Admin Workflows

This page covers the essential workflows and processes for managing the OneLock system through OneLock Web (Admin Panel). These workflows are specifically designed for OneLock admins who need to set up and maintain the system infrastructure.

Team Setup

Create roles and assign them to team members.

PMS Integration

Set up integrated locations, configure PMS connections, and manage location settings.

System Monitoring

Review logs and address security issues.

Configuration Management

Create zones, configure entry points, and system settings.

Team Setup

Set up your team with the right roles and permissions so everyone only gets access to what they need. This video demonstrates the complete process from creating roles to adding team members.

1

Complete Prerequisites

Ensure locations are created and units/tenants are syncing properly before adding team members.

2

Create Role

Go to Company → Roles, click Create New Role, and enter a role name (e.g., "Manager", "Maintenance").

3

Set Permissions

Configure permissions using the right-hand box for integrated locations (left box is for standalone). Select options like view lock logs, access vacant units, access current units, or access reserved units.

4

Save Role

Click Save to create the role with your defined permissions.

5

Create Employee

Go to Company → Team, click Create Employee, and enter first name, last name, and email.

6

Assign Role and Location

Select the role you created and assign the team member to one or multiple locations. You can assign different roles at different locations if needed.

7

Grant Access

Click Grant Access to send an invitation email to the team member.

8

Upgrade to Admin (Optional)

For users who need full system access, use the Upgrade to Admin option to grant administrator privileges across all locations.

Role Types and Permissions

Roles define what team members can do in the system. Here are common role configurations you might create:

Role	Permissions	Use Case
Facility Manager	All unit access, lock operations, bundle creation	Day-to-day facility operations
Maintenance	Vacant/reserved units only, basic lock operations	Repairs and maintenance tasks
Admin	Full system access across all locations	Complete administrative control

Permission Options for Integrated Locations

Below are the main permission options you can configure for roles assigned to integrated locations in OneLock Web (Admin Panel):

• View lock logs and activity

• Access vacant units

• Access current (occupied) units

• Access reserved units

• Additional permissions are being added over time

Admin Privileges

Admins have the highest level of access in OneLock Web (Admin Panel). Assigning admin privileges gives a user full control over all system functions and settings across every location in your company.

• Full access to all system functions

• Add/edit team members and roles

• Configure location settings and move-in messages

• Access all locations in your company

• Complete administrative control

Important Notes

• Build out locations and verify sync before adding team members

• Use the right-hand permission box for integrated locations (left box is for standalone)

• Team members receive an email invitation to create their account

• You can resend invitations if they don't receive the initial email

• Different roles can be assigned at different locations for the same team member

• Admin upgrade grants full access across all locations and functions

PMS Integration

Set up a new integrated location and configure PMS connections to keep data synchronized. This video covers the complete setup process from creating the location to configuring all essential settings.

1

Create Location

Go to Company → Locations, click Create Location, and enter your location name.

2

Get API Credentials

Contact your PMS provider for API information (for Hummingbird/Cubby) or refer to your specific integration guide (for SiteLink/StorEdge). Always CC [email protected] when requesting credentials.

3

Enter PMS Settings

Add the required API information and click Submit to create the location.

4

Sync Data

Go to Units and Tenants tabs, click Sync Units and Sync Tenants, then wait 3-5 minutes and refresh.

5

Configure Location Settings

Edit support phone number, payment links (Cubby users must add portal link), blanket delinquency, and communications messages.

6

Set Up Zones

Create zones for entry points, assign units to zones, and bundle entry points (see Configuration Management for details).

PMS Integration Guides

Visit your specific PMS integration guide for detailed API setup instructions:

• Hummingbird

• StorEdge

• Cubby

• SiteLink

• SSM

• Self Storage Manager (SSM)

  Important Notes

  • Always verify unit and tenant synchronization after initial setup

  • Blanket delinquency setting: enabled = all units overlocked if one is overdue; disabled = only overdue units blocked

  • Use available variables to personalize move-in and temporary access messages

  • Test all settings with a sample tenant before full deployment

  Tip

  Watch sync logs and error reports; adjust sync frequency and batch sizes to match data volume.

System Monitoring

OneLock Web (Admin Panel) provides comprehensive system monitoring capabilities so you can track activity, identify issues, and maintain system health. This workflow gives you complete visibility into system activity, helps maintain security compliance, and provides audit trails for regulatory requirements.

1

Access System Logs

Navigate to OneLock → Logs in OneLock Web (Admin Panel), select appropriate time range for review, and choose specific filters if needed (units, users, activity types).

2

Review Access Patterns

Check for unusual access patterns or times, monitor failed access attempts and frequency, review temporary access sharing activities, and track manager lock operations.

3

Identify Security Issues

Look for patterns in failed access attempts, check for unusual access times or locations, monitor system-wide activity patterns, and identify security concerns.

4

Address Security Issues

Address any security issues immediately, adjust system settings if needed, and document any incidents for future reference and compliance purposes.

Tip

Creating regular monitoring reports helps you track trends over time and share valuable insights with your team. This approach enhances overall system security and performance by making it easier to identify patterns and resolve issues proactively.

Key Insight

When tenants share temporary access, you can see exactly who is opening their unit - including names and phone numbers. This provides complete visibility into unit access patterns across your entire facility.

Configuration Management

Configuration management in OneLock Web (Admin Panel) allows you to customize system settings and integration options to meet your organization’s needs. Here you will find tools to manage entry points, establish access zones, and modify system-wide settings to ensure your facility operates smoothly and securely.

1

Plan Facility Layout

Map out your facility's physical layout, identify logical groupings of units or areas, determine which entry points each zone should access, and consider security requirements for each zone.

2

Create Access Zones

Go to OneLock → Entry in OneLock Web (Admin Panel), click Create New Zone, enter zone name and description, and define zone boundaries and unit assignments.

3

Configure Entry Points

Set up entry points (gates, doors, etc.) for each zone, configure access permissions for different user types, set time restrictions if needed, and configure special access rules.

Tip

After setting up your zones and entry points, it helps to test access with different user roles and see how the restrictions work in real situations. Keep an eye on how zones are used, ask for feedback from your team, and make small adjustments as needed to keep security tight and the experience smooth for everyone.

Zone Configuration Examples

Here are some practical examples of how you might set up different access zones in OneLock Web (Admin Panel) based on your facility layout and security needs. The table below shows typical zone types, which units and entry points they include, and the kinds of access restrictions you can apply to match your operational requirements.

Zone Type	Units Included	Entry Points	Access Restrictions	Use Case
Main Storage Area	All standard units	Main gate, side door	Business hours only	Regular tenant access
Premium Units	High-value units	Premium gate, security door	24/7 access, enhanced security	Premium tenant service
Maintenance Area	Utility units, equipment	Service gate, back door	Staff only, time restricted	Facility maintenance
Office Area	Administrative spaces	Office entrance	Staff only, business hours	Administrative functions

System Settings

Configure general system parameters and integration options to optimize performance and functionality:

1

Access System Configuration

Go to Company → Locations in OneLock Web (Admin Panel), select your location, and navigate to the system configuration section.

2

Set Business Parameters

Set up business hours, configure notification preferences, and adjust system-wide parameters as needed.

3

Configure Data Settings

Configure data retention settings, set up backup schedules, and adjust performance parameters for optimal operation.

4

Test Configuration Changes

Save your configuration changes, test the new settings, and monitor system performance to ensure everything is working correctly.

Tip

Always keep a record of any configuration changes you make in OneLock Web (Admin Panel). Note how these changes impact system performance and maintain a configuration history to easily troubleshoot issues and stay compliant with your organization's requirements.