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Admin Panel · Reference

Admin Portal User Guide

The complete written reference for the SmartphoneKey Admin Portal — every section, button and workflow. Use the contents to jump to a topic, or pair it with the interactive walkthrough.

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Section 1

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.

Section 2

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.

Section 3

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.

You can also sign in with one click using the Sign in with Google or Sign in with Apple buttons — use the same email address as your portal account.

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

Section 4

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.

Section 5

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:

SectionPurpose
DashboardView summary metrics and recent activity.
EntitiesCreate and manage Entities and their Local Admins.
UsersCreate and manage portal users.
KeysManage digital keys, physical keys, and Wallet Keys.
DevicesManage locks, hubs, and Matter devices.
CamerasAdd and manage cameras and camera roles.
LogsReview activity events and audit history.
SettingsManage your profile, subscription, notifications, access requests, and billing.

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.

Sections and buttons that your subscription does not include are shown locked, with a lock icon. Clicking a locked item opens a window offering to purchase the missing package on the Settings → Subscription page (see 23.2). The Matter Devices tab, the Cameras and Logs pages, guest keys, and Mobile App or intercom access granting unlock this way.

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.

Section 6

Dashboard

The Dashboard provides a quick overview of the selected Entity.

Use the Dashboard to:

  • Read the gauge tiles at the top: Total Locks (online, offline and not-yet-reporting locks), Matter Devices (every device commissioned through your hubs, across all the Entities you can see: online, offline and not yet reporting), Total Keys (the keys people hold, by kind: Wallet Keys, physical keys, guest keys and intercom access) and Total Users (people with full access, people with limited phone-only access, and deactivated people). The number in the middle of each half ring is the total, every coloured segment carries its own count, the legend under the ring names the segments, and the arrow in the corner of a tile opens the matching page.
  • Switch between the Locks, Cameras, and Matter panels under the gauges using the tab switcher (shown when more than one view is available); the Matter panel shows the hub totals on the Connected HUBs panel.
  • 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.

Section 7

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. Add a description if needed.
  5. Optionally enter the email address of an initial Local Admin under Add Local Admin.
  6. Optionally enter the number of Wallet Keys to transfer to that Local Admin.
  7. Click Create.

Entity code

The Entity code shown on Entity cards and rows is generated automatically from the Entity name (uppercase letters and numbers, made unique). 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.
  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.

Section 8

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.

This section is available to every administrator who is allowed to manage this Entity, not only to the person who owns it. Local Admins cannot add further Local Admins.

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.

Section 9

Manage users

Open Users to manage portal users within your entities. Users are shown in a searchable table — the search box matches a user's name, email, phone, address and license plates. Use the All / Active / Deactivated chips to filter by status — the page opens with Active selected — and the sort selector to order the list by name, by address, by lock access, or by newest accounts. When you order by lock access, an arrow appears next to the selector: it shows whether the list runs from the most locks to the fewest, and clicking it reverses that. Double-click (double-tap) a user's row to open the read-only User Information window (see 9.8). The Address and License Plates columns appear only when at least one listed user has an address or a license plate. On phones the table shows the essential columns (name, main contact, lock access, and actions); the remaining details are available in the User Information window or when editing a user.

Internal team members (company staff accounts) added to your Entity appear in the same table with an Internal badge. You can manage their lock access and keys like for any other user, but the account itself (edit, deactivate, reactivate) can only be changed by SmartphoneKey administrators — for other managers those actions are hidden.

Your own account appears in the list as well, so you can see and manage your own lock access and keys. You cannot edit or deactivate your own account from this page — those actions are hidden on your own row.

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. Pick the country from the dropdown in front of the number, then type the national number. Countries are listed by their two-letter code with their dial code — `UA (+380)`, `DE (+49)`, `US/CA (+1)` for the United States and Canada, which share one code — and the countries of your interface language come first, followed by all the others in alphabetical order of the code. The number field accepts digits only and stops at the number length used in the selected country; while digits are missing, a message under the field says how many the number needs.
  7. Enter an address / apartment if needed.
  8. Add one or more license plates if needed.
  9. Select the Entity.
  10. Click Create User.

Whether the new user receives a welcome email is controlled by the Defaults tab in Settings (the "Email on user welcome" behaviour) — there is no checkbox in this dialog.

On Enterprise and Community Manager subscriptions the window also shows an Import Users button for creating many users at once from a CSV or Excel file (see 9.7).

9.2 Edit a user

  1. Open Users.
  2. Find the required user.
  3. Click the edit (pencil) action, or the Edit User button in the User Information window (see 9.8).
  4. Update the required fields.
  5. Review Entity membership in the Entities dropdown (select one or more entities). The dropdown is hidden when you manage a single entity.
  6. Update the address, 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

Long lists are shown 50 users per page, with the page links under the table. The search, the status chips and the sort always cover every user in the selected entity, not only the page on screen, and a new search returns you to the first page of its results.

When your search contains a number, the people living in exactly that flat are listed first, then those whose address merely contains the number (searching 7 finds flat 7 before flats 17, 37 and 75), and last those matched only by phone number or license plate — in a building the flat number is usually what you are looking for. The order chosen in the sort selector still applies within each of those groups.

The Physical Keys column counts the distinct cards a person holds: one card added to three locks counts once, while two separate cards for the same door count twice. It is shown only when Show the Physical Keys column on the Users page is switched on in Settings → Defaults (see 23.5); it is off by default.

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). The country code is picked from the dropdown in front of the number, with the same country-based length check as for regular users (see 9.1).
  5. Optionally enter an email address.
  6. Optionally enter an address / apartment.
  7. Select one or more Entities (when you manage a single entity, it is selected automatically and the field is hidden).
  8. 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 the Lock Access button on their row opens the same per-lock access popup (section 10) — without the Wallet Key button, since they have no portal login. Giving them access through the wizard offers Physical Key and QR Intercom. Their phone number is edited the same way (edit action) but cannot be changed, since it is their permanent identifier.

Turning a limited user into a full one. Open the edit action and give them an email address: on save they stop being limited and become a regular portal user who can sign in with that address. They keep the same identity — every key, license plate and lock grant already issued to them stays valid — and their phone number stays as it is. The address must not already belong to another user or contact, and the conversion counts towards your subscription's user limit, since they now have a login. Like any new portal user they have no password yet: they set one themselves with Reset Password on the login page. Whether they receive a welcome email with those instructions is controlled by the Defaults tab in Settings.

9.7 Bulk create users from a file (CSV or Excel)

On Enterprise and Community Manager subscriptions, the user creation window shows an Import Users button for creating many users at once. Both plain CSV files and Excel workbooks (`.xlsx`, first worksheet) are accepted.

  1. Open Users and click New User.
  2. Click Import Users.
  3. Select the target Entity.
  4. Click Example CSV or Example Excel to download a file listing every supported column.
  5. Fill in one row per user and upload the file with Choose CSV or Excel file.
  6. Optionally turn on updating existing users when the email already exists.
  7. Click Import Users and review the per-row results.

Created portal users receive the welcome email according to the Defaults tab in Settings (the "Email on user welcome" behaviour).

File columns:

  • name — required for every row.
  • email — creates a full portal user (this becomes the login email). A row without a phone number is fine — the user is simply created without one.
  • phone — optional for portal users; a row with a phone number and no email creates a Limited User (see 9.6).
  • address — optional; the Address / Apartment note shown on the user card (see 9.1).
  • license_plate — optional, portal users only; separate several plates with `;`.

Up to 500 rows are processed per import. Rows that fail (for example an invalid email or phone number) are reported individually and do not stop the rest of the file.

Names can use any alphabet (for example Cyrillic). If you edit the file in Excel, the safest option is to work from the Excel example and upload it as `.xlsx` — Excel's plain CSV format replaces non-Latin letters with question marks, and such rows are rejected during the import. If you prefer CSV, save it as CSV UTF-8.

9.8 User Information window

Double-click (on phones, double-tap) a user's row to open the User Information window — a read-only summary of everything about that person:

  • Header — profile photo, name, email and phone (tappable), and status chips: Active or Deactivated, Limited access, Internal, any role beyond the ordinary user (for example Local Manager, with the Entity it applies to), the subscription package if the person has one, and — for Local Admins — their own Wallet Key balance.
  • Profile — address / apartment, Entity membership, when and by whom the account was created, the last portal login, license plates, and the SmartKey status.
  • Wallet Key — the key's status and expiry date, when and by whom it was issued, and every lock it opens with the date each access was granted and by whom.
  • Physical Keys — each card with its number, serial, technology, when and by whom it was issued, and its locks.
  • App and Intercom Access — the locks where Mobile App or QR Intercom access is on, with who granted each and when.
  • Cameras — cameras the person owns and camera roles they belong to (live streaming grants are managed on the camera itself and are not listed here).
  • Matter Devices — smart devices connected to the person, with the hub and the date they were connected.
  • Recent Activity — the person's five latest lock events, newest first. View all activity opens the Activity page already filtered to this person (available for users with an email).

Click a section's heading to fold that section away, leaving only the heading; click it again to bring it back. The window remembers what you folded — open the next user and the same sections are already folded, so you can reduce it to the parts you actually work with. The choice is yours alone and stays in your browser; it does not change what anyone else sees.

The window is purely informational — nothing in it changes any access. Use Edit User in its footer to jump to the edit dialog (shown only for accounts you can edit), or manage per-lock access from the Lock Access popup as before (see 10). The window opens for deactivated and internal users too, where the edit dialog would not.

Section 10

Manage a user's access to a lock

From the Users section, all of a user's per-lock access is managed in one popup.

  1. Open Users.
  2. Find the required user.
  3. Click the button in the Lock Access column — it shows how many locks that person can currently open (for example 3 locks).

A popup opens (on phones it takes the whole screen) listing every lock of the Entity, so access can also be given on a lock the person does not have yet. Each lock row carries four buttons:

  • Card — the Wallet Key (a digital key in the phone's wallet).
  • Key — the physical NFC key.
  • Phone — Mobile App access.
  • Camera — QR Intercom access.

A button shown pressed means the user currently holds that kind of access on that lock. Click an unpressed button to give that kind of access; click a pressed one to take it away.

10.1 Wallet Key (card button)

  • If the user has no key yet, a dialog offers to assign a new Wallet Key and send it to their email.
  • If the user already has an active Wallet Key on another lock, that same key is simply added to this lock.
  • Clicking the pressed card button revokes the Wallet Key from that lock.

Wallet Keys are not available for Limited (phone-only) users, so the card button is not shown for them.

10.2 Physical key (key button)

  • If the user already has an active physical key, a dialog offers to add that same key to this lock, or to program a new one.
  • Programming a new key opens the Physical Key Wizard (see Section 14) with the lock and user already selected.
  • Clicking the pressed key button opens the revocation dialog for that lock's physical key.

10.3 Mobile App access (phone button)

  • Click the phone button to grant Mobile App access; click the pressed button to revoke it (with confirmation).
  • On Professional and Enterprise subscriptions you can grant it even when the person has no key for that lock yet. On other plans the button stays disabled until a key is assigned.

10.4 QR Intercom access (camera button)

  • Click the camera button to grant QR Intercom access; click the pressed button to revoke it (with confirmation).
  • Granting QR Intercom access also grants Mobile App access when the person does not already have it, because the intercom call is answered in the app. Taking the intercom away later leaves their Mobile App access as it is.
  • On Professional and Enterprise subscriptions you can grant it even when the person has no key for that lock yet. On other plans the button stays disabled until a key is assigned.

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 button is hidden; see 23.2 for how to buy the add-on. Revoking existing access always stays available.

If granting or revoking Mobile App or QR Intercom access fails because SmartKey's records are out of step with the portal, the portal resynchronizes and retries automatically. If it still fails, you will see "Oops, something went wrong — please contact your administrator", and the failure is recorded in the audit trail.

Section 11

Manage digital keys

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

Each key is shown as a card. The front carries the lock, the kind of key, its number, the cardholder and the validity; tap the card to turn it over: the back shows the key's status, the holder's email or phone, the Mobile and Intercom access chips, the Apple / Google wallet links, the role and the actions (the menu, Update / Delete for a guest key, Revoke for intercom access). Tap the back, or the small arrow in its corner, to turn the card to the front again. The checkbox in the top-left corner of the front selects the key for bulk actions without turning it.

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)

Use the search field to search by key UUID, user name, email, phone, or address.

When your search contains a number, the keys of people living in exactly that flat are listed first, then those whose address merely contains the number (searching 7 finds flat 7 before flats 17, 37 and 75), and last the keys matched only by another field — in a building the flat number is usually what you are looking for.

11.2 Assign (bind) a key

  1. Open Keys.
  2. Click Bind Key. This opens the Assign Key wizard.
  3. Step 1 — Tick every lock the key should open. Use Select all or Clear when the list is long.
  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.

Select several locks at once

Selecting more than one lock issues one Wallet Key that opens all of them, so the user receives a single pass instead of one per door. Only a Wallet Key can be issued this way; Physical Key and QR Intercom are per-lock options and are hidden while several locks are selected.

If a lock cannot be completed, the rest still go through. The wizard then stays open and shows a per-lock result — added, already had this key, or failed with the reason — so nothing fails silently. One key email is sent for the whole batch, not one per lock.

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 other locks)
  • Revoke Key

Add to Another Lock keeps the key's nature: adding a physical key to another lock adds the same card there as a physical key — it does not grant Mobile App or QR Intercom access, which remain Wallet Key features. A physical card can be added to another lock at any point in its life; only a revoked card is refused.

You can tick several target locks in one go. The same key is added to each of them, and a per-lock result is shown if any lock could not be completed.

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.

Revoking a Wallet Key does not retire it for good. A person keeps one Wallet Key for as long as they are in the system, so granting them access again — on the same lock or on another one — brings back the very same key rather than issuing a new one. The pass already saved in their phone starts working again; there is nothing for them to re-add. Physical cards are different: a revoked card is never brought back, and a new card has to be programmed.

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.

Add to Lock lets you tick several target locks, just like the single-key dialog. Every selected key is then added to every selected lock, keeping its own UUID, access level and validity window. A key that a lock already has is reported for that lock only and does not stop the rest of the run.

11.8 Offline locks and pending changes

A key can only truly be added to or removed from a lock while the lock is reachable. When you assign, update, or revoke a key on a lock that is currently offline, the portal tells you there is no connection with the lock and parks the change instead of failing:

  • The key card turns grey with a Pending badge and shows what is waiting — adding, removing, or updating.
  • The only action available on a pending card is Cancel, which withdraws the parked change and returns the key to its previous state.
  • As soon as the lock is back online, the parked changes are applied automatically, in the order you made them. Each one appears in the Audit logs twice: once when it was queued and once when it was actually executed.
  • After the changes are applied you see a one-time pop-up such as "Lock 999 came back online at 12:45 21/08/2026", with how many keys were added, removed, or updated. If nothing was queued while the lock was offline, no pop-up appears.

A lock whose reachability is still Unknown (no presence signal yet) is not treated as offline — commands are sent to it immediately, as before.

Section 12

Create and manage temporary guest keys

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

Guest keys follow the same offline behaviour as other keys (see 11.8): on an offline lock they are parked as pending and delivered when the lock is back online.

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

A shared guest key you created with Multiple locks is shown on the Keys page as a card like every other key, with Multiple where a single-lock card names its lock and the number of locks in the corner. It follows the filters at the top of the page, so a revoked shared key is out of sight while the page is filtered to Active.

  1. Tap the card to turn it over: the back names the locks the key opens, its status and its validity.
  2. On the back, click Open to view the guest access page.
  3. Click Revoke and confirm to turn the shared key off for every lock it covers.
Section 13

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.

You can transfer to any administrator of the Entity. If the recipient does not yet hold the Local Admin role for it, they are given that role as part of the transfer, so the keys are usable straight away.

13.4 Where your Wallet Keys come from, and what happens when they run out

Your subscription plan includes Wallet Keys: 50 with Professional and 200 with Enterprise. They belong to your account, and every key you assign uses one of them.

  • When fewer than two free Wallet Keys are left, the portal shows a warning as soon

as you open it, with a Buy Keys shortcut. Closing the warning hides it; it appears again only after your balance recovers and runs low a second time.

  • If you try to assign a key with none left, the portal tells you that your

subscription has no free Wallet Keys and offers Buy Wallet Keys right in the message.

  • Local Admins do not see a purchase button. They are asked to contact their

Community Manager, who transfers Wallet Keys to them.

Section 14

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, Draft, Failed, Revoked). A card is listed from the moment it is prepared, so a card whose flashing was never confirmed stays visible and can be finished or reprogrammed later.

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).

The chosen card type (MIFARE Classic or DESFire EV3) is saved with the key and shown on its key card and in the Type column of the Physical Keys list.

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.
Section 15

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. An active lock is the normal case, so the card shows no badge for it; every other status appears as a badge under the lock name.

Under the lock name the card shows the lock type (Matter for a lock that reports through a Matter hub) and 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. The lock's ID, serial number and hub are in the Lock Details window (see 15.14).

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 Remove a lock

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

Removing a lock releases it from your account: its keys and user access are removed, but the lock itself stays registered in the system as an unclaimed device. You can add it again later using its serial number and pairing code.

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 Matter as the lock type, and the Lock Details window names the hub.

The card shows Matter as the lock type for as long as the lock is connected through a Matter hub — including readers that were commissioned as Matter devices and moved to Locks automatically; the hub name and the Thread signal are listed in the Lock Details window. The card's Online/Offline indicator follows whichever connection is live: a reader that reports through the hub shows the hub-side status, and a lock switched back to LTE or Wi-Fi follows its own connection again.

15.14 Lock Details and the QR code

Choose Lock Details from the lock's menu (the three dots in the corner of the card) to see everything that is not on the card: the Entity, the SmartKey lock ID, the serial number, the status, the connection (Online/Offline and when it last changed), the Matter hub the lock reports through, the location and the linked cameras.

Every lock with a serial number shows its QR intercom code on the right side of the card — the same code an administrator prints from the lock's settings. Tap the code to turn the tile over:

  • The camera icon opens the page the code leads to, the one a visitor reaches by scanning it at the door.
  • The download icon saves a PDF with the lock's name, serial number and QR code, ready to print.

Tap the tile again to turn it back.

Section 16

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.
  8. When you sync to the device, the portal shows how far the lock has got while it takes the schedule in step by step. Keep the scheduler open until it reports that the schedule was applied; if the lock stops partway, the portal tells you which step failed.

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.
Section 17

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.

If pairing fails, the device card shows a short plain-language explanation (for example, that the device did not respond in time). The full technical error details stay available to administrators in the back office and in the device's event log.

If the commissioned device is a SmartphoneKey lock reader, it belongs in the Locks section and moves there automatically: for about half a minute the Matter tab shows a Transferring to Locks card for it, after which the device appears under Devices → Locks, ready to use — it is claimed for the Entity it belongs to and named after the reader. Pairing the same reader again shows the usual Commissioning… card on the Matter tab while it works.

Section 18

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.

If a pairing attempt fails, the card explains it briefly for a short while and the message then clears itself; the failure stays in Logs → Activity and in the device's details for as long as you need it. Pairing a device that is already paired shows the same short-lived message.

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.

While the removal is running, the action reads Removing and cannot be started again: unpairing takes a few seconds, and the hub must not be asked to unpair the same device twice.

Removing a gateway also removes every Zigbee device connected through it — those devices are reachable only through their gateway. The confirmation dialog names the gateway and tells you how many connected devices go with it. Deleting a hub works the same way: every device commissioned on it, including gateways and the Zigbee devices behind them, is removed with it.

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). The slider reflects the level the device last reported, and the card shows the brightness percentage while the device is on.

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.
  • Removing the gateway from the portal removes its Zigbee devices too, because they exist in the portal only through their gateway.
  • A gateway can only be added to one hub at a time. If it is still added to another hub, the pairing is refused and the card asks you to remove it from that hub first — its Zigbee devices stay with that hub, so they would otherwise be left behind there.
Section 19

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 a Push Module camera, enter the registration code printed on the camera (or provided by its push module) together with the admin login and password.
    • For other supported camera types, enter the required login and password.
    • Whenever the form shows the RTSP URL field, pasting the full link (for example `rtsp://login:password@192.168.1.10:554/stream?channel=1`) fills in the login, password, HTTP URL and a camera name from it; whatever you typed yourself is kept.
  8. Optionally select a linked lock from the same Entity (Push Module cameras can be linked to a lock after they are created).
  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.

To share the camera with everyone living at an address at once, switch on Grant by address: pick the address, keep the pre-selected residents (everyone at that address starts ticked — untick anyone you want to skip), choose the role, and add them in one go.

Section 20

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.
Section 21

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
  • Key added to lock
  • Key removed from lock

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.
Section 22

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.
Section 23

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 Subscription and packages

  1. Open Settings → Subscription.
  2. Review your current plan and status.
  3. Under Available Packages, review the subscription packages offered for your account. Which packages you see depends on your role; each card shows the price, the billing term, and everything the package includes.
  4. Click Buy on a package to open the checkout: a standard order page opens where you pay with the payment method configured by your operator. After the payment, the package's features and limits apply to your account.

Base Access. Every lock owner has the Base Access subscription: access history with logs and audit, guest keys, up to 10 users, and the Matter Devices page. When you claim your first lock, the first year is free — a welcome message in the portal reminds you to activate it. To activate, click Add payment method on the Subscription tab and save a card on the payment page that opens; the payment system runs a standard card check and the subscription activates right after. If the activation banner is still shown after you added the card, click Check activation.

A week before a fixed-term subscription ends, the portal shows a one-time reminder; renew the package under Available Packages to keep your access without interruption.

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 Set default behaviour

  1. Open Settings → Defaults.
  2. For each item choose Use default (keep the company-wide setting), On, or Off. Your choice applies to your own actions only.
  3. Under Grant access defaults you decide what is handed over together with a key:
    • Grant Mobile App access and Grant Intercom access — applied when you assign a Wallet Key. Both are on by default.
    • Give a physical key with Mobile App access and Give a physical key with Intercom access — applied when you issue a physical key. Both are off by default, because a physical card opens the lock on its own and carries neither kind of access unless you ask for it.
  4. Under Display you decide what the portal shows:
    • Show the Physical Keys column on the Users page — off by default. Switch it on to add a column counting the physical cards each person holds (see 9.3).
  5. Under the email section, each event sends its message only when it is enabled here (all off by default) — including the welcome email a newly created user receives (see 9.1).
  6. Click Save.

23.6 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.

Section 24

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.

Section 25

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.
Section 26

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.
Section 27

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.

Section 28

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.
Section 29

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.
Section 30

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.

More than device control. The assistant can also:

  • Create a temporary guest key for a lock and email the access link — e.g. "Give a temporary key for john@example.com".
  • Read sensor values from your devices — e.g. "What is the temperature in the kitchen?"
  • Search the access history — e.g. "Who opened the door between 3 and 5 pm today?"
  • Register a new camera — e.g. paste an rtsp:// link and the assistant asks for the missing details (such as the camera type) and creates it.
  • Manage users — e.g. "Create a user Anna Petrenko, anna@example.com", create limited phone-based users, deactivate or reactivate a user.
  • Grant and revoke access — e.g. issue a digital key to a user by email, grant or revoke mobile-app and intercom access, share an RTSP camera with a user as Viewer or Manager.
  • Register devices — e.g. add a new lock by its serial number and pairing code, rename a lock, or add a Matter device through a hub with its numeric pairing code.
  • Create a new entity (organization) with a name and short code.
  • Prepare a downloadable CSV report of the access history — e.g. "Who opened the door yesterday?" — with a download button right 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 command is sent to the assistant automatically. 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.
Section 31

Scenarios

The Scenarios page is a visual builder for device automations. A scenario runs on your Matter hub: it starts from a trigger, optionally checks a condition, and then performs actions on your devices.

Where to find it. The Scenario Builder is an experimental feature and has no entry in the main menu. Open Devices → Matter Devices: the Scenarios button in the page header looks disabled at first — tap it 10 times in a row to activate it for your current session (a small developer-mode trick), then use it to open the builder. The page is part of your subscription: it becomes available when one of your packages includes the Scenario editor feature.

Creating a scenario. Click New scenario, choose a name and the hub it will run on, and start from a blank canvas or one of the ready-made templates (unexpected door opening, water leak protection, cooling with hysteresis, morning light, night light on motion, frost protection, evening shutdown). Drag blocks from the left panel onto the canvas and connect them by dragging from a block's right edge to another block's left edge. Select a block to configure it in the right panel.

Blocks.

  • Triggers start the scenario: a device event (door opened, leak detected and similar), a sensor threshold (for example temperature above 25 °C), or a schedule (time and days of the week).
  • Condition is an optional guard checked after a trigger fires — for example, only when the opening was not an authorized entry, or only at night.
  • Actions are what happens: device commands (on/off, open/close), brightness, a gradual ramp with speed profiles, a push or email notification, camera recording, or a delay. Actions on parallel branches run at the same time.
  • Keep until holds the scenario active until a condition is met and then runs its exit actions — for example, keep the AC plug on until the room cools down.

Publishing. Validate checks the scenario and highlights problem blocks. Save stores a draft without touching the hub. Publish sends the scenario to the hub, which starts running it immediately. After editing a published scenario it shows as Modified — the hub keeps the previous version until you publish again. The switch on a scenario card enables or disables it without deleting anything.

Notes:

  • Scenarios can only use devices commissioned on the same hub.
  • The number of scenarios per hub and of blocks per scenario is limited; validation will tell you when a limit is reached.