The following steps will help you set up the OfficeRnD integration with SaltoKS.
Note: The integration synchronizes automatically every 15 minutes.
Note: The integration allows you to invite users to SaltoKS, where they can register. This gives users the ability to use the SaltoKS mobile app - if you'd like to link their access with a physical key, you've to assign it manually to them in SaltoKS.
Connecting the integration
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 OfficeRnD to communicate with your Salto KS account.
3. Automatically, a 'Setup SaltoKS Connection' window will appear and you will have to select the 'SaltoKS Site' you want to connect to from a drop-down menu.
Creating an Access Group in SaltoKS
This needs to be done over in SaltoKS.
- Click "Add Access Group.
- Click "Add People".
Note: Here you should add at least 1 person in order for the access group to be created.
This should be one of the admins of the space as this will grant them access until they're manually removed from the group in Salto. - Choose the locks that you'd like to be associated with the access group, i.e the doors that people will have access to, if they're associated with this group.
- Set "Define Time Frame" to "Always" in order for OfficeRND to determine who gets access based on the mapping that you'll do in the integration settings later.
Configuring the integration settings
After you click 'Configure' the following window will pop up:
This window presents you with six tabs, each one allowing you to map different OfficeRnD entities to Groups in Salto KS. Each different entity mapping serves a certain purpose.
1. Plans
The first tab allows you to map a Plan (you can manage plans by going to Billing -> Plans) in OfficeRnD to an access group in Salto KS. Once you create such mapping, you are basically telling OfficeRnD: "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.
Members will only be added to SaltoKS once their membership becomes active. They will not appear in SaltoKS or receive an invitation before that.
Note: If the membership does not have a member assigned, access will be granted to the whole team.
2. Locations
The second 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 to the whole team.
3. Floors
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 to the whole team.
4. Offices
The fourth tab, "Offices", allows you to map private offices (you can manage private offices by going to Space/Private offices) to access levels. Mappings here works like this: assigning a membership to a private office will grant access to all mapped access levels.
Note: If the membership does not have a member assigned, access will be granted to the whole team.
5. Meeting Rooms
The fifth 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 OfficeRnD 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.
6. Day Passes
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 has day passes will get access to the access groups mapped in this tab. The access is revoked once all the day passes are used up or when their validity ends.
After clicking ‘Done’ you are all set up to start using the OfficeRnD 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, OfficeRnD will do that for you!
IMPORTANT
Once you map a Salto KS access group to an entity in OfficeRnD, the SaltoKS access-group becomes solely manageable by OfficeRnD.
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 OfficeRnD configuration.
This is why we recommend prefixing the names of your Salto KS access groups managed by OfficeRnD with "OFFICERND_".
This way it will be more obvious for you, that this group is connected to OfficeRnD.
Please note that OfficeRnD does not delete any member accounts in SaltoKS - we do revoke their access once their membership ends or they no longer have any day passes left, but the account of the customer does not get removed in SaltoKS.
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