Through connecting BearBox with the Kinnovis Manager the Kinnovis Manager will assign a pin code on move in date for a unit. There is a Pin code Merge Tag available for the Email Trigger "Move-in date reached" which you can use to set up an Email to inform the customer of how to access the unit. (Described in Step 3)
The Kinnovis Manager generates one pin code per customer, the first time access is given for a unit in BearBox over the Kinnovis Manager, it will always stay the same pin code. The Kinnovis Manager will create its own customers in BearBox, there will be no matching done to the existing customers in BearBox.
If you have used BearBox already before connecting it to the Kinnovis Manager, your existing customers in BearBox can still use the same pin codes for the units as before, until the Kinnovis Manager sets the pin code for this unit in BearBox.
When will the Kinnovis Manager set the pin code in BearBox?
A new move-in in the Kinnovis Manager (Booking reached the move-in date)
The revoke and restore access functionality is used in the Kinnovis Manager
! Attention ! In case the customer still uses an in BearBox generated pin code, this pin code is overwritten on restore access and the customer needs to be informed manually about his new pin code.
Currently, the pin code cannot be retrieved in the Kinnovis Manager by the operator, the best overview offers the "All Site Users" Report in BearBox https://storage.bearbox.co.uk/secure/sites/users.cfm where a full list is shown which you can also export:
-> In case you want to have a clean sleigh to avoid any manual work later when using the revoke/restore access functionality of the Kinnovis Manager, you can contact our support. Request a full synchronization, which means for all available active bookings in the Kinnovis Manager the pin codes will be generated and sent over to BearBox.
But this means that the old pin codes that have been created in BearBox are then no longer working, and you need to inform your existing customers about the pin code change, there is no functionality in the Kinnovis Manager to notify the customer in this case yet.
All the following 3 steps are needed to successfully set up a working integration between BearBox and the Kinnovis Manager.
Step 1
First go to "Integrations" search for the Access Provider BearBox and click on "Connect" to open the configuration window, as shown in this screenshot:
First choose the location(s) you are using BearBox for and you want to connect with the Manager from the drop-down.
Next add your BearBox Username and Password which you should have received by BearBox on set up of BearBox for your location.
Fill in die Site ID of BearBox (e.g. 238), which you should also have received by BearBox on set up of BearBox for your location.
In case you do not know your BearBox username, password or Site ID, please reach out to BearBox to retrieve it. You can either write a support ticket at https://support.bearbox.co.uk - or by emailing [email protected].
4. Provide the Bearbox Zone Id(s) that should be used for the unit access permissions. Currently, you can only define one set of zones for all access permissions. The correct zone Id(s) you can find by login into the Bearbox platform and open this link: https://storage.bearbox.co.uk/secure/zones/zones.cfm
In this example screenshot, the Zone "Staff" has Zone Id 0 and the Zone "Customer" has Zone Id 1. If needed you can provide also multiple Zone ids by comma separating them, e.g. 0,1
5. On default the pincode length is set to 8, but feel free to adjust this to your needs, depending on your use case to balance convenience vs. security.
In case you have multiple locations using BearBox with different Site Ids you can use the button "Add another BearBox connection".
After successfully saving, the first step of connecting BearBox to the Kinnovis Manager is done.
Step 2
Now we need to make sure the Kinnovis Manager knows which unit that was created in the Manager relates to which unit in the BearBox System. There are 2 ways to do that.
The manual way
This makes sense if there are not too many units to be mapped or if you are adding some new ones:
Go to a units detail page in the Kinnovis Manager and click on the pencil icon of the section "General":
The popup that is opening offers now a field called "Access Permissions", which needs to be filled with the BearBox Unit Name. You can find that BearBox Unit Names in the BearBox system following this link: https://storage.bearbox.co.uk/secure/sites/edit_node.cfm and then clicking here:
The names needed are shown then on this unit overview:
Once you successfully saved the Kinnovis Manager knows for which unit in the BearBox system the pin code is to be set once a new move in happens through a booking.
The bulk assignment way
If you have a long list of units to assign, this can be very cumbersome and error prone to do manually, in this case it makes sense you contact our support to help you. Please prepare an Excel List with 2 columns, "BearBox Unit Name" and "Kinnovis Unit Name" and provide all the units you want to have connected. We then can do that assignment in bulk in our database.
Step 3
To inform your customer about the pin code, make sure to set up an email for the email trigger "Move-in date reached"
There is a merge tag available, that will provide the customers pin code to access the unit.
