that language across sessions and devices. The light/dark theme switch and the Admin Panel version are shown at the bottom of the left-side menu. On phones, the language selector also appears at the bottom of the side menu, and a bottom navigation bar gives one-tap access to the most-used sections — the Menu tab opens the full menu, which you can also close by swiping it left or with your device's Back gesture.

Dashboard

The Dashboard provides a quick overview of the selected Entity.

Use the Dashboard to:

• Switch between the Locks, Cameras, and Matter views using the tab switcher (shown when more than one view is available).
• Review key metrics such as total locks, active keys, Wallet Keys, physical keys, cameras, hubs, and Matter devices.
• Check recent activity.
• Confirm that you are working in the correct Entity (the Entity name and code are shown on the dashboard).
• Use the quick-action buttons (Give Access, Guest Key, Remove Access) and the Quick access shortcuts when they are available for your role.

When you switch Entities, the Dashboard refreshes automatically.

Manage Entities

Open Entities to create and manage organizations, buildings, sites, or other managed areas. Entities are shown as cards (grid view) or rows (list view); you can filter, search, and sort them.

7.1 Create an Entity

1. Open Entities.
2. Click Create Entity.
3. Enter the Entity name.
4. Enter the Entity code.
5. Add a description if needed.
6. Optionally enter the email address of an initial Local Admin under Add Local Admin.
7. Optionally enter the number of Wallet Keys to transfer to that Local Admin.
8. Click Create.

Entity code rules

• Use letters, numbers, and underscores only.
• Do not use spaces.
• The code is automatically converted to uppercase.
• Choose the code carefully. It cannot be changed after creation.

7.2 Edit an Entity

1. Open Entities.
2. Find the required Entity.
3. Click the settings (gear) icon, or open the card menu and choose Edit details.
4. Update the name or description (the code is read-only).
5. Click Save Changes.

7.3 Delete an Entity

1. Open Entities.
2. Find the required Entity.
3. Open the card menu and choose Delete entity.
4. Read the confirmation message carefully.
5. Confirm the deletion.

Deletion is unavailable while the Entity still contains locks; remove or reassign them first.

Manage Local Admins

A Local Admin can manage users and distribute assigned Wallet Keys within a specific Entity.

Local Admins are managed inside the Entity edit window, not on a separate page.

8.1 Add a Local Admin

1. Open Entities.
2. Open the required Entity for editing (gear icon or Edit details).
3. Scroll to the Manage Local Admins section.
4. In Add Local Admin, select an existing Entity member or enter a new email address.
5. Optionally enter the number of Wallet Keys to transfer.
6. Click Add.

If the email address does not belong to an existing user, the user receives an invitation. You can also add an initial Local Admin while creating the Entity (see 7.1).

8.2 Transfer more Wallet Keys to a Local Admin

Use this to Transfer Wallet Keys to a Local Admin from your free balance.

1. Open the Entity for editing.
2. In Manage Local Admins, find the required Local Admin.
3. Enter the quantity in the Wallet Keys field next to that Local Admin.
4. Click Transfer.

8.3 Remove Local Admin permissions

1. Open the Entity for editing.
2. In Manage Local Admins, find the required Local Admin.
3. Click the remove button.
4. Confirm the action.

Removing Local Admin permissions does not delete the user account.

Manage users

Open Users to manage portal users within your entities. Users are shown in a searchable table. Use the All / Active / Deactivated chips to filter by status, and the sort selector to order the list by name or by newest accounts. On phones the table shows the essential columns (name, main contact, lock access, and actions); the remaining details are available when editing a user.

9.1 Create a user

1. Open Users.
2. Click New User.
3. Add a profile photo if needed (PNG or JPG, up to 6 MB).
4. Enter the user's full name.
5. Enter the user's email address (this becomes the login email).
6. Enter a phone number if needed.
7. Add one or more license plates if needed.
8. Select the Entity.
9. Choose whether to send a welcome email.
10. Click Create User.

9.2 Edit a user

1. Open Users.
2. Find the required user.
3. Click the edit (pencil) action.
4. Update the required fields.
5. Review Entity membership (select one or more entities).
6. Update license plates or the profile photo if needed.
7. Click Save Changes.

A user must remain linked to at least one Entity.

9.3 Search for a user

Use the search field to search by:

• Name
• Email
• Phone number
• License plate

9.4 Deactivate a user

Use this action when a user should no longer have active access.

1. Open Users.
2. Find the required user.
3. Click the deactivate action.
4. Read the confirmation message (deactivation removes lock access, disables portal login, and suspends the SmartKey user).
5. Optionally enter a reason.
6. Confirm the action.

9.5 Reactivate a user

1. Open Users.
2. Find the deactivated user.
3. Click Reactivate User.
4. Confirm the action.

9.6 Create a Limited User (phone only, no login)

A Limited User is a lightweight, phone-only identity with no portal login — use it for people you only need to issue keys to, without giving them a full account. The Users table shows Limited access in the email column for these entries.

1. Open Users and click New User.
2. Enter the user's full name.
3. Turn on Just phone number, next to the Phone Number field.
4. Enter a phone number (required — this is their identifier).
5. Optionally enter an email address.
6. Select one or more Entities.
7. Click Create Limited User.

Limited users have the same Edit, Give Access, and Deactivate/Reactivate actions as regular users (see sections 9.2, 9.4, 9.5, and 10), and their Users-table row lists their Entity's locks with the same per-lock Mobile App and QR Intercom controls (section 10). Giving them access through the wizard offers Physical Key and QR Intercom — there is no Wallet Key option, since they have no portal login. Their phone number is edited the same way (edit action) but cannot be changed, since it is their permanent identifier.

Manage a user's access to a lock

From the Users section, you can manage access for individual locks directly in the user row.

1. Open Users.
2. Find the required user.
3. Expand the Lock Access cell to show that user's locks.

For each lock that already has keys, use the Mobile and QR Intercom buttons shown in that lock's row.

10.1 Grant Mobile App access

• Click the Mobile button to Grant Mobile App Access, then confirm.

10.2 Revoke Mobile App access

• Click the Mobile button again to Revoke Mobile App Access, then confirm.

10.3 Grant QR Intercom access

• Click the QR Intercom button to Grant QR Intercom Access, then confirm.

On a Managed Access Control Service (partner) plan, granting QR Intercom access requires the active Resident Digital Access Package add-on. Until it is purchased, the grant buttons are hidden; see 23.2 for how to buy the add-on. Revoking existing access always stays available.

10.4 Revoke QR Intercom access

• Click the QR Intercom button again to Revoke QR Intercom Access, then confirm.

If a lock shows No keys, assign a key first (see Section 11) before access buttons appear.

Manage digital keys

Open Keys (the Keys tab) to assign, update, share, or revoke digital keys. Keys are shown as cards.

11.1 Filter the key list

Use the filters to narrow the list by:

• Lock
• Status (Active, Expired, Revoked, Available)
• Type (Wallet Key, Physical Key, Intercom, Guest Key)
• User email
• Key UUID

11.2 Assign (bind) a key

1. Open Keys.
2. Click Bind Key. This opens the Assign Key wizard.
3. Step 1 — Select the lock.
4. Step 2 — Select an existing user, or click Create User to add one.
5. Step 3 — Choose the key type:
   • Wallet Key
   • Physical Key
   • QR Intercom
6. Complete the options shown for the selected key type.
7. Click the final button (Assign Key, Grant Access, or Continue to Programming, depending on the key type).

For a Limited User (see 9.6), Step 2 shows their phone number where an email would normally appear, and Step 3 only offers Physical Key and QR Intercom — Wallet Key is not available, since limited users have no portal login.

11.3 Assign a Wallet Key

Use this option for mobile Wallet access.

1. In the wizard, choose Wallet Key.
2. Enable Send email with key if you want the portal to email the Wallet link automatically.
3. Click Assign Key.

Mobile App and QR Intercom access are granted automatically for that lock. If the user already has a reusable key identity, the portal may reuse it. The starting state of Send email with key and which access is granted follow the default behaviour configured for your account, so you may see these options pre-set.

11.4 Assign QR Intercom access

Use this option when the user needs QR Intercom access without a Wallet Key.

1. In the wizard, choose QR Intercom.
2. Confirm the user and lock.
3. Click Grant Access.

11.5 Update a key

Open a key card's actions menu. Depending on the key type, available actions may include:

• Set Validity (change valid-from / valid-until dates)
• Send Wallet Email
• Add to Another Lock (reuse the key UUID on a different lock)
• Revoke Key

You can also toggle Mobile and Intercom permission chips, and copy the Apple Wallet or Google Wallet link directly from the card.

11.6 Revoke a key

1. Open Keys.
2. Find the key.
3. Open the actions menu and choose Revoke Key (or use the Revoke button on intercom cards).
4. Confirm the action.

11.7 Use bulk actions

Select keys with the checkboxes to reveal the bulk action bar.

1. Open Keys.
2. Select the required keys (or use Select All / Select Filtered).
3. Choose a bulk action:
   • Bind (for available keys)
   • Add to Lock (reuse key UUIDs)
   • Send Emails (Wallet emails)
   • Revoke
4. Confirm and monitor progress until completion.

Create and manage temporary guest keys

Use a temporary guest key for time-limited visitor access.

12.1 Create a guest key

1. Open Devices → Locks and click the Guest Key button on the required lock (the Guest Key quick action on the Dashboard works the same way).
2. Confirm or select the lock. If your current Entity has only one active lock, it is selected for you.
3. To grant access to several locks with one key, turn on Multiple locks next to the lock selector and tick every lock to include. A shared key works as a slide-to-open link, so the single-lock options below are hidden in this mode.
4. Set Valid From and Valid Until.
5. *(Single lock only)* Optionally set Max uses.
6. *(Single lock only)* Optionally turn on Authorization to restrict the key to specific people, then enter the Authorized emails allowed to use it. With this off, anyone who has the link can use it within its validity period.
7. *(Single lock only)* Optionally enter an email recipient to email the link automatically.
8. Click Create Guest Key (or Create Shared Key when Multiple locks is on).

12.2 Share a guest key

After creating the key, the result panel lets you:

• Copy the guest key link.
• Enter an email recipient and click Send Email (you can resend while the window is open).

For a shared (multiple-lock) key, the result panel shows the link to copy and the list of locks the key opens.

12.3 Update a guest key

1. Open Keys and find the guest key card.
2. Click Update.
3. Update the validity period.
4. Save the change.

12.4 Delete a guest key

1. Open Keys and find the guest key card.
2. Click Delete.
3. Confirm the action.

12.5 Manage shared (multiple-lock) guest keys

Shared guest keys you created with Multiple locks appear in their own Shared guest keys section at the top of the Keys page.

1. Each entry lists the locks the key opens, its status and validity.
2. Click Open to view the guest access page, or copy its link.
3. Click Revoke and confirm to turn the shared key off for every lock it covers.

Manage Wallet Keys

Open the Wallet Keys tab (under Keys) to review Wallet Key availability.

13.1 Review your Wallet Key balance

Each owner card shows:

• Free (available) Wallet Keys
• Assigned Wallet Keys
• Total Wallet Keys
• A utilization / health indicator

13.2 Buy Wallet Keys

This option is available only to authorized users.

1. Open the Wallet Keys tab.
2. Click Buy Keys.
3. Enter the required quantity.
4. Click Checkout and complete payment.

Local Admins cannot buy Wallet Keys. They must contact their Community Manager.

13.3 Transfer Wallet Keys

When you are allowed to transfer keys:

1. Open the Wallet Keys tab.
2. In Transfer to Local Admin, select the recipient.
3. Enter the quantity.
4. Click Transfer Keys.

Program physical NFC keys

Open the Physical Keys tab (under Keys) to program and revoke physical NFC cards. You can filter the list by lock and status (Programmed, Pending, Failed, Revoked).

Before starting, confirm that a programmer reader or a lock's built-in programmer is available.

14.1 Program a new physical key

1. Open the Physical Keys tab.
2. Click Program Physical Key to open the Physical Key Wizard.
3. Step 1 — Select the lock and the user.
4. Step 2 — Select the programming device (or keep Use lock built-in programmer).
5. Start flashing with the matching card-type button: Flash MIFARE Classic or Flash DESFire EV3.
6. Tap the NFC card on the programmer when prompted.
7. Wait for the device indication.
8. Click Done in the portal.
9. Confirm the card appears as programmed (the card serial is displayed).

14.2 Erase and reprogram a card

The wizard performs an erase step followed by a flash step when reprogramming.

1. Start the programming wizard as above.
2. Follow the erase step: tap the card, then click Done.
3. Follow the flash step: tap the card again, then click Done.

14.3 Revoke a physical key

1. Open the Physical Keys tab.
2. Find the card.
3. Click the revoke action.
4. Optionally enter a revocation reason.
5. Confirm the action.

Manage locks

Open Devices → Locks to add, control, and configure locks.

15.1 Lock statuses

A lock may be displayed as:

• Unclaimed
• Claiming
• Active
• Inactive
• Error

The actions available depend on the current status.

Next to the lock status, the card shows a connectivity indicator: Online or Offline, based on the lock's real connection events. A lock that has not reported its connection yet shows Unknown.

15.2 Add a lock

1. Open Devices → Locks.
2. Click Add Lock.
3. Enter the lock serial number, or click the barcode icon to scan the serial with your camera.
4. Enter the Matter code, or click the QR icon to scan the Matter QR code with your camera.
5. Click Add.

The lock is added to the currently selected Entity. Camera scanning needs a device with a camera and permission to use it; you can always type the values in manually instead.

15.3 Open a lock remotely

1. Open Devices → Locks.
2. Find the active lock.
3. Click Open.
4. In the confirmation window, review the status and confirm with Open Lock.

If the button is temporarily unavailable, wait until the countdown ends before retrying.

15.4 Rename a lock

1. Open Devices → Locks.
2. Find the lock.
3. Click the pencil (rename) icon next to the lock name.
4. Enter the new name.
5. Save the change.

15.5 Set a lock as a programmer reader

Use this when a compatible reader will be used to program NFC cards.

1. Open Devices → Locks.
2. Find the required lock.
3. Open the lock actions menu.
4. Choose Set as Programmer (or Unset Programmer to disable it).

15.6 Claim a lock

1. Open Devices → Locks.
2. Find the unclaimed lock.
3. Open the actions menu and choose Claim Lock.
4. Confirm the action.

15.7 Deactivate a lock

1. Open Devices → Locks.
2. Find the active lock.
3. Open the actions menu and choose Deactivate Lock.
4. Confirm the action.

15.8 Reactivate a lock

1. Open Devices → Locks.
2. Find the inactive lock.
3. Click Reactivate.
4. Confirm the action.

15.9 Delete a lock

1. Open Devices → Locks.
2. Find an eligible unclaimed or inactive lock.
3. Click Delete.
4. Read the warning carefully.
5. Confirm with Delete Permanently.

This action may remove related data and may not be reversible.

15.10 Send a lock to another Entity

1. Open Devices → Locks.
2. Find the lock.
3. Open the actions menu and choose Send to Another Entity.
4. Select the target Entity.
5. Confirm the transfer.

15.11 Remove a user from a lock

1. Open Devices → Locks.
2. Find the lock.
3. Open the actions menu and choose User List.
4. Find the required user.
5. Click Remove.
6. Confirm the action.

This removes the user's access associated with that lock.

15.12 Connect a lock to Wi-Fi

You can send Wi-Fi credentials to a nearby lock directly from the portal over Bluetooth. This needs a browser that supports Web Bluetooth (for example, Chrome or Edge on a desktop or Android device) and physical proximity to the lock.

1. Open Devices → Locks.
2. Find the lock and choose Configure Wi-Fi.
3. Confirm the browser prompt to pair with the lock over Bluetooth.
4. Enter the SSID (network name). You can click Scan Wi-Fi to ask the lock to look for networks, but you still type the network name in manually.
5. Enter the Wi-Fi password.
6. Click Connect Lock to Wi-Fi and wait for the success or failure message.

The password is sent straight to the lock over Bluetooth and is not stored in the portal.

15.13 Connect a lock to a Matter hub

If your entity has a Matter hub, you can pair a claimed lock (reader) to it over Thread directly from the lock card. The lock keeps working as before — this only links it to the hub; lock control still goes through the SmartKey service.

1. Open Devices → Locks.
2. Find the lock and choose Connect to Matter Hub from its menu.
3. Pick the hub. If your entity has only one hub it is selected for you; if you have no hub yet, the window explains that you need to claim a hub first.
4. Follow the on-screen instructions to put the reader into pairing mode, then click Next. The pairing code stored with the lock is used automatically; if the lock has none, enter the Matter pairing code from the reader.
5. Wait while the hub pairs the reader. This can take a few minutes; the window shows live progress and then reports success, a busy hub, an offline hub, or a timeout.
6. On success the lock card shows a Connected via Matter hub badge.

Configure the weekly lock schedule

Use the scheduler to define access intervals for each day of the week.

16.1 Set the schedule

1. Open Devices → Locks.
2. Find the required lock.
3. Click Scheduler.
4. Select a day of the week.
5. Add one or more time intervals.
6. Repeat for the remaining days.
7. Save the schedule. Use the save option that also syncs to the device when you want the change pushed to the lock immediately.

16.2 Refresh the device schedule status

1. Open the lock scheduler.
2. Click the refresh status action.
3. Wait until the portal finishes loading the device information.
4. Review the schedule shown in the portal.

Manage hubs

Open Devices → Hubs to manage Matter hubs.

Each hub header shows two indicators: the hub's lifecycle status (for example Claimed or Suspended) and a live connectivity indicator — Online, Offline, or Unknown while the hub has not reported its connection yet. The connectivity indicator reflects the hub's real connection events and is independent of the lifecycle status.

17.1 Add a hub

1. Open Devices → Hubs.
2. Click Add Hub.
3. Enter a hub name if needed.
4. Select the Entity.
5. Select the owner.
6. Enter the hub UUID.
7. Click Add Hub.

17.2 Refresh hub status

1. Open Devices → Hubs.
2. Click Refresh.

17.3 Rename a hub or change its role

1. Open Devices → Hubs.
2. Find the hub and open Edit Hub.
3. Update the name, and/or use the Primary hub switch to set it as Primary or Secondary.
4. Click Save.

17.4 Suspend a hub

1. Open Devices → Hubs.
2. Find the hub and choose Suspend.
3. Enter the reason.
4. Confirm the action.

17.5 Re-claim or move a hub

Use this action to assign the hub to another eligible Entity or owner.

1. Open Devices → Hubs.
2. Find the hub and choose Re-claim.
3. Select the target Entity.
4. Select the owner.
5. Enter the reason.
6. Confirm the action.

17.6 Commission a Matter device

1. Open Devices → Hubs and choose Commission Device, or open Devices → Matter and click Add Device.
2. Select the hub.
3. *(Optional)* Turn on Matter over Wi-Fi if the device joins over Wi-Fi. Then choose a saved Wi-Fi profile, or enter a new Wi-Fi network name (SSID) and password (you can show or hide the password, and tick Save this network as a reusable Wi-Fi profile to reuse it later in this Entity). Leave the switch off for devices that do not need Wi-Fi credentials.
4. Enter the commissioning code, or scan the Matter QR code with your camera.
5. Click Commission. When Matter over Wi-Fi is on, the window saves the Wi-Fi credentials, waits a moment, and then starts commissioning — the button shows Saving Wi-Fi, Preparing commissioning, and Commissioning as it works.
6. Wait for the device to appear in the Matter tab.

When Matter over Wi-Fi is on: saving Wi-Fi credentials does not verify that the password is correct — the device tests the connection while it pairs. If saving the Wi-Fi network fails, commissioning does not start and you can correct the network and try again. If the device later cannot join the network, you will see a message asking you to check the SSID, password, signal strength, and network reachability.

Manage Matter devices

Open Devices → Matter to review devices commissioned through a hub.

18.1 Review Matter devices

The list may display:

• Device name or UUID
• Hub
• Entity
• Device type
• Status
• Availability (Online, Offline, or Unknown until the device reports its presence; devices behind a Matter-Zigbee gateway follow the gateway's reachability report, and all of a gateway's devices show offline while the gateway itself is offline)
• Assigned-to user
• Events
• Battery, signal, temperature, humidity, occupancy, or other available values

Each device card shows an icon matching its Matter device type — the same icon set used in the SmartphoneKey mobile app. Switchable devices (lights, plugs, switches) show their reported On/Off state, and smoke detectors show their alarm status, including alarms received from other interconnected detectors.

18.2 Assign a Matter device to a user

1. Open Devices → Matter.
2. Find the device.
3. Click Assign.
4. Select the user.
5. Confirm the assignment.

If the button is disabled, review the message displayed by the portal.

18.3 Remove a user-device assignment

1. Open Devices → Matter.
2. Find the assigned device.
3. Open the assignment details.
4. Click Remove.
5. Confirm the action.

18.4 View device events

1. Open Devices → Matter.
2. Find the device.
3. Open its events or details.
4. Review the available event history.

18.5 Remove a Matter device from the portal

1. Open Devices → Matter.
2. Find the device.
3. Choose the delete/remove action.
4. Confirm the action.

For a Matter device, the portal first asks the hub to unpair the device, then deletes its record. Devices connected through a Zigbee gateway cannot be unpaired remotely: only the portal record is deleted, and the device stays paired to its gateway until it is reset.

Important: removing the device from the portal may not factory-reset the physical device. Reset or decommission it separately when required.

18.6 Control a Matter device

Some Matter devices can be controlled from the portal when your role allows it and the device supports it.

1. Open Devices → Matter.
2. Find the device.
3. Use the control shown on the device card:
   • A button (for example, to turn the device on or off).
   • A slider, for devices that support a level (such as brightness).

Controls appear only for devices that report a controllable feature; other devices show their current state without a control.

18.7 Invert a contact sensor's Open/Closed display

Use this when a contact sensor reports Open and Closed the opposite way to how it is mounted.

1. Open Devices → Matter.
2. Find the contact-sensor device and open Edit.
3. Turn on Invert Open/Closed display.
4. Save the change.

The portal then swaps the Open and Closed labels for that device so the displayed state matches the door or window.

18.8 Zigbee devices behind a Matter-Zigbee gateway

Some Matter devices are gateways that bridge Zigbee devices (for example, a Matter-Zigbee hub). After such a gateway is commissioned, the portal shows it as a sub-hub: a hub-style header nested under its parent hub, with its own availability, details panel, and actions.

• Zigbee devices connected to the gateway are listed under the gateway's header, separate from devices commissioned directly on the hub.
• When a new Zigbee device joins the gateway, it appears under the gateway automatically — no extra commissioning step is needed in the portal.
• Zigbee devices that were already connected to the gateway are picked up automatically as they report their state.
• A Zigbee device's info window shows its gateway and Zigbee endpoint.
• The gateway reports each Zigbee device's manufacturer, model, serial number, and the name configured on the gateway; the portal fills these details in automatically (a name you set yourself in the portal is never overwritten).
• A Zigbee device's Online/Offline indicator follows the gateway's reachability report for that device; while the gateway itself is offline, all of its Zigbee devices are shown offline.

Manage cameras

Open Cameras (the Cameras tab) to add and manage cameras. You can filter by status and choose the grid density.

19.1 Add a camera

1. Open Cameras.
2. Click Add Camera.
3. Enter the camera name.
4. Select the camera type.
5. Select the Entity.
6. Select the owner if needed.
7. Enter the required connection details:
   • For an RTSP camera, enter the RTSP URL.
   • For an HTTP camera, enter the HTTP URL.
   • For other supported camera types, enter the required login and password.
8. Optionally select a linked lock from the same Entity.
9. Click Create.

19.2 View a camera stream

1. Open Cameras.
2. Find the camera.
3. Open its stream / view.

19.3 Update a camera

1. Open Cameras.
2. Find the camera.
3. Click Edit.
4. Update the required fields.
5. Click Save.

19.4 Link a camera to a lock

1. Open Cameras.
2. Find the camera.
3. Click Link.
4. Select an active lock from the same Entity.
5. Confirm the action.

19.5 Unlink a camera from a lock

1. Open Cameras.
2. Find the camera.
3. Choose the unlink action.
4. Confirm the action.

19.6 Disable a camera

1. Open Cameras.
2. Find the camera.
3. Choose Disable.
4. Enter the reason.
5. Confirm the action.

19.7 Delete a camera

1. Open Cameras.
2. Find the camera.
3. Choose Delete.
4. Confirm the action.

19.8 Start or stop an RTSP camera stream

1. Open Cameras.
2. Find the RTSP camera.
3. Open its actions menu.
4. Choose Start stream or Stop stream.

19.9 Share access to an RTSP camera

1. Open Cameras.
2. Find the RTSP camera.
3. Choose Manage access.
4. Select a user and a role (Viewer or Manager).
5. Add the user to share access.
6. To remove access, revoke it next to the user.

Manage camera roles

Camera roles define which users can access selected cameras and what they are allowed to do.

20.1 Create a camera role

1. Open Cameras.
2. Open the Camera Roles tab.
3. Click Create Role.
4. Enter the role name.
5. Enter the description.
6. Select the Entity.
7. Click Create Role.

20.2 Add a camera to a role

1. Open the required camera role.
2. Click Add Camera.
3. Select a camera from the same Entity.
4. Select at least one permission.
5. Click Add.

20.3 Remove a camera from a role

1. Open the camera role.
2. Find the camera.
3. Choose Remove.
4. Confirm the action.

20.4 Assign a user to a camera role

1. Open the required camera role.
2. Click Add User.
3. Select a user from the same Entity.
4. Confirm the assignment.

20.5 Remove a user from a camera role

1. Open the camera role.
2. Find the user.
3. Choose Remove.
4. Confirm the action.

20.6 Delete a camera role

1. Open the Camera Roles tab.
2. Find the role.
3. Choose Delete.
4. Confirm the action.

Review Activity logs

Open Logs → Activity to review access events.

21.1 Routine monitoring

By default, the activity list focuses on the most relevant access events, such as:

• Key accepted
• Lock unlocked

21.2 Advanced details

Enable the Advanced toggle in the filter bar when you need more detailed event information.

21.3 Filter Activity logs

Available filters may include:

• Lock
• Event type
• Date range (from / to)
• Key UUID
• User email
• Location
• Advanced toggle

Apply the filters to update the list.

21.4 Export Activity logs

1. Open Logs → Activity.
2. Apply the required filters.
3. Click Export CSV.
4. Save the file.

Review Audit logs

Open Logs → Audit to review administrative actions performed in the portal.

22.1 Filter Audit logs

Available filters may include:

• Search (by user or description)
• Operation type
• Status (state)
• Lock
• User
• Date range (from / to)

22.2 Sort and paginate results

1. Click a sortable column heading (Timestamp, Operation, Status) to sort.
2. Select the number of rows per page if needed.
3. Use the pagination controls to move between pages.

22.3 View details

1. Find the required operation.
2. Click the row to open its details.
3. Review the available information.

22.4 Export Audit logs

1. Apply the required filters.
2. Click Export CSV.
3. Save the file.

Settings

Open Settings to manage your profile, subscription, notifications, access requests, and billing. Each area is a tab at the top of the page.

23.1 Update your profile

1. Open Settings → Profile.
2. Update your full name, phone, or mobile number.
3. Click Save.

Your email address is displayed but cannot be changed from this page.

23.2 Review subscription information

1. Open Settings → Subscription.
2. Review your current plan and status.
3. Review available upgrade or shop links if displayed.

If your account uses the Managed Access Control Service (partner) plan, the tab also shows an Add-ons section with the Resident Digital Access Package. The add-on adds 2 Apple / Google Wallet keys per apartment, intercom calls to the mobile app, and guest keys. To buy it, click the purchase button — the shop opens with the add-on, where you set the number of apartments and complete checkout. The add-on requires an active Managed Access Control Service subscription.

23.3 Review usage

The Subscription tab also shows usage meters for entities, locks, and users.

Pay attention to warning indicators when you are close to a limit.

23.4 Configure notifications

1. Open Settings → Notifications.
2. Enable or disable the available toggles:
   • Key Pool Alerts
   • Lock Activity
   • Subscription Reminders

Changes take effect when you toggle each option.

23.5 Review billing

1. Open Settings → Billing.
2. Review invoices.
3. Open an invoice PDF from the list.

If the invoice cannot be opened, sign in again or contact your administrator.

Review and approve access requests

Depending on your role, you may receive requests from installers or Community Managers.

24.1 Approve a request

1. Open Settings → Access Requests.
2. In Incoming Requests, find the request.
3. Review the request type, Entity or lock list, requested duration, and reason.
4. Adjust the approval duration if this option is displayed.
5. Click Approve.

24.2 Reject a request

1. Open Settings → Access Requests.
2. In Incoming Requests, find the request.
3. Click Reject.
4. Confirm the action.

24.3 Review submitted requests

In Settings → Access Requests, review the Submitted Requests list to check whether your own request is pending, approved, or rejected.

Request temporary installer access

Use this page when you need temporary access to selected locks owned by another user.

1. Open the installer access request page.
2. Enter the owner's email address.
3. Enter one or more lock serial numbers.
4. Enter the requested duration.
5. Enter the reason.
6. Submit the request.
7. Wait for the owner to approve or reject it.
8. Check the submitted requests list for the status.

Request Entity-management access

Eligible Community Managers can request access to another Entity.

1. Open the Entity-management access request page.
2. Enter the owner's email address.
3. Enter the Entity code.
4. Submit the request.
5. Wait for approval.
6. Check the submitted requests list for the status.

Troubleshooting

A menu section is missing

The section may not be included in your role. Contact your administrator if you believe you need access.

Data from the wrong Entity is displayed

Use the Entity selector and choose the correct Entity. Wait for the page to refresh.

A button is disabled

Read the message displayed by the portal. The action may require:

• A different role
• An active user
• An active lock
• Available Wallet Keys
• A valid device status
• A selected Entity
• A completed prerequisite step (for example, a lock must have keys before access buttons appear)

A remote lock action fails

Check the lock status and last activity time. Retry after the countdown ends if the portal temporarily blocks repeated commands.

A physical card does not program correctly

Confirm that:

• The correct lock and user are selected.
• The correct programmer device is selected.
• The correct card type was chosen (MIFARE Classic or DESFire EV3).
• The card was tapped on the programmer.
• You clicked Done after the device indication.

An invoice does not open

Sign in again and retry. If the problem remains, contact your administrator.

Quick checklist for a new administrator

1. Register your account and claim the first lock.
2. Sign in to the SPK Portal.
3. Confirm the current Entity.
4. Review the Dashboard.
5. Create additional Entities if needed.
6. Add Local Admins.
7. Create users.
8. Add locks (Devices → Locks) and hubs (Devices → Hubs).
9. Assign Wallet Keys, QR Intercom access, or physical keys.
10. Configure lock schedules if needed.
11. Add Matter devices and cameras if used.
12. Review Activity and Audit logs.
13. Configure notifications.
14. Review usage and Wallet Key balance regularly.

Important notes

• Available sections depend on your role and permissions.
• Always confirm the selected Entity before making changes.
• Review confirmation messages carefully before deleting resources.
• Local Admins can receive Wallet Keys but cannot buy them.
• Removing a Matter device from the portal may not reset the physical device.
• Use temporary guest keys for visitor access instead of permanent user keys.

AI Assistant (chatbot)

The optional AI Assistant answers questions about the portal and can operate your devices for you. Your system administrator enables it globally; when it is on, a button shaped like the SmartphoneKey reader with the letters "AI" appears in the bottom-right corner of the SPK Portal. On phones the chat opens in full screen.

Chat with the assistant:

1. Click the chat button to open the assistant panel.
2. Type your question or request and press Enter (or click the send button).
3. The assistant answers based on this user guide and your real device data.

Device actions. You can ask the assistant to act on the devices available to you, for example:

• "Open the front door lock."
• "Turn on the hallway light."
• "Set the living room light to 50%."

Commands execute immediately — the assistant looks up your devices, runs the requested action, and reports the result in the chat.

Voice input. When voice input is configured, a microphone button appears next to the message box. Press and hold it while you speak, then release to stop — the recognized text is placed into the message box so you can review it before sending. A short tap does not record; it shows a reminder to hold the button while speaking.

Notes:

• The assistant only sees the locks and devices your account can access, and it can never do more than you could do in the portal yourself.
• The assistant may be temporarily unavailable if the monthly usage limit set by the administrator has been reached.