Smart Lock Management and Access Control

Viewing Device Status

1. Navigate to Settings > Devices.

2. Here, you will find a list of all your connected smart lock devices.

Each device entry displays the following information:

Understanding Door State vs. Device Lock State

It is important to distinguish between:

• Door State: Whether the physical door is open or closed, as detected by a separate sensor (if installed).

• Device Lock State: Whether the smart lock mechanism itself is locked or unlocked (or unlatched).

Viewing Your Authorizations

To view authorizations assigned to you:

1. Go to the My Authorizations section.

2. You will only see authorizations explicitly assigned to your user account. Other team members will only see authorizations assigned to them.

Authorization Types and Access Methods

Depending on your smart lock device's capabilities and accessories, authorizations can support different access methods:

• Keypad Authorization:

  • If your device is synchronized with a keypad (e.g., Nuki Keypad), a unique code will be generated.

  • Users can open the device by entering this code directly on the keypad.

• App/Bluetooth Authorization:

  • If no keypad is present, or in addition to it, access can be granted via the smart lock provider's mobile application using Bluetooth.

  • The URL field in the authorization details will typically link to instructions for downloading the app and syncing with the device.

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Automatic Access Creation and Management

Once a smart lock device is mapped to a rental unit, Rental Ninja automates the following:

• Access Creation: Booking accesses are created approximately two days before the guest's checking time (adjusting for time zones to ensure readiness).

• Dynamic Adaptation:

  • Check-in/Check-out Time Changes: If you modify the checking or checkout times for a booking, the authorization times will automatically adapt.

  • Booking Date Modifications: If booking dates are changed (e.g., moved forward or backward), Rental Ninja will intelligently manage the accesses:

    • If a booking is moved to a later date, existing accesses for the old dates will be removed.

    • If a booking is moved to an earlier date (closer to today), new accesses will be created as needed.

• Cancellation Management: If a booking is canceled, Rental Ninja will automatically attempt to remove the associated accesses from the smart lock.

Automatic Guest Information Delivery

Rental Ninja also automates the delivery of access information to your guests, subject to configurable payment thresholds.

1. Payment Threshold Configuration: You can configure the guest app settings to control when access information is revealed to the guest.

   • Navigate to Rental > Settings > Guest App.

   • Look for the setting that controls displaying codes and door information, typically based on a percentage of the booking payment.

   • Example: If set to Do not show the code and door information unless 90% of the booking is paid, the access details will only be emailed once this condition is met. Do not show the code and door information unless X% of the booking is paid.

2. Automated Email Delivery: Once the configured payment threshold is met, Rental Ninja will automatically email the access instructions to the guest.

3. Guest Portal Access: After the payment is fulfilled and the email is sent, the guest will be able to access the guest portal and view the detailed instructions for their smart lock access.

   • Note: Rental Ninja can combine multiple access types (e.g., smart lock and a fixed lockbox code) into a single, unified view for the guest.

Manually Deleting an Access

You may need to manually delete an access, for example, if a guest's trustworthiness is compromised or a booking requires special handling.

1. Locate Booking: Go to the specific booking.

2. Access Device Section: In the booking details, navigate to the Devices section.

3. Delete Access: Identify the access you wish to delete and select the option to Remove it.

• Important: If you manually delete a booking access, Rental Ninja will recognize this action and will not attempt to re-create that specific access for the same booking, even if the booking is still active and approaching. This is to respect your explicit decision to deny access.

Manually Creating or Resending Accesses

This action is useful in rare cases where an access was not automatically created or if a guest requires the access information to be resent.

1. Locate Booking: Go to the specific booking.

2. Access Device Section: In the booking details, navigate to the Devices section.

3. Click Create/Resend Accesses Button: Locate and click the button designed for creating or resending accesses.

• When to use this:

  • If an access that should have been created automatically is missing. This button will attempt to create all necessary accesses for the booking.

  • If the guest has lost the access information email or cannot find it in their guest portal, and you need to resend it. This will re-email all currently created accesses for that booking.

• Note: In normal operation, you should not need to use this button as Rental Ninja performs these actions automatically.

Device Offline

The most common reason for failed authorization creation is an offline device.

• Behavior: If Rental Ninja attempts to create an authorization for an offline device, it will recognize the offline state, stop further attempts for that device, and mark it as offline.

• Resolution: Rental Ninja cannot bring a device back online. You must physically ensure the device is online (e.g., check power, internet connection, or smart lock bridge status).

• Reconnection: Once the device comes back online, Rental Ninja will automatically detect this and resume its operations, including creating any missing accesses or removing accesses for canceled bookings.