Manage employees access easily

At this time, we would like to introduce our newest addition to the tools set used with our smart lock - a web portal that allows managing a larger number of users in an easy, convenient way. In comparison, our mobile app was intended for a smaller scale of individual home users. 


Whilst designing the portal we thought of companies that have a substantial number of employees, as well as of Hotels, Airbnb hosts and other short-term rental businesses. Managing traditional keys can often be a hustle, requiring the owner to supervise the key handover and perform regular lock replacements to ensure optimal security of the establishment. With tedee, managing access has just become a lot easier!  



Use your smartphones as office keys

Forget about having to manage key duplication or having to buy an expensive and complicated access control system and program access cards for each of your employees.  Your employees have the necessary tool already - their smartphones! All you need to do is install tedee smart lock at your office and ask your employees to download our app. This way keys become digital and are easily organised thanks to our Portal. Such keys cannot be copied the same way traditional ones can, allowing for a much higher security standard.

On top of that, every operation of the lock is recorded in action history log so that entry or exit times are all recorded. Lastly granting or revoking access via tedee’s portal for business is always instantaneous ensuring that the owner is always in control and knows precisely who can open or close the company door. 


The administrator or the owner needs simply to invite the new user into the organisation and grant access accordingly using the portal, while end-users (be it employees or rental guests) need only to create an account in our mobile app to operate the assigned lock.


Logging in & Creating an organization 


Portal for Business supports all tedee devices and requires the user to first register using our mobile application.   


It is available at the following address: https://portal.tedee.com 

All pictures found this article can be zoomed-in by clicking on their compressed version. 


After entering the above URL, you will be greeted by the following page: 

  

 

To login into the portal same credentials are used as when accessing the mobile app. This is convenient since the number of passwords and user logins is kept at a minimum.


Once logged in you will be taken to the list of organizations tied to the account. Organizations, in essence, stand for a set group of devices (locks or bridges) and users who have access to those devices, and in this article, we will refer to such groups in the same way as Organizations


In the centre of the page, a grid will appear where each managed organization is represented by a small tile with its name and number of the assigned devices. 


  

  

As a new user, you will probably encounter an empty page. You can create a new organization by pressing on "Add organization". Once pressed a sliding panel will appear on the right side. There will be three input fields: "Name" "Description", and "Logo" which allows you to upload a picture to help you identify your organization. 


Once added it will appear on the list, alongside any other organizations, if there were any.


Try adding one now! 


 

Organization Settings 

 
Press on your newly added organization to enter its menu. 


  

 
On the left, there are four tabs:

Permissions - access matrix/table, where access to specific devices can be assigned to respective users
Users - allows to add users to the organization or edit their details 

Devices - a list of locks and bridges assigned to the organization 

Manage - panel for assigning organization administrators to allow multiple users to edit access permissions 


To return to the list at any time press the logo in the top left-hand corner.  


  

Before we review any section in detail, a device must be assigned to the organization. 
Enter the Devices tab now and press "assign devices" to add locks you wish to manage in this organization. In the newly opened panel, you can select devices that you wish to be added. Note that only those devices that you own can be added. Once selected, upon pressing "add" a pop-up will appear to inform about handling the ownership of the devices to the owner of the organization (since in this tutorial we created the organization ourselves nothing will change).


Additionally, a choice can be made to include all of the users that already have access to the selected locks or bridges, which is usually recommended. 



  


Devices


Let's linger in the Devices menu a little longer. All locks and bridges added to the organization will be displayed here.
  

Each position will contain the name, type, a context menu status, firmware version, serial number and MAC Address. While the context menu allows to remove the device from the organization or grant user access directly from the Devices menu, the status section contains symbols along with their description when hovered over. This way the signals are easily readable and remain as intuitive as in the mobile app.
  

The last three positions are relevant for diagnostics. It is good practice to prepare the firmware version and the serial number when reporting issues with your devices.  


Permissions and granting access 



Permissions tab allows you to view the user access matrix or access chart. On the top-most row, all organization devices are listed whilst each subsequent row shows access level for each user. Three icons are representing a Guest, Admin, and the Owner.  


 

You can add access permissions by hovering over the "plus" icon to assign them directly to a specific user concerning an already chosen device or you can do it manually by pressing Add permissions on the right. All the access options are identical to the ones available in our mobile app. 

Adding and editing existing users  



The Users section allows the owner to invite users to the organization similarly to how it is done in the app. Users without an account will have their names displayed in yellow. There is also a context menu that allows you to assign permissions directly from here, edit the displayed name of a specific user or enter additional details.



By entering the details from the context menu, the owner can view the assigned devices to the user as well as all activities related to the devices such as unlocking, pulling the latch, closing etc. Another context menu allows to edit access permission directly concerning the listed device. Finally, the Add User button now becomes a Grant Access button, allowing to grant access directly to the selected user. 


Assigning organization administrators



The Manage section covers the organization administrators. You can appoint an administrator by entering their username or email address and pressing the blue Add button. By doing so the owner can allow another user to manage other members of the organization in the same way as the owner does except for revoking access from the original creator of the organization.   

Summary 


After following this tutorial, you should be ready to fully benefit from using tedee and our portal in managing your organization. We believe that the solution we offer greatly reduces any safety risks that are normally associated with sharing keys and access to employees or guests.  

 

Statistics show that in an average enterprise consisting of around 30 employees, 20-40% of them usually receive keys to the company’s facilities at some point. Considering that employee turnover can range from 30 to 120%, an average of 8 people gain unauthorised access per year. With traditional locks, this comes with necessary routine lock replacements to ensure security breaches are avoided. That allows for cost efficiency and savings to be made when choosing a digital solution such as tedee.  

 

As an ending note, we like to think that thanks to our smart lock owners will regain time and effort that otherwise would have been spent managing key handovers or lock replacements and can focus on more rewarding tasks.