Door Access Key Guide

The People list sorts alphabetically by first name. That is the whole trick — put the room number in the First Name box and the list sorts itself into room order.

Why the -1: the app needs every email to be unique, and 405@ only works once. Numbering the people in a room solves that, and tells you at a glance how many cards that room has out.

One rule: only reuse 405-2 after the old 405-2 is gone. Two people with the same number is how a list starts lying to you.

Staff don’t need a prefix — the Administration group already separates them.

Both already exist. Residents go in Tenants, employees in Administration. Nobody goes in both, and nobody goes in neither.

The payoff is the Groups tab on the People screen: one tap shows you every resident, or every employee, without scrolling the whole list. That’s your monthly audit.

Residents here stay for months or years, so they are set up as permanent people rather than temporary visitors. A visitor pass would expire in the middle of somebody’s stay and lock them out at midnight.

The trade is that move-out is a manual step, every single time. No software does it for you.

Audit once a month. People → Groups → Tenants, and read down the room numbers looking for a room you know is empty. Five minutes. Anything you find is a live card in somebody’s pocket.

The app identifies a card by its chip number, which is a string of letters and digits nobody can read off the plastic. So the safe habit is to register the card while it is in your hand and the right person is on screen — the way the move-in steps describe. Then you never have to match a number to a card.

Never write a room number on a card. Cards move between people; rooms don’t. A card with “405” on it will get handed to the next person in 405 without anyone touching the app, and then your records are fiction.

There are no more coming unless you buy them. Cards that come back at move-out are the ones you get to reuse.

That red Emergency Mode on the home screen is not a menu to browse. It has two settings and both are drastic:

• Evacuation unlocks doors so people can get out — for a fire.
• Lockdown locks doors to keep people out — for a threat outside.

Neither belongs in day-to-day work. And note: if a mode gets triggered automatically by a fire panel rather than by hand, it cannot be switched off from the app — the panel has to clear first.

Managers have a PIN as a backup for when a card fails. Residents don’t.

What that means at 11pm: a resident whose card dies has no other way in. Somebody has to physically let them in and swap the card. Make sure whoever works nights knows that’s the job and not a fault.

One PIN per person, and the digit length is set once for the whole property. Changing it later means reissuing every PIN.

One reader, 3rd Floor, East - Entry, on a UA Hub Door Mini. One access policy, Full Access, already the default — which is why new people pick it up without anyone choosing it.

Don’t put this door on an automatic unlock schedule. An entry door that unlocks itself on a timer is an open building. If it needs to be open during office hours, use Leave Unlocked deliberately while the desk is staffed, and set a timer on it so it re-locks by itself.

Leave Unlocked is the one to worry about. It sits directly beside Tap to Unlock on the door screen, and staff will be tapping that screen at midnight on a phone. Check it during your monthly audit — the door page says Locked or Unlocked right at the top.

For a plumber, an exterminator, a repair call — use Create New Visitor from the same + button, not Create New Person.

Visitor access shuts itself off when the visit window ends, so nobody has to remember to claw it back. You can send a QR code by text and no plastic leaves the building.

A vendor who is here every week can be a regular person instead — but then they’re on your monthly audit like everyone else.

• Old fobs don’t work. Key fobs from a previous system are almost always the wrong type and will never read.
• Wireless chargers kill cards. Keep the spares drawer away from the charging pad at the desk.
• Importing a list can steal cards. Bulk-importing people from a spreadsheet silently moves a card away from whoever already had it.
• QR codes are for visitors only. You can’t give one to a resident.
• A quick tap won’t register a new card. Five full seconds against the reader, every time.

Somebody who has lived here for years may have tenant rights rather than hotel-guest status, depending on how long they’ve stayed and what your state says.

That matters because turning off a card is not an eviction. Shutting someone out over unpaid rent could be an unlawful lockout, even though the button is right there in the app.

Worth one conversation with your attorney about where that line sits, before it comes up. This guide can’t answer it and neither can the software.