Set Up Integration with SaltoKS

The following steps will help you set up the OfficeR&D integration with SaltoKS.

Procedure

1. Go to the ‘Settings’ tab, click on ‘Integrations’ (left-hand side of the panel) and look for ‘SaltoKS’.

2. Make sure your Salto KS account is activated and then click ‘Connect.' You will be presented with the following dialogue that will allow you to enter your credentials in order to authenticate OfficeR&D to communicate with your Salto KS account.

3. After you click 'Authenticate' the following window will pop up.

5. This window presents you with five tabs, each one allowing you to map different OfficeR&D entities to Groups in Salto KS. Each different entity mapping serves a certain purpose.

a) The first tab allows you to map a Plan (you can manage plans by going to Billing -> Plans) in OfficeR&D to an access group in Salto KS. Once you create such mapping, you are basically telling OfficeR&D: "Every time someone is assigned a membership with this plan give him access to the following access groups". Access will be automatically granted or revoked depending on when a membership starts or ends. Plan mappings are most often used with the so called "Hot desk" plans, to grant members access to a common area where those desks reside, however, smaller spaces use them to map "Dedicated desk" plans as well.

b) The "Floors" tab allows you to map floors (you can manage floors by going to Space -> Locations) to access groups. Mappings here work like this: assigning a membership to a desk on a certain floor will grant access to all mapped groups. To make things clearer here is an example.

Example: On the screenshot below, Floor 1 in London is mapped to "First floor access group". This means that if we go and assign a membership belonging to Joe to a desk on "Floor 1" in "London", we will grant Joe access to "First floor access group" in Salto KS.

Note: If the membership does not have a member assigned, access will be granted for the whole team.

c) The third tab lets you map locations (you can manage locations by going to Space -> Locations) to Salto KS access groups. Location mappings work a lot like floor mappings. Whenever you assign a membership to a desk in a mapped location the member will get access to the access groups mapped.

Example: On the screenshot below London is mapped to "General building access group". This means that if we go and assign a membership belonging to Joe to a desk on any floor in "London", we will grant Joe access to "General building access group" in Salto KS.

Note: If the membership does not have a member assigned, access will be granted for the whole team.

d) The fourth tab allows you to map Meeting rooms (you can manage meeting rooms by going to Space -> Meeting Rooms) to SaltoKS groups. Settings here take effect whenever someone creates a booking for a mapped meeting room.

Example: John books a meeting room through OfficeR&D Members portal, or an admin creates a booking on behalf of John through the Admin portal (by going to "Calendar" view and clicking on an empty slot) for the "Elephant" meeting room. When the time of the booking approaches John is granted access to the access groups mapped to that room. When the booking ends the access for John is revoked.

e) The last tab allows you to indicate what access users with day passes will get (you can configure day passes by going to Billing -> Plans -> Add plan -> Advanced). Every member or team that have day passes will get access to the access groups mapped in this tab. The access is revoked once all day passes are used up or when their validity ends.

6. After clicking ‘Done’ you are all set up to start using the OfficeR&D and SaltoKS integration. All the different configuration options above give you great control over who has access to which location. This means you don’t have to worry about adding or removing people manually from a Salto KS access group anymore, OfficeR&D will do that for you!

IMPORTANT

Once you map a Salto KS access group to an entity in OfficeR&D, the SaltoKS access group becomes solely manageable by OfficeR&D. This means that even if you go to your Salto KS dashboard and add a member manually, they will be removed if they are not supposed to have access according to OfficeR&D configuration. This is why we recommend prefixing the names of your Salto KS access groups managed by OfficeR&D with "OFFICERND_". This way it will be more obvious for you, that this group is connected to OfficeR&D.

Granting access to members that are not present in OfficeR&D

Sometimes you want to grant access to members that are not in your OfficeR&D organisation. That would probably be cleaners, important guests and so on. If you add those people to some of the groups managed by OfficeR&D they will get removed right away (as described above). That's why we recommend creating a new group (without a prefix) that grants the appropriate permissions and adding the member there. As this group will not be included in the configuration of the integration in OfficeR&D (Settings/Integrations/SaltoKS), access for this member won't be revoked.