SmartLock Device Setup and Guest Access Configuration

1. Initial SmartLock Device Setup

To begin setting up your SmartLock device in Rental Ninja:

1. Navigate to Device Settings:

   • In Rental Ninja, go to Settings.

   • Select Devices from the sidebar menu.

   • You will see a list of synchronized devices from your SmartLock provider.

2. Configure Device Information:

   • Click on the device icon (e.g., a lock icon) next to the SmartLock device you wish to configure.

   • Select Device Info.

   

   • Set Public Name:

     • The Public Name field will be pre-populated with the internal name from your provider (e.g., Nuki).

     • Important: This internal name may not be clear to guests. We highly recommend changing the Public Name to something easily understandable by guests, such as Front Door, Main Gate, or Side Entrance. This name will be shared with the guest.

   • Verify Device Information:

     • Keypad: Check if the device has a keypad. If it does, ensure the Keypad setting is toggled to Yes. If this information is incorrect, verify your device's setup directly within your SmartLock provider's platform.

     • Time Zone: Set the Time Zone correctly to match the physical location of your device. Rental Ninja uses this time zone to generate access permissions based on the booking's check-in time.

       

       • Note: Accurate time zone setting is crucial for correct access code validity.

3. Map Device to Rentals:

   • Below the device information, you will find a section to map the device to your rentals.

   • Toggle the rentals that this device serves.

   • Scenario 1: Single Rental: If the device provides access to a single rental (e.g., the front door of an apartment), map it to that specific rental.

   • Scenario 2: Multiple Rentals: If the device is shared among multiple rentals (e.g., a main entrance to a building containing several apartments), map it to all relevant rentals. Rental Ninja will then generate access codes for bookings across all selected rentals.

4. Save Device Configuration:

   • Click the Save button.

   • You will receive a warning confirming that Rental Ninja will begin creating access permissions for bookings associated with the mapped rentals from this point onwards. Confirm to proceed.

2. Configuring Guest Information for Door Access

Once your SmartLock device is set up, configure how guests receive instructions:

1. Navigate to Rental Settings:

   • Go to the specific rental that the SmartLock device is mapped to.

   • Select the Devices section within the rental settings to view all devices mapped to this rental. You can also adjust mapping from here.

   • Select the Guest Info section.

2. Update Check-in Area Information:

   • Scroll down to the Check-in Area. You will find three sub-sections:

     • Instructions: General check-in instructions.

     • Devices: A list of mapped SmartLock devices.

     • Static Codes: For non-SmartLock access methods like key lockboxes.

3. Manage Static Codes (if applicable):

   • If you only use SmartLocks, ensure the Static Goods toggle is Off.

   • If you have other access methods (e.g., a lockbox with a permanent code), toggle Static Goods to On.

     • Enter the Name of the device (e.g., Back Door Lockbox).

     • Enter the permanent Code.

4. Provide Door Access Instructions:

   • In the Door Access Instructions text area, provide clear and detailed instructions for guests.

   • Recommendation: Use the Public Names you set for your SmartLock devices (e.g., "Use the Front Door code for the main entrance..."). If using static codes, explain how to use those as well.

   • This information will be shared via email and, optionally, in the guest portal.

   

3. Configuring Guest App/Portal Settings for Door Access

Control when and how door access information is displayed in the guest portal and sent via email.

1. Navigate to Guest App Section:

   • Go to the specific rental that the SmartLock device is mapped to.

   • Select the Guest App section.

   • Scroll to the Check-in Area.

2. Enable Automatic Door Information Sharing:

   • Toggle Automatic Door Information to On.

3. Set Payment Threshold for Sharing:

   • Upon enabling, you'll be asked: Show the door instructions and the code always or only when the booking has been paid?

   • Default Behavior: If you have a damage deposit configured, Rental Ninja will automatically default to requiring the damage deposit to be paid before sharing access information.

   • Customize Threshold:

     • If you do not want to enforce damage deposit payment for access, untoggle the damage deposit option.

     • A new section will appear allowing you to set a custom payment threshold for sharing instructions.

     • You can choose between:

       • Full amount of the booking paid

       • Custom percentage (e.g., 90%)

   Payment Threshold Options:

   Option	Description	Use Case
   Always	Door instructions and codes are always visible to the guest.	When you do not require any payment confirmation before providing access.
   Only when the booking has been paid	Requires full payment of the booking amount.	Standard secure access sharing, ensuring guests have completed financial obligations.
   Damage Deposit paid	Requires the damage deposit to be paid. Default behavior if a damage deposit is configured.	To ensure security deposits are secured before access is granted.
   Custom percentage	Requires a specified percentage of the booking amount to be paid (e.g., 90%).	Useful for scenarios like city taxes charged manually post-check-in, where a small outstanding amount shouldn't block access if the main booking is largely paid.

   • Click Save to apply these settings. Rental Ninja will now send an email with door instructions to the guest once the defined payment threshold is met.

   

4. Guest Portal Specific Visibility:

   • This section applies only to the guest portal (not email sharing).

   • You can set a specific time when door access information becomes visible in the guest portal.

   • Toggle Don't show it until the check-in time to On.

   • You can also specify a time that is earlier than the actual check-in time (e.g., if check-in is 11:00 AM, you can set it to 9:00 AM).

Device Naming

Access Sharing Payment Thresholds

Refer to the "Payment Threshold Options" table in the "Step-by-Step Configuration" section above for detailed settings.