Admin Guide

This guide introduces you to the key tasks and responsibilities you'll handle as a OneLock admin. You'll use OneLock Web (Admin Panel) to manage your team, set permissions, and configure system integrations. The goal is to help you feel confident in your admin role and understand how to make the most of the platform.

OneLock Web (Admin Panel) Structure

The OneLock Web (Admin Panel) is organized into two main sections, each with specific functions.

OneLock Section

This is where you'll manage all the essential parts of your facility—units, locks, activity logs, and entry points:

Feature	Functionalities
Units	View all units, monitor status, track lock assignments
Tenants	View all active tenants and manage secondary tenants
Locks	Monitor assignments, track activity, manage inventory
Logs	View comprehensive system activity logs
Entry	Manage entry points and access zones

Company Section

This is where you'll look after everything to do with your organization as a whole—your team, locations, tenants, and roles:

Feature	Functionalities
Team	Create employees, assign roles and permissions
Locations	Manage multiple locations and settings
Tenants	View details, monitor payment status
Roles	Create custom roles with specific access levels

Admin Panel Walkthrough

Get a complete tour of OneLock Web (Admin Panel) for integrated locations. This video demonstrates the key pages you'll use daily and highlights the most important features.

Key Pages in the Admin Panel

Below is a summary of the main pages you'll use in the OneLock Web (Admin Panel) for integrated locations. Each page is designed to help you efficiently manage your facility, monitor activity, and keep your system running smoothly.

Units Page

Your starting point for monitoring all units synced from your property management system. You won't use this page heavily, but it's useful for tracking rollout progress and managing temporary access.

• View all units automatically synced from your property management system (PMS).

• Check which units have smart locks assigned using the Locks column.

• Monitor if temporary tenants have access to a unit and revoke access by clicking their name.

• See the last time each unit was accessed.

• Manually sync units if you need immediate updates (otherwise, sync happens every 15 minutes).

• Filter by location, name, or description to find specific units.

Locks Page

Monitor all locks in your database and their unit assignments. You won't spend much time here, but it's helpful for managing display names and checking lock status.

• View a list of all locks in your database.

• Check if each lock is bundled to a unit and see its assignment status.

• Edit display names for locks, especially for units with multiple locks (e.g., label as "Front Door" or "Back Door").

• Bundle locks through the admin panel (can also be done in Manager App).

• Important: Avoid editing the top section of the lock details to prevent tenant access issues.for the new accordion

Logs Page

Your most-used page in the Admin Panel. This is where you'll spend the most time, monitoring all system activity for security and accountability.

• Use this as your main monitoring tool for all system activity.

• Review every open/close action, temporary access sharing, overlock denials, and manager operations.

• Filter logs by event type, unit, or other variables for detailed tracking and troubleshooting.

• Track comprehensive audit trails for compliance and security.

Entry Points Page

Manage how entry points appear to tenants in their app. You won't use this often, mainly when facility layout changes.

• Manage the display names for entry points (these are what tenants see in their app).

• Update entry point names if your facility layout changes (for example, if a gate is converted to a door).

• Ensure clear, descriptive names for better tenant experience.

Tenants Page

Monitor and sync all tenant data from your property management system. Use this page when moving tenants in immediately to ensure they can access the app right away.

• View all tenants synced from your PMS (auto-syncs every 15 minutes).

• Manually sync tenants after immediate move-ins to ensure access is granted right away.

• Filter and search tenants by name for quick lookups.

• Verify that new tenants appear in the list before they download and use the app.

• Ensure tenants receive the move-in text message with app instructions.

Important Notes

• Units and Tenants sync automatically every 15 minutes (e.g., 1:00, 1:15, 1:30, 1:45)

• Use manual sync buttons when moving tenants in immediately to avoid login issues

• Logs page is your primary monitoring tool—use it frequently for security and accountability

• Display names set in Locks and Entry pages appear in tenant and manager apps

System Integration

System integration in OneLock connects your property management tools and other systems automatically. This means your unit lists stay current without manual updates, tenants get access automatically when they move in, and payment status directly controls their access permissions. The system works in the background to keep everything synchronized and up-to-date through API endpoints, webhook support, and secure authentication methods.

Available PMS Integrations

You can connect OneLock Web (Admin Panel) with several leading property management systems to keep your unit and tenant data in sync automatically. Supported integrations include:

• Hummingbird

• StorEdge

• Cubby

• SiteLink

• Self Storage Manager (SSM)

If you use a different PMS or have questions about integration, just reach out to our support team, and we’ll help you get set up or discuss custom options.

Why Use OneLock Web (Admin Panel)

OneLock Web (Admin Panel) provides a secure and efficient way to manage your facility, team, and system settings.

• Secure access control for all team members.

• Flexible role creation for different job functions.

• Complete audit trails for compliance.

• Easy permission management as teams change.

What You'll Be Doing Day-to-Day

Here's a quick look at the main tasks you'll handle as a KISS admin:

• Connect and maintain PMS connections.

• Manage users, roles, and permissions.

• Adjust settings and integration options.

• Oversee system activity and performance.

• Monitor activity logs and security events.

• Configure system settings and integration options.

Admin Workflows

Discover detailed step-by-step instructions for each workflow:

Admin Workflows

Complete instructions for team setup, permissions, PMS integration, monitoring, and settings management.