Before you start, make sure that:

In Kinnovis Manager, open Integrations from the side menu. Kinnovis Access is the first card under Access providers. Click Connect on the card.

Once a location is connected, the card shows a Connected label and the names of the linked locations. To manage your connections later, click the pencil icon on the card. This opens the Kinnovis Access connections window.

Click Add connection and fill in the fields:

Important: Each connection links exactly one facility to one location. If you run several sites, add one connection per site. To add another site later, click the pencil icon on the Kinnovis Access card, then Add connection.

The Manager tests the connection, reads the facility's PIN code length and shows it in the form. The facility decides the length, so you can't choose or change it in Kinnovis Manager.

Important: The facility's PIN code length must be between 7 and 12 digits. If it isn't, the connection is refused.

Click Finish. The connection is only saved if the facility accepts the Base URL and API key. With a wrong URL or key, you see an error and nothing is saved.

After saving, the API key is never shown in full again.

The Kinnovis Access connections window lists each connection with its Location, Base URL, PIN code length and Status. A working connection shows Connected. If a facility can't be reached for a while, its status shows a connection issue.

To change a connection's location, Base URL or API key, click the pencil icon on its row. You can't disconnect a connection in Kinnovis Manager. To remove one, contact Kinnovis Support.

With the connection active, the Access permissions dropdown is enabled on your units in the Units module. Use it to link each unit in the Manager to its unit at the facility.

Kinnovis Manager only grants access for linked units. A unit you don't link gets no access through Kinnovis Access and can't be opened remotely.

Go to Units and open an existing unit, or click Create Unit. For a new unit, select the location and unit type and enter the unit name.

In the Access permissions dropdown, pick the matching facility unit. Click Save.

Each unit can be linked to one facility unit. A facility unit can only be linked to one unit in the Manager.

If you create a new unit without picking a facility unit, the Manager takes over the facility unit with the same name. When no facility unit has that name, the facility creates one.

Your unit list lives in the Manager. Any change you make there is sent to the facility:

The facility hasn't confirmed the unit yet. Until it does, the unit gets no access and you can't open it remotely from the quick actions in the unit list.

If your facility already has customers using Kinnovis Access, choose how to bring them over. You can keep their current codes or give everyone a new code from Kinnovis Manager.

Your units and access codes already exist at the facility. Link each unit in Kinnovis Manager to its facility unit, as described in Link your units. Your customers keep the codes they already use, so there is nothing to send them. Kinnovis Manager keeps using these codes when access is restored, a booking changes, a customer switches units or books another unit at the same location.

A full re-sync gives every customer a new PIN code from Kinnovis Manager. All codes are then managed in one place. To request a full re-sync, contact Kinnovis Support.

The PIN code email goes out at move-in. Customers with existing bookings have already moved in, so they never get it. Until you send them their new code, they have no working code for the facility.

After the re-sync, do this for every existing booking:

The PIN code change email isn't sent after a full re-sync either, even if you've set one up.

New bookings work as normal. Customers get their code with the move-in email.

Each customer gets one PIN code per facility. That code works for every unit they rent at the location, so a customer with two units only needs to remember one code.

The Manager creates the code automatically and makes sure no two customers share it.

Set up an email for the Move-in date reached trigger and add the {{access_offline_pin_code}} merge tag. Each customer then gets their code automatically when they move in.

When you click Reroll PIN on a booking, Kinnovis Manager can email the customer their new code. Set up an email for the PIN code change (if access provider integrated) trigger and add the {{access_provider_new_pin_code}} merge tag. Customers only see their new code if your template includes it. You can also add {{access_provider_affected_unit_names}} and {{access_provider_affected_location_names}} to show which units and locations the code is for.

If a code has been shared or a customer asks for a new one, open the booking and click Reroll PIN. The new code replaces the old one on all units the customer rents at that location.

The new code is active once the facility has accepted it. If you've set up an email for the PIN code change trigger, the customer gets an email about the change.

You don't need to touch the facility when a booking changes. The Manager sends every update for you.

A booking with a move-in date of today gets its PIN code straight away. For a scheduled booking, the code starts working on the start date.

Access is removed at 2:00 at night, the location's local time, on the booking's move-out date. If 2:00 on that date has already passed, access is removed straight away. Any other units the customer rents keep working.

For a cancellation at the end of a billing period, the move-out date is the day the period ends. That is usually the day after the last paid day.

If the next customer already has the unit, the previous customer's move-out doesn't touch it. Your new customer is never locked out by mistake.

Every access change is recorded on the booking in the Access log history card. It lists when access was granted, locked, restored or revoked, with the date, the unit, who triggered it and the invoice reference. This is the Manager's record of access changes, not a log of entries at the facility.

When a customer is standing at a locked door or a unit needs opening for maintenance, your team can open it from the Manager without going on site.

Users with the Admin, Admin Franchise or Sales role can open units and doors remotely.

Go to Access, then Remote open, and click Open unit. You'll find it in:

The option only shows for units linked to a facility unit. A blocked unit can still be opened remotely, because the block only stops the customer's PIN code.

On the Facility map, click Open door. Pick the door and confirm.

If the lock doesn't respond, the Manager automatically tries once more. Every remote open is recorded at the facility under the name of the user who triggered it.

For more on daily use of the map, see Using the facility map for your daily operations.

No. Visitors added through shared access don't get a PIN code and have no access at the facility.

The facility checks PIN codes itself when they're entered, so customers can still get in with their existing codes.

In the Manager, the connection shows a connection issue and you get a task and an email. Access changes for bookings are held back while the facility can't be reached. These bookings show Access pending in the booking list and on the booking detail page.

The Manager checks the connection at least every two hours. Once a check succeeds, all held-back changes are sent and you get an email saying the connection is restored.

Remote opens are the exception. They aren't held back, so try again once the facility is back online.