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.

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.

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.

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, French, Korean, Japanese, Polish, or Portuguese — the portal reloads in the selected language. The Welcome Page link next to it returns to the portal home page with the SmartphoneKey Portal card. 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:

• 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.

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.

7.4 Entity Information window

Double-click (on phones, double-tap) an Entity's name to open the Entity Information window — a read-only summary of everything about that Entity. The same window opens from the info icon on the Entity row or card, from the row or card menu (Entity Information) and from the info icon of the summary table (see 7.5).

• Header — the Entity's monogram, name and code, its Active or Inactive status, the CURRENT mark when it is the selected Entity, the parent Entity when it is nested, and the description.
• Summary tiles — users, keys issued, locks, Matter devices and cameras at a glance, each with its most useful detail (free keys, locks online, and so on).
• Keys — the keys people currently hold, split by type (Wallet, Physical, Guest, QR Intercom) on a colour bar, plus the free pool, keys expiring within 30 days, expired and revoked keys, and shared (multiple-lock) guest keys. When your company has switched on Expiring Wallet Keys (Odoo: Configuration > Settings > Portal Interface; off by default), the section also lists the Wallet Keys about to expire with the holder's name, email, lock and expiry date.
• Users — full access, limited access (phone only) and deactivated users, the same split as the Users page.
• Administrators — the owner, every Local Admin (with their Wallet Key balance) and everyone holding a management role scoped to this Entity, with contacts and role chips. The ID-card icon on a card opens that person's User Information window on the Users page. Names are shown for the Entities you manage; for the others the section shows the count only.
• Locks — every lock with its online, offline or not connected state, how many keys are issued on it, and marks for a programmer reader and a Matter connection.
• Devices and Cameras — Matter hubs and devices (online, offline, not yet reported), cameras (active, disabled) and camera roles. Shown only when you can open those pages.
• Recent Activity — a chart of the events on the Entity's locks over the last 14 days, one bar per day (point at a bar for its date and count), followed by the five latest events, newest first, with the person involved.
• Details — code, parent Entity, sub-entities, and when and by whom the Entity was created.

Click a section's heading to fold it away; the window remembers your choice in your browser for the next Entity you open. Download PDF in the footer saves the whole window as a PDF report in your language, ready to send to the building owner. The window changes nothing by itself: Add user, Edit and Open in its footer lead to the same actions as the row buttons.

7.5 Entities summary table

Use the view switch next to the search box (list icon / table icon) to replace the Entity rows with one table of every Entity you can see. Each line shows the Entity's status, its users (with the full / limited split), keys issued (with the type bar) and free keys, locks (with how many are online), Matter devices and cameras (when you can open those pages), administrators, and the number of events on its locks over the last 14 days; the last line totals the columns.

Click a column heading to sort by it, click it again to reverse the order. The filter pills and the search box narrow the table as they narrow the rows. Double-click a line, or click its info icon, to open the Entity Information window. The portal remembers which view you used last.

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.

What a Local Admin may do can be narrowed per company by your company's administrator in the back office, under Configuration → Role Configurator → Local Admin → Company settings: whether Local Admins may add and manage hubs and Matter devices, whether they may share cameras with people, and how many users each Local Admin may create in an Entity. Without such settings a Local Admin manages hubs, Matter devices and camera access like any other Entity administrator and creates users without a limit. These settings apply to the Entities of that company only, and an account that also holds another management role keeps that role's rights.

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 — 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. The list opens ordered by name, from A to Z, and you can lay the table out your way, as on the Physical Keys tab (see 14): drag a column heading with the mouse and drop it on another heading to move the column, and double-click (double-tap) a heading to sort the list by that column from the largest value to the smallest — double-click it again for the smallest to the largest (on Name, the first double-click turns A to Z into Z to A). People with nothing in the sorted column, such as no address or no email, are listed last either way. The order and the sort are saved for you and are back whenever you open the page again, from any browser; the Actions column always stays last. 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.

If the email address already belongs to a user — in another Entity or another company — no second account is created: that person is added to the selected Entity (and to its company), and the window says so.

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.

The email address of an existing user cannot be changed — it is their login and their identity in SmartphoneKey, so the field is read-only. To use a different address, create a new user with it.

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 column the list is sorted by still decides the order 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. Its heading is a key icon; hover over it to read what it counts.

The Cameras column — its heading is a camera icon — counts the cameras of the current Entity each person can watch: the cameras they own, the cameras shared with them through Manage access (see 19.9) and the cameras of their camera roles (see 20). It appears only when Show the Cameras column on the Users page is switched on for your company in the SmartKey back office (Configuration → Settings → Company settings); there is no per-user setting for it. Click a person's cell in this column to manage their camera access (see 10.5).

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.

When the import finishes, an Import report window opens as soon as at least one row was not added; it can also be opened with the Import report button next to the result counts. The report lists every row with its number in the file, the person's name, their email or phone, the result (Created, Updated, Skipped or Failed) and the whole reason a row was skipped (the user already existed) or failed. Turn off Only rows that were not added to see the created and updated rows too, and use Download the report (CSV) to keep a copy.

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). Write every number in international format, with the country code and a leading `+` (for example `+380501234567`); a number without the country code is rejected. In Excel, format the phone column as text so the `+` is kept.
• 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. The envelope icon beside the name shows whether the invitation email has been sent to this person — pale when it has not, solid when it has (hover it to see when); click it to send the invitation again. Users without an email have no icon.
• 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. The heading shows how many different cards the person holds — one card counts once, however many locks it opens.
• 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, cameras shared with them through Manage access (see 19.9) with their role, Viewer or Manager, and the date of the grant, and camera roles they belong to.
• 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.

9.9 Deactivate a user and transfer all their data to another user

Available when Transfer data from one user to another is switched on for your company in the SmartKey back office (Configuration → Settings → Company settings). It is meant for an account that was created with a wrong email address or phone number: the new, correct account receives everything the old one holds, and the old one is deactivated.

1. Open Users and open the User Information window of the old account (double-click or double-tap its row).
2. Click Deactivate and transfer all data to another user in the window's footer.
3. The window lists what will be transferred: Entity memberships and lock assignments, keys (physical cards included), Mobile App and QR Intercom access per lock, license plates, Matter devices, shared cameras and camera roles. Guest keys are revoked, not transferred.
4. Choose the account that receives everything under Transfer to — the same searchable list as Give Access, with Show address (see 11.2). Create the new account first if it does not exist yet.
5. Optionally enter a reason and click Deactivate and transfer.

Everything moves in SmartKey too: a physical card keeps working in the hands of the new account, the old one loses it. Roles (for example Local Manager) are not transferred; assign them by hand. When a step fails, the transfer stops there: what was already moved stays with the new account, the old account stays active, and the window says which step failed — fix the cause and run the transfer again, it continues with what is left. The transfer and the deactivation are written to Logs.

A physical card moves on every lock it opens. When it also opens a lock you do not manage, the transfer stops and the window names that lock.

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 five buttons:

• Card — the Wallet Key (a digital key in the phone's wallet).
• Key — the physical NFC key.
• Phone — Mobile App access.
• Intercom (a door phone with a screen) — QR Intercom access.
• Handset — Call to Open: the lock that opens when the person calls the call-to-open number (see 10.7).

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.
• If that Wallet Key was issued in an Entity you do not manage — for example, the person was added to your Entity from another company — the same key is still added to this lock, but one Wallet Key is spent from your balance for it, just as for a new key.
• 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. When the user holds several physical keys, the dialog lists them — each with its short number, card type and the locks it already opens — and you tick one or several of them (or Select all) before clicking Add Existing Key; every ticked key is added to this lock.
• 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. When several of the user's physical keys are on the lock, they are revoked one at a time: the dialog shows the UUID of the key it is about to revoke.

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 (intercom button)

• Click the intercom 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.

10.5 Camera access (Cameras column)

Click a person's cell in the Cameras column (see 9.3) to open the Camera Access window. It lists the RTSP cameras of the Entity you are viewing that you manage and that this person already has or could be given, each with an eye button:

• An eye with a line through it means the person cannot watch the camera. Click it to give them the Viewer role (live video).
• A green eye means the person can watch the camera. Click it and confirm to take the access away.
• A person who is a Manager of the camera (live video and recordings) has a green eye with a Manager label. The Manager role is given only in the camera's Manage access window (see 19.9); here you can only take the access away, after a confirmation.

A camera you manage but whose sharing is not part of your role is shown with its eye disabled.

10.6 Give access to several users at once

Tick the box at the start of each row — or the box in the heading to tick every user on the page — and a bar appears at the bottom of the screen with the number of selected users and these buttons:

• Add Lock Access — the locks of the selected users, each with two buttons: Mobile App access (phone) and QR Intercom access (intercom).
• Add Camera Access — the cameras, each with the eye button (shown when you can share cameras).

Each button has three looks: green when every selected user has that access, white when none of them has it, and grey when some have it and some do not. Click a white or grey button to give the access to every selected user who does not have it yet; click a green one and confirm to take it away from all of them. Hover over a button to see how many of the selected users have it.

The changes are sent one person at a time, with a short pause between them. A progress bar shows how far the run has got, and Stop ends it after the person in progress. At the end the window lists the people for whom the change failed or who were skipped, with the reason — for example, a person with no key for the lock on a plan that requires one (see 10.3), or a person who is not a member of the camera's Entity. Deactivated users cannot be selected; the cross on the bar clears the selection.

10.7 Call to Open (handset button)

A person who does not use the app — for example someone with QR Intercom access only — can open one lock by calling the call-to-open number from their own phone. The handset button chooses that lock.

• Under the list of locks the popup shows the current choice, read from SmartKey each time the popup opens: the lock's name, a Matter device, an id when the choice points outside the locks you manage, or Not chosen.
• Click the handset on a lock to make it the one the call opens. A person has one choice only, so choosing another lock moves it there; click the pressed handset to clear it.
• The handset works on a lock where the person has Mobile App or QR Intercom access, because SmartKey accepts only a lock the person already has access to.
• The person can also change the choice in the app, and SmartKey clears it by itself when their access to that lock is removed — the popup always shows what SmartKey holds at that moment.
• Caller ID can be faked, so do not use Call to Open for high-security doors.

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 and, under it, the holder's address when their contact has one, the Mobile and Intercom access chips, the Apple / Google wallet links, the Lock Details and User Details buttons — they open the very same windows as Lock Details on Devices → Locks (15.14) and the User Information window on Users (9.8) — 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. When the lock's name is cut short on the front, hover it to see the whole name.

With the switch in the top-right corner of the page you can show the keys as a list instead of cards — one row per key, made for a phone: the key's card in miniature, the holder, the lock and the kind of key, the status and the validity. Tap a row to open, right under it, the details the back of the card shows, and tap it again to close them; the checkbox at the start of a row selects the key for bulk actions. The page remembers your choice on your account, so it opens the same way next time, on any device.

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. The user field is a search box: start typing a name, email or phone and the list under it narrows as you type; pick the person with the mouse or the arrow keys and Enter. Tick Show address to see each person's address above their name in the list and to search by address too — address matches are then listed before name matches. The starting state of Show address follows Settings → Defaults (see 23.5).
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
   • Transfer (physical cards, when transfers are enabled for your company — see 14.5)
4. Confirm and monitor progress until completion.

Bind asks for the user in the same searchable field as the Assign Key wizard: start typing a name, email or phone to narrow the list, and tick Show address under it to see and search addresses (see 11.2).

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.

Transfer hands the selected physical cards over to another user of the Entity (see 14.5). It is offered only when Transfer a physical key to another user is switched on for your company.

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 — or still Not connected, because it has not reported its connection yet — 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 Not connected is handled exactly like an offline one: the change waits as Pending and is applied when the lock reports online for the first time. Only a lock shown as Online receives the command immediately.

Physical NFC cards follow the same rule. A card flashed for a lock that is offline is written at the reader as usual; only its registration on the lock waits, and the Delivered column of the Physical Keys lists shows Pending instead of Delivered until the lock is back online. Cancelling that pending registration revokes the card: a written card the lock never learned cannot open it.

Guest keys are the exception: SmartKey keeps them in the cloud, not on the lock, so a guest key is created, updated or deleted immediately whatever the lock's connection status (see 12).

Create and manage temporary guest keys

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

Guest keys do not wait for the lock (see 11.8): SmartKey keeps them in the cloud, so creating, updating or deleting a guest key takes effect immediately, even on a lock that is Offline or Not connected.

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. Choose the kind of key with the two large buttons at the top of the window. Link Key (selected by default) issues the key as a link you share. Wallet Key issues a Wallet Key that is valid for the period you set: it is sent to the lock like any Wallet Key, emailed to the recipient you choose below (the Max uses and Authorization options do not apply) and removed from the lock when the period ends; on the Keys page it appears among the guest keys as a Guest Wallet Key, with the recipient's email on the back of its card.
3. Confirm or select the lock. If your current Entity has only one active lock, it is selected for you.
4. 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.
5. Set Valid From and Valid Until. If the start has already passed when you click the create button, the key starts at that moment.
6. *(Single lock only)* Optionally set Max uses.
7. *(Single lock, Link Key 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.
8. For a Link Key *(single lock only)*, optionally enter an email recipient to email the link automatically. For a Wallet Key (single lock or Multiple locks), choose the recipient: the field opens the list of the Entity's users with a search box as its first row (name or email). When nobody matches, the + button (Create user) opens a short form — name and email — and the new user becomes the recipient; an email that already has an account adds that person to the Entity instead of creating a second one. With Multiple locks on, the recipient stays and the Wallet Key is added to every selected lock.
9. 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 shows the guest key link as a QR code and lets you:

• Tap the QR code to turn it over: the key icon opens the guest key link, the download icon saves the code as an image; tap the turned tile (or the small arrow in its corner) to bring the code back.
• Copy Link copies 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.

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.

Program physical NFC keys

Open the Physical Keys tab (under Keys) to program and revoke physical NFC cards. The tab has two views, switched with the Assigned / Unassigned buttons above the list:

• Assigned — the cards people hold. You can filter the list by lock and, with the status chips above it, by state: Programmed (selected when the page opens), Draft, Failed, Revoked or All — a card being written at that very moment is listed under All, and Clear returns to Programmed. 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. The Delivered column tells whether the lock has received the key: Delivered, or Pending while the lock is offline (see 11.8). The Address column shows the holder's address, the one the Users page lists. The search box above the list finds cards by the holder's name, email or phone, by lock or by UUID.
• Unassigned — cards flashed in advance that nobody holds yet (see 14.4). The button shows how many are waiting.

In both views you can lay the table out your way: drag a column heading with the mouse and drop it on another heading to move the column, and double-click (double-tap) a heading to sort the list by that column from the largest value to the smallest — double-click it again for the smallest to the largest. The Delivered column cannot be sorted. The order and the sort are saved for you and are back whenever you open the page again, from any browser; the row checkbox and the Actions column always stay at the ends. The UUID column shows the first eight characters of the key's UUID; hover over it to see the whole UUID.

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 Flash key to open the Physical Key Wizard.
3. Step 1 — Select the lock and the user. The user field is a search box: start typing a name or email and the list under it narrows as you type; each entry also says how many physical keys the person already holds on that lock. Tick Show address under the field to see each person's address above their name and to search by address too — its starting state follows Settings → Defaults (see 23.5).
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.

If the lock is offline while you flash, the wizard says so: the card is still written, and the lock learns it automatically as soon as it is back online. Until then the key shows Pending on the Keys page and Pending in the Delivered column of the Physical Keys list (see 11.8). The device that writes the card is another matter: when the programming device you chose (or the lock's own built-in programmer) is shown as Offline, the wizard stops before anything happens and tells you that flashing is not available because that device is offline — pick a reachable programmer or wait until the device is back.

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.

Delete a draft key

A card whose flashing was never confirmed is marked Draft in the Assigned list. It has no revoke action: click its delete action instead and confirm. The key is removed from the lock — while the lock is offline the removal is queued and happens as soon as it is back online — and the card disappears from the list. When the list shows checkboxes (see 14.5), Delete in the floating bar deletes the draft cards of the selection. The deletion is written to Logs.

14.4 Unassigned keys: flash cards in advance

Switch the Physical Keys tab to Unassigned to flash a stock of cards before you know who will hold them, and hand them out later. An unassigned key belongs to the Entity it was flashed for, not to a lock: it opens no door until you assign it, and the list shows the unassigned keys of the Entity selected in the portal. Each key is listed under a key name made of the programming device that wrote it, the day it was flashed and a running number that continues from the last card that device flashed, whatever the day: `229/260914/1` is the first card flashed with lock 229, on 14 September 2026, `229/260914/3` the third one, and the next card, flashed a day later, is `229/260915/4`. The list also shows whether the key was tested (Tested, see below), the UUID (its first eight characters, which you can select and copy; the whole UUID appears when you hover over it), the card type, the status, when the card was flashed and by whom. Keys flashed before version 1.105.0 are still registered on the lock they were flashed with; for them, the Delivered column tells whether that lock has received the key. Unassigned keys appear only here — not on the Keys or Users pages, not in the Dashboard tiles. The list shows 50 keys per page — the page links under the table move between pages — and the search box above it finds keys by key name or UUID. The columns can be moved and sorted as in the Assigned view (see 14).

Flash several cards in one go

1. Open Unassigned and click Flash unassigned keys.
2. Choose the Entity the keys are for, the Programming Device that writes them (a lock or a programmer of that Entity), the card type (MIFARE Classic or DESFire EV3) and the Number of keys. The keys are not registered on any lock — the device only writes them. Optionally enter a Start number: the first key of the run then carries exactly that number and the following ones continue from it; left empty, the numbering goes on from the last key flashed with the device. A start number whose key names are already in use that day is refused; the name of a deleted key is free again and can be given to a new one. Then click Start flashing.
3. The window flashes one card after another. For each card, tap it on the reader when prompted and click Done — a MIFARE Classic card is erased first, then written, exactly as in the single-card flow (see 14.2). Next to the key name, the window shows the first eight characters of the UUID the card is about to receive.
4. After each flashed card, click Next for the next one or Abort to stop. Abort ends the run and tells you how many keys were flashed; a card that was being prepared when you aborted is discarded: neither that key nor its UUID is kept, so it never appears under Unassigned, Keys or Users, and its key name is free for the next card.
5. When the last card is done, the window shows how many keys were flashed. Closing the window before the end aborts the run in the same way.

Nothing is sent to the locks while you flash, so it does not matter whether they are online. Only the programming device has to be reachable: when it is shown as Offline, the run stops before the next card and tells you so.

Every prepared, erased, flashed and discarded card, and the run itself, is written to Logs, under the programming device.

Test a key

Hold a flashed key to any lock. The lock does not know the key, so it answers Key declined — the answer proves that the card can be read. The key's Tested column then shows a green check and the date of that first test; it fills in by itself a few seconds after the tap, and stays empty for a key that has not been tested. A key flashed before version 1.105.0 still opens the lock it was flashed with: a tap on that lock (Key accepted) counts as its test too.

Send keys to another Entity

Tick the keys and click Send to another entity in the floating bar. Choose one of your other Entities and click Send: from then on the keys are listed under that Entity and can be assigned to its users. Nothing changes on the locks. Only flashed keys can be sent, and the move is written to Logs.

Assign a key to a user

1. Double-click (or double-tap) the row, or click the + action of the key.
2. Pick the person in the Assign to user window — the same searchable list as Give Access, with the Show address option (see 11.2) — or click Create User to add one: enter the name and an email address, a phone number, or both — with a phone number alone the person is created as a Limited User (see 9.6). The window also shows the Entity, the card type and the keys being handed out. Under Locks, tick the locks of the key's Entity that the key should open — at least one.
3. Click Assign. The key is registered for the person on the first ticked lock and then added to each of the others, as with Add to Another Lock; a lock that could not take the key is named in the window, and the key stays assigned. The person becomes the holder of the card, the key name is no longer shown, and the key is listed with their other physical keys under Assigned. The physical-key defaults of Settings → Defaults apply as for any newly issued card, and the assignment is written to Logs.

Keys of different Entities cannot be assigned together: select the keys of one Entity. Only a fully flashed card can be assigned; a card still marked Draft, Pending or Failed can only be deleted. The lock does not have to be online: while it is offline the registration is queued and the key shows Pending among the person's keys until the lock is back (see 11.8).

A key flashed before version 1.105.0 assigned on the lock it was flashed with is handed over there — its registration moves to the person, also while the lock is offline (the handover is then queued), and a delivery that is still Pending goes to the person. Cancelling such a queued handover before the lock is back — with Cancel on the pending key on the Keys page, or its revoke action — returns the card to the Unassigned view. Assigned on other locks only, the key also stays registered on the lock it was flashed with.

Several keys at once

Tick the boxes of the keys (or Select all in the header). A floating bar appears with Assign to user and Send to another entity for the flashed keys of the selection and Delete for all of them.

Delete a key

Click the delete action of the row (or Delete in the floating bar) and confirm. The key disappears from the list and can no longer be assigned. A key flashed before version 1.105.0 is also removed from the lock it was flashed with — while the lock is offline the removal is queued and happens as soon as it is back online — and deleting such a key whose delivery is still Pending cancels that delivery instead. Once the card is deleted, its key name is free: a new key can carry it — enter its number as the Start number of a run. The deletion is written to Logs.

14.5 Transfer a physical key to another user

Available when Transfer a physical key to another user is switched on for your company in the SmartKey back office (Configuration → Settings → Company settings). With it, the Assigned list of the Physical Keys tab gets a checkbox in every row and the Keys page offers Transfer for selected physical cards.

1. Open the Physical Keys tab (Assigned) and tick the cards to hand over — or tick them on the Keys page.
2. A floating bar appears with Transfer to user and Revoke access (the Keys page bar shows Transfer). Click Transfer to user; a single card can also be handed over with the transfer action of its row.
3. Pick the new holder in the Transfer to user window — the same searchable list as Give Access, with Show address (see 11.2) — or click Create User to add one, then click Transfer.

The card changes hands in SmartKey too: the previous holder's row is gone and the card is listed with the new holder's physical keys — hand them the card. A physical card carries no Mobile App or QR Intercom access of its own, so nothing else moves; access the previous holder had on that lock stays theirs. Only a fully flashed card can be transferred; a card still waiting for an offline lock cannot. While the lock is offline the handover is queued and the key shows Pending among the new holder's keys until the lock is back (see 11.8). Revoke access removes the selected cards from their locks in one go, with one reason for all of them (see 14.3). Both actions are written to Logs.

A card opens every lock it was added to, and it changes hands on all of them at once. When it also opens a lock you do not manage, the transfer is refused and the window names that lock. When a lock no longer knows the card, the card is simply added there for the new holder.

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 Not connected. The lock's ID, serial number and hub are in the Lock Details window (see 15.14).

The filter buttons above the cards narrow the list, each with its count: All, Unclaimed, Online, Offline, Not connected, Inactive and Error. The three connection filters follow the connectivity indicator of the card. The search field next to the buttons keeps only the locks whose name contains what you type.

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.

The portal first shows that the open command was sent and then waits for the lock itself to report that it opened, which usually takes a few seconds. You then see either that the lock opened or that it did not confirm the opening; in that case, check that the lock is online and try again.

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 and choose Lock Details.
4. Open the Maintenance page — the wrench icon in the row of tabs under the title (the title shows which page is open).
5. 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 Lock Details, then open the Maintenance page (the wrench icon).
4. Choose Deactivate Lock.
5. Confirm with Deactivate.
6. If the lock still has active keys, the window says so and the button becomes Force Deactivate: click it to set the lock to inactive anyway. The keys stay bound and keep working until they are revoked or the lock is removed (15.9).

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 and check the What will be withdrawn list.
5. Confirm with Remove Lock.
6. Keep the window open while the removal runs: a status bar shows each step. Close the summary with Done.

Removing a lock releases it from your account, and before it goes, everything that was sent to the lock is withdrawn from SmartKey: each person's Mobile App and QR Intercom access, every key on the lock (Wallet Keys and other digital keys, physical cards, cards flashed in advance), guest keys, the shared guest keys that open it, the scenarios that use it (they are deleted) and its camera links (the cameras themselves stay). A shared guest key that also opens other locks is issued again for those locks; the summary lists its new link. If the lock is offline, the key removals wait until it is back online and are then sent automatically; the Mobile App and QR Intercom access and the guest keys are withdrawn at once. Once everything is withdrawn, the lock stays registered in the system as an unclaimed device without any key — its built-in keys included — so you can add it again later using its serial number and pairing code.

If something cannot be withdrawn, the lock is not removed: it stays inactive in your account and the summary lists what failed. Click Remove again to retry; what is already gone is left as it is. If the window was closed during the removal, Remove offers Continue the removal.

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.

The Keys button in the footer of the Users on window opens the Keys page filtered on this lock, so the same people can be reviewed as keys.

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, or Bluefy – Web BLE Browser on an iPhone) 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. When a lock goes back to its own LTE or Wi-Fi connection, the card shows its own type again (for example Smart Lock) and the Lock Details window shows the Matter hub as Not connected; Matter comes back by itself as soon as the lock reports through the hub 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. The same window opens from the Lock Details button on the back of a key card (section 11). The window switches between its pages with the icons under the title — Overview (the info icon), Linked Cameras (the camera icon, for those who manage cameras) and, if you manage the lock, Maintenance (the wrench icon) — and the title names the open page, for example "Maintenance — Front Door". The Maintenance page offers Set as Programmer (15.5), Replace Lock (15.15) and Deactivate Lock (15.7). On the Linked Cameras page you link a camera that already exists; cameras themselves are created on the Cameras page.

The Overview page ends with Recent activity: the lock's last five events of every kind, who caused each one and when. View all activity opens Logs → Activity filtered on this lock, with Advanced switched on so that every event is listed. Recent activity is shown only to those who can open Logs.

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 intercom 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.

15.15 Replace or copy a lock

Use this when a lock is swapped for a new device, or when a second lock should get the same set-up as an existing one.

1. Open Devices → Locks, open the lock's menu and choose Lock Details.
2. Open the Maintenance page (the wrench icon), then click Replace Lock.
3. Choose the action with the switch:
   • Replace — everything moves to the target lock; then every key and access is removed from the old lock and the old lock is deactivated. The target lock takes the name entered in New lock name — the old lock's name unless you change it — and, if it takes that name, the old lock is renamed with "(replaced)".
   • Copy — everything is added to the target lock as well; the old lock stays as it is.
4. Select the Target lock — an active lock of the same Entity — or click Add a new lock and enter the new device's serial number and Matter Code: the lock is claimed on the spot and selected as the target.
5. Check the New lock name — the name the target lock will have after the transfer (the old lock's name in Replace mode, the target's own name in Copy mode) — and change it if needed.
6. Review the What will be transferred list and click Replace Lock (or Copy to Lock).

What is transferred: the lock's location, address and time zone, the after-hours alert settings, the portal users, the additional Entities, the role grants scoped to the lock, the programmer reader flag, the weekly schedule (sent to the new lock as well), every key with its holder — Wallet Keys and other digital keys, physical keys, QR Intercom access and guest keys — together with the Mobile App and QR Intercom access each holder has, the shared (multiple-lock) guest keys, and the scenarios that use the lock when the new lock is connected to the same Matter hub. In Replace mode the linked cameras move to the new lock as well; a camera can be linked to one lock, so in Copy mode they stay where they are.

While the transfer runs, the window shows a status bar with the current step and the counts of finished, skipped and failed steps; keep the window open until it finishes. Key commands are sent one at a time with a short pause between them, so a lock with many keys takes a few minutes. If the window is closed or the connection drops in the middle, reopening Replace Lock offers Continue the transfer from the step where it stopped.

At the end a summary lists what was done, what was skipped and why, and any step that failed. Guest keys and shared guest keys are re-issued on the new lock with new links: a guest key that was emailed is emailed again with its new link; the other new links are shown in the summary. Everything is recorded on the Logs → Audit tab: one Replace Lock / Copy Lock entry on each lock, plus the usual key, access and guest-key entries.

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.

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.

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; a device with several outputs (a two-channel relay, for example) shows one line per channel with the channel's name and its own state, and the card's reading sums them up (1 of 2 on). 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 and click the person icon on its card, or choose Manage access in its More actions menu (⋮). The Manage Access window opens.
3. Select the user: the user field is a search box — start typing a name, email or phone and the list under it narrows as you type. When Show the address when choosing a user is on in Settings → Defaults (see 23.5), each person's address is shown above their name and can be searched too.
4. Click + to assign the device. The person appears in the list under the field.

To assign the device to 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) and click +. A Matter device has no roles, so the window offers no role choice.

If the device cannot be assigned yet (it has not reported its UUID, or nobody in the Entity can receive it), the window says why; hovering over the person icon shows the same message.

18.3 Remove a user-device assignment

1. Open Devices → Matter.
2. Open Manage access for the device (see 18.2).
3. Find the person in the list under the user field — the text typed into the field narrows this list too.
4. Click the red × next to their name. The assignment is removed at once and the person loses access to the device.

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 toggle, for devices that can be switched on and off: it shows the state the device last reported (On or Off) and one click sends the opposite command. While the device confirms, the toggle pulses and cannot be clicked again; the card then shows the state the device reports.
   • 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.

A device with several outputs (a two-channel relay, a multi-gang switch) shows one line per channel, each with its own state and toggle, so every output is switched on its own. To name a channel, click the pencil next to its name (Channel 1, Channel 2, …), type the name — for example "Kitchen light" — and press Enter; Escape cancels, and a blank name restores the default. The names are kept per device and also appear in the device's Info window. A channel rename, like a change of the device's name or location, is recorded in Logs → Audit.

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.

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.

For an RTSP camera the form also has a Camera access section, so the camera can be shared with users as it is created: pick the person in the user field — the same search box as in Manage access (see 19.9), with the address line when Show the address when choosing a user is on — and click the plus button; repeat for every person. When the subscription includes the Video archive option, tick Add a manager role before adding someone to give them the Manager role (live video and recordings) instead of Viewer (live video only). The list under the field shows who will get access and with which role, with a cross to remove someone.

19.2 View a camera stream

1. Open Cameras. Every tile shows the last frame its camera produced, so the page tells you what each camera sees before you open anything. A camera that has never sent a frame keeps a plain placeholder.
2. Click the camera to open its window. The player shows that same last frame, dated, until you start the video.
3. Press Play Live to watch the live picture.

The window has one player. Playing a recording from the Archive block below puts it on the same player and changes the block's title from Live Video to Archive; Play Live brings the live picture back.

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

Everyone you share a camera with gets one of two roles:

• Viewer — watches the live video.
• Manager — watches the live video and the recorded video (the archive).

The Manager role comes with the Video archive option of the subscription, like recording itself (see 19.11). Without the option everyone you share the camera with is a Viewer, and the dialog says that managers need the option.

1. Open Cameras.
2. Find the RTSP camera.
3. Choose Manage access.
4. To share the camera as a Manager, tick Add a manager role; leave it unticked for a Viewer.
5. Select the user: the user field is a search box — start typing a name, email or phone and the list under it narrows as you type. When Show the address when choosing a user is on in Settings → Defaults (see 23.5), each person's address is shown above their name and can be searched too. The same text also narrows the list of people who already have access, shown under the field, so you can find someone whether they still need access or already have it.
6. Add the user to share access.
7. To change the role of someone who already has access, choose Viewer or Manager next to their name.
8. 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) and add them in one go. The Add a manager role box applies to them too.

If the subscription loses the Video archive option, every Manager is switched to Viewer automatically and the list notes that they become managers again when the subscription includes the option; when it does, they get the Manager role back without anyone having to share the camera again.

19.10 Camera status

Every RTSP camera tile carries a status chip in its bottom-left corner, and the camera window shows the same status with the time it was reported. The status is what the video box reports about the camera right now:

• Live — the camera is streaming.
• Ready — nobody is watching, so the box paused the video; it starts again on the first Play Live. This is a healthy camera.
• Connecting / Restarting — the box is bringing the video up; wait a moment.
• Picture frozen / No picture — the box receives no usable video from the camera; check the camera and its connection details.
• Setting up — a camera you have just added is being connected to a video box; this usually takes under a minute. If it ends in Setup failed, the reason is shown with a Retry button.
• Reconnecting — the video box carrying the camera has just restarted; the camera comes back by itself within a few minutes.
• Not placed / Not running — the camera is not on a video box, or its box is not running it; press Retry to start it again.
• Video box silent — the video box stopped reporting; the picture may be unavailable until it is back.
• Stopped — the stream was stopped with Stop stream; choose Start stream to resume it (see 19.8).

Any other value is shown exactly as the box reports it. The time next to the status ("5 min ago") says when the box last reported; the preview in the camera window is the last captured frame and is labelled with its age. The statuses update by themselves while the Cameras page is open: the video service reports every change as it happens, so there is no need to reload the page.

19.11 Record video from an RTSP camera

Recording is part of the Video archive option of a subscription package (3, 7, 14 or 30 days). Without the option the Recording block of the camera window is locked and Unlock opens the subscription page.

1. Open Cameras and open the RTSP camera.
2. In the Recording block choose how long recorded video is kept — Off, or a number of days up to what your package allows — and click Save.
3. Recording needs a running stream: if the camera is stopped or still being set up, start it first with Start stream.

If the archive already holds more days than you are about to keep, the portal warns you before saving and offers two ways out: keep everything (the retention is raised to cover the archive) or delete the older video and keep the shorter period. Turning recording off deletes nothing: the video already recorded stays until it expires. The tile of a recording camera shows a red chip with the number of days. If the camera was already recording when a package lost the option, the locked block names the days it still keeps and offers Turn recording off.

19.12 Watch recorded video (archive)

The archive is part of the same Video archive option as recording. When your package includes it, the window of an RTSP camera has an Archive block below Recording.

1. Open Cameras and open the RTSP camera.
2. In the Archive block pick a day. The bar below it is the 24 hours of that day: green stretches are recorded video, gaps are the time when nothing was recorded (the stream was stopped, the camera was in standby, or the video expired).
3. Click a moment on the bar. The player starts from that moment; a click in a gap starts from the next recorded stretch.

Playback runs in windows of up to an hour and continues with the next stretch of the day on its own; the red cursor on the bar follows the position. Stop ends playback. The recording plays in the window's own player, whose title changes to Archive while it does. Each window watched is recorded in Logs. Days and times follow your computer's clock, and the archive reaches back as many days as the package keeps.

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
• Open not confirmed
• Key added to lock
• Key removed from lock

A remote opening is listed as Lock Unlocked only once the lock itself reports that it opened. Until then, and if the lock never confirms it, the request is listed as Open Not Confirmed together with the person who sent it.

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.

The Search box above the filters finds events by one term: a user's name, email, phone number or address, a UUID (of the device, the user or the key), or a device's name or serial number. A phone number or an address also matches by its digits alone. Press Enter, click the search button or Apply Filters to run the search; the × clears it. The search combines with the other filters, narrows their dropdown lists and is applied to Export CSV.

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.

Each row shows who performed the action (Performed by) and whom it concerned (Target user, with the person's email or phone). Filter on a target user to follow one person's history: when they were created, when a Wallet Key or physical key was issued to them or added to another lock, and when Mobile App or QR Intercom access was granted or removed. Key additions that were refused or failed, including each lock of a multi-lock addition, appear as rows with the Failed status and the reason. If the person is deleted later, the rows about them remain and still show their name and contact, marked as deleted, so their history stays complete.

Matter devices are recorded here as well. A Matter Device Commissioning row is written for every attempt to add a device to a hub: it is pending while the hub pairs the device, then completed with the device's name, or failed with the hub's reason — also when the hub never answered, or when the attempt was refused because the hub was busy or offline or the Hub API declined the command. A Matter Device Removed row is written for every device taken off a hub, including the Zigbee devices removed together with their gateway, and a Matter Device Joined row for a Zigbee device that appeared through a gateway.

22.1 Filter Audit logs

Available filters may include:

• Search (by the person who performed the action, by the target user's name, email or phone, or by description)
• Operation type
• Status (state)
• Lock
• Performed by
• Target 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, including the target user and, for a failed action, the reason.

22.4 Export Audit logs

1. Apply the required filters.
2. Click Export CSV.
3. Save the file. The export includes the Performed By, Target User and Target Contact columns.

Settings

Open Settings to manage your profile, subscription, notifications, access requests, billing, and your feedback to the SmartphoneKey team (see section 34). 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).
   • Show the address when choosing a user — off by default. Switch it on to show each person's address above their name when you choose a user in the Assign Key wizard (where it also sets the starting state of Show address, see 11.2) and in a camera's Manage access window (see 19.9), and to search by address there.
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.

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.

More than device control. The assistant can also:

• Create a temporary guest key for a lock and email the access link to the address you name — e.g. "Give a temporary key for the office door for 3 days and send it to john@example.com"; the assistant tells you whether the email went out, and the key's QR code is shown under the reply with a button to save it.
• Issue a guest Wallet Key for a lock — e.g. "Give a guest Wallet Key for the office door to anna@example.com for 24 hours"; the assistant issues the same key as the Wallet Key mode of the Guest Key window (section 12), emails it to the recipient and shows the Wallet Key's QR code under the reply. When the recipient is not yet a user of the lock's Entity, the assistant asks for the person's name and creates the user first, as the window's + form does.
• Create a scenario for your Matter devices — e.g. "When the hallway motion sensor detects motion, turn on the hallway light" or "Turn on the porch light at 18:30 on weekdays"; the assistant builds it the way the Simple editor does (section 31), sends it to the hub and reports the hub's answer. It can also list your scenarios and switch one on or off.
• 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.
• 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.

Scenarios

The Scenarios page lets one device react to another: your Matter hub runs the scenarios you build here. A scenario is a trigger (something a device reports, or a moment in time) and the actions the hub performs on your devices when it happens.

Where to find it. The Scenario Builder has no entry in the main menu: open Devices → Matter Devices and use the Scenarios button in the page header. The page is part of your subscription: it becomes available when one of your packages includes the Scenario editor feature.

Two editors. A new scenario opens in the Simple editor, which works exactly like the scenario constructor of the mobile app; the Advanced editor is the block canvas for scenarios with several triggers, conditions, delays or device groups. Switch between them with the Simple / Advanced control in the editor header: a Simple scenario can always be opened in the Advanced editor, and an Advanced scenario goes back to Simple only while it is one trigger and one action.

Simple editor. Give the scenario a name, then fill in the two cards. When — choose the device, the event it reports (contact, water leak, motion, smoke, lock state, power, button, temperature, humidity, illuminance, air quality, battery, …), the condition (*is*, *is not*, *changes to*; *is above*, *is below* or *equals* for measurements) and the value. Then — choose the device and what it should do (turn on, turn off, toggle, lock, unlock, open or close a valve or blind, set brightness with a 25 / 50 / 75 / 100 % preset). When the device has the command on several channels — a two-channel relay or a multi-gang switch — a Channel choice appears on the Then card; the channel number is the device's Matter endpoint. More settings holds the description, the hub, the timezone and the execution settings. In the device list, and on the When / Then cards once a device is chosen, every device carries the icon and the colour of its card on the Matter Devices page.

Advanced editor. 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.

• Triggers start the scenario: a Device event (the same device attributes, conditions and values as the Simple editor, plus *Other attribute…* for any attribute the device reports) or a Schedule (time and days of the week).
• Condition is an optional guard with rules that must all (or any) hold: a device attribute, a time window, days of the week or a date range that repeats every year; each rule can be negated with Not.
• Actions are what the hub does: a device command (also *Other command…* for any command the device accepts, with its parameters), brightness with an optional transition, a gradual ramp, or a delay. A command can target one device or a group — all lights, all plugs and switches. A multi-channel device takes a Channel when it is the target; inside a group it receives the command on every channel. The hub runs actions one after another, so a delay may only sit in the last of several branches.
• Keep until runs its exit actions when its condition becomes true — for example, keep the AC plug on until the room cools down. The hub receives it as a second scenario.

The scenario settings (shown when no block is selected) hold the description, the hub, the timezone every time window, day and date range follows, what to do when triggered again while running (ignore, restart the actions, queue the run, run in parallel), a debounce that re-checks the condition before acting, a cooldown between two runs and a timeout for the whole action list.

Publishing and the hub's answer. Validate checks the scenario and highlights problem blocks. Save stores a draft without touching the hub. Publish sends the scenario to the hub, which confirms it: the badge next to the name shows *Sending to the hub…*, then *Running on the hub*, or *Rejected by the hub* with the hub's reason. When the hub does not answer, the badge says so and Resend sends the scenario again. After editing a published scenario it shows as Modified — the hub keeps the previous version until you publish again. The switch on a scenario enables or disables it on the hub without deleting anything; Unpublish removes it from the hub and keeps the draft.

Notes:

• Scenarios can only use devices commissioned on the same hub; a device that is being removed disappears from the editor.
• A device that reports the same attribute on several channels cannot be used in a Device event, Condition or Keep until block yet; the hub watches single-channel attributes only.
• Measurements are entered in everyday units (°C, %, lux); the portal converts them into the hub's own units when it sends the scenario.
• The number of blocks, rules and actions is limited; validation tells you when a limit is reached.

Support Configurator

The Support button in the mobile app opens a support page served by the Admin Panel. What that page shows to the people using your company's locks is set in the back office under Configuration → Support Configurator. There is one configuration per company, and the menu opens your company's record directly.

Modes. *Simple* mode shows your contact channels, the working hours and a Leave a message form that emails your support address. *Advanced* mode adds a request desk for your own support agents and an optional AI assistant.

Language. Support page language is *Follow the user's language* by default: the page opens in the language the app runs in (or the account's). Choose *Fixed language* and pick one of the portal languages to show the page in that language to every user, whatever their app is set to.

Contacts tab. Fill in only the channels you use; each one becomes a tap-to-open card on the phone:

• Emergency phone (24/7) — listed first and marked as available around the clock.
• Phone and Email.
• WhatsApp, Viber and Signal — a number in international format; the page opens a chat with it.
• Telegram — a username (for example `@acme_support`) or a `t.me` link.
• Facebook Messenger — the page name or an `m.me` link.
• Website / help center — a link to a page with more help.
• Office address — opened in the phone's map app.

A value that cannot become a link (a username with spaces, an address that is not `http`/`https`) is refused when you save, and the message names the channel.

Working Hours tab. Keep Show working hours on to display the weekly schedule together with an Open now / Closed now note computed in the selected time zone. Mark a day as closed, or set when it opens and closes.

Message Form tab. When the form is on, every message left on the page is emailed to Send messages to (or to the support email when that field is empty), with the sender's name, email and phone, so you can reply directly. In simple mode the form needs an address to send to. It therefore starts switched off for a company with no email on its contact card and switches back on as soon as you fill an address in, or when you choose the advanced mode, where the requests go to the desk instead.

Preview. Preview Support Page in the form header opens the page exactly as your users see it in the app.

Support Desk tab (advanced mode). In advanced mode a message left on the page opens a request instead of sending an email. On this tab you choose the agents — portal users of your company holding a role above User (Portal Tier 2, Customer, Installer, Community Manager, Local Admin or a custom Customer role) — who answer the requests in the Support Desk (section 33). You also decide whether agents are emailed about new requests and the requester about answers, after how many hours an unanswered request is brought up again, after how many days a resolved request closes on its own, how many requests one person may have open at the same time (1 to 10), whether the requester is asked for a rating, and the canned replies the agents can insert. The Requests button in the corner of the form lists the company's requests. The Chat group holds Offer a chat with the support team: with it on, the support page shows a chat window styled like the assistant's, where the person writes to the support team — the first message opens a request (source *Support chat*), later messages continue it, and the answers given in the Support Desk appear in the window; It is solved resolves the request. When the assistant is enabled, its window takes the chat's place.

Assistant tab (advanced mode). Switch on the AI assistant to add a chat at the top of the support page. It answers from the SmartphoneKey mobile app knowledge base (a detailed description of every screen, message and limit of the app, with a troubleshooting table), from the contacts and hours above and from the Company FAQ you enter on this tab (question and answer pairs, quoted exactly). It treats every question as a question about the mobile app first: it looks the matter up in the knowledge base and checks the person's keys, lock state and recent door events before it answers, gives general advice only where the knowledge base is silent, and answers a question that is not about SmartphoneKey with a straight offer to leave a request (or the contacts, as chosen below) instead of an answer. It sees only the person's own keys and events, cannot open doors or change access, and there is no free-text prompt — the behaviour is built from options: the tone and answer length, the language (follow the user's or a fixed one), which knowledge base topics it may use (how to read it, what the app is and what it does not do are always included), what it may do for the person (show their keys and status, their recent door events, whether their lock is online, resend their Wallet key email, open a request), when it hands over (offer a request, show the contacts, or both; propose a human after a number of unanswered turns; put the emergency phone first on emergency words; outside working hours keep answering or leave only the contacts and the form), and the limits — messages per person per day (20, 50 or 100) and per conversation (10 to 30), so a chat solves a technical question and leaves a message without going on for hours. The company can run the assistant on its own LLM API key, URL and model instead of the global ones from Settings, with an optional monthly token budget; the tokens used this month are shown on the tab. The chat attaches to the request when the person leaves one, so the desk sees what was already said, and the desk statistics show the share of matters the assistant solved on its own.

What users see. A user opens the page from the app's Profile tab and sees the contacts of the company operating the Entities they belong to. People who use the app with a phone number only, without an email, reach the same page through a signed link the app requests for them; the link expires by itself and the links inside support emails are issued the same way. Until a company fills in its configuration, the page shows the SmartphoneKey support contacts your system administrator entered under Settings → Support, so nobody meets an empty page. The page follows the language of the app, unless Support page language at the top of the Support Configurator pins it to one fixed language for everybody.

Support Desk

The Support Desk is where the agents chosen in Support Configurator answer the requests left on the mobile Support page. An agent reaches it from the Support Desk card under the SmartphoneKey Portal card on their portal home; the card shows how many new requests are waiting. Administrators see the same numbers on the portal Dashboard: a Support Requests tile with the open requests by status and the average time to a first answer.

The list. Requests are grouped by tabs — Open, Unread, Mine, New, In progress, Waiting for user, Resolved, Closed, All — with a search box (subject, name, email, phone or the request number), a sort order and a CSV export of the current list. An agent serving several companies picks the company in the header, which also carries the interface language selector and the theme switch. The header also shows the last 30 days: open and new requests, the average first answer and resolution times, the average rating and the share of requests solved by the AI assistant.

A request. Opening one shows the conversation — the requester's messages, the agents' answers, internal notes and the assistant's transcript when there is one — and the requester panel: name, Entities, address, phone, email, the kind of account and the keys and locks the person holds; Open the SmartphoneKey Portal under it opens the portal straight on the person's User Information window. From the header you Take the request, Resolve it, or change its Status, Priority, Category and Agent.

Answering. Write in the reply box and Send answer: the requester sees it on their request page and receives an email when they have an address. Tick Internal note to leave a note only other agents see. Insert a canned reply adds one of the ready-made texts from the configuration; Attach adds up to three photos or PDF files. An answer on a request opened from the chat window (source *Support chat*) also appears in that window on the support page.

Lifecycle. A new request becomes In progress with the first answer; Waiting for user says the ball is in the requester's court; a Resolved request closes on its own after the configured number of days unless the requester writes again, which reopens it. Once resolved, the requester is asked to rate the help from 1 to 5; the rating shows on the request and in the statistics.

Feedback & Suggestions

Use Settings → Feedback & Suggestions to tell the SmartphoneKey team what to add or improve, and to follow what happens to each idea. The tab lists everything you sent, and the team's answers appear inside each item.

34.1 Leave feedback

1. Open Settings → Feedback & Suggestions and click New feedback.
2. Choose the kind of feedback: Idea (something new you would like to have), Improvement (something that exists but could work better), Problem (something that does not work as expected) or Other.
3. Choose the area it is about: devices and locks, physical keys, users and access, Wallet Keys, cameras and video, intercom, hubs and Matter, the Admin Portal, the Mobile App, billing and subscription, support, or other.
4. Give it a short Title (one line), then describe what you would like to add or improve, which problem it solves and, if you wish, how it should work ideally — the result you expect, an example from another product, links.
5. Choose how important it is for you: Nice to have, Important or Critical.
6. Attach screenshots or a PDF if they help (up to 5 files, 5 MB each) and click Send feedback.

Your name, email address, company and the Entity selected in the portal are added automatically, so there is nothing to type about yourself.

34.2 Follow your feedback

The tab shows every item you sent, newest first, with its status: New, Under review, Planned, In progress, Done or Declined. Open a card to read the full text, the attachments and the conversation.

When the team answers or changes the status, the portal shows a one-time notice the next time you open it; click View to open that feedback or Later to close the notice. Until you open the item, its card carries a *new* marker and the Feedback & Suggestions tab shows how many items have replies you have not read yet.

34.3 Reply to the team

Open the feedback and write in Your reply under the conversation, then click Send reply. The team sees your reply in the back office and can answer again in the same conversation.

34.4 Invitations to share feedback

Your operator may invite you to share feedback: a one-time message appears when you open the portal. Click Leave feedback to go straight to the new-feedback form, or Later to close it. The message is shown once per invitation.

Partner Portal

The Partner Portal is the self-service area for integration partners — companies that connect their own platform to SmartphoneKey through the API. It is separate from the Admin Portal: an account holding the Partner role (given by the SmartphoneKey team from the back office) sees a Partner Portal card on its portal home, under the SmartphoneKey Portal and Support Desk cards, and nothing else changes for it. Every account of the same organization that holds the role works on the same registration.

35.1 Set up the integration

The page guides you through three steps, shown at the top as a progress bar:

1. Register organization. Enter the Organization name and the Organization ID — 3 to 64 lowercase letters, digits and hyphens; the portal suggests one from your company name and checks that it is free. The ID identifies your platform in every API call and cannot be changed later. Your account's email address is recorded as the owner.
2. Create API key. The key your platform sends in the X-API-Key header of every request. It is shown once, in a dialog you close only after confirming that you saved it; afterwards the page shows only its beginning and end.
3. Register webhook. The HTTPS address on your platform where SmartphoneKey delivers events, and the events you want: All events or a list of event types. The webhook secret is also shown once — every delivery carries it in the X-Webhook-Secret header, so your server can reject calls that do not.

If the admin API does not confirm a step, the page keeps it as unconfirmed with Finish, Check and Discard buttons instead of repeating it; SmartphoneKey sees the same in the back office.

35.2 Manage the integration

Once set up, the page shows the Organization card, the API key card, the Webhook card and the activity log, plus Webhook health and Delivery stats while a webhook is registered.

• Rotate API key asks the admin API for a new key, shown once. While the current key is still active the admin API refuses, so ask SmartphoneKey to revoke it first; then update your platform right away.
• Update webhook URL moves deliveries to a new HTTPS address; the subscription is verified again at the new address. Replace webhook creates a new subscription with a new secret first and removes the current one once the new one exists — for a lost secret or a different set of events; if the removal fails, both stay active until SmartphoneKey removes the old one.
• Webhook health shows the failed deliveries of the last 15 minutes and 24 hours with the delivered and matched counts, the last delivery error and the recent errors.
• Delivery stats shows the totals since the baseline (total, delivered, failed, retries), the share delivered and a daily chart; Reset stats starts a new baseline from now without deleting anything on the SmartphoneKey side.
• Activity lists who registered, created, rotated or changed what, and when. The SmartphoneKey team sees the same list under Configuration → Partner Integrations in the back office; the key and the secret are never shown there.

The header carries a link back to My account, the interface language selector, the theme switch and Sign out. Until SmartphoneKey has connected the portal to the partner API, the page says so and the actions stay disabled.