Mobile access user management

Once you sync Activate users with your access control system (ACS), you or key admins in your properties can manage their access right in the Activate platform. We’ll explore how to sync users, toggle their access, assign access control groups, and troubleshoot simple access issues. All of this is part of our portfolio management access solution—if you’re interested, reach out to your partner at VTS.

1. Access control
2. User syncs
3. Access groups
4. Creating Access admins
5. Assigning property access admins
6. Assigning company access admins

Access control

You can find access control in the navigation menu. Here you’ll see a searchable table full of everyone’s access which you have permission to see. Click add filters to limit your table by access enablement, access groups, or company. You can use edit columns to hide or display information too.

To change a user’s access, just click the mobile access dropdown and make your selection. Select the access group you need, then click assign.

When enabling users with access to different locations (such as different buildings or properties), Activate will automatically push credentials for the new locations to the users's mobile access key. Users will also automatically be added to that location's channel as a workplace member (if they weren't already).

User syncs

VTS Activate has a 2-way sync with ACS providers—if you’ve got the portfolio management access module, you can create your users right in Activate, pre-enable their mobile access, and automatically send their info to your ACS in a few clicks.

When you create users in Activate that aren't pre-enabled, they’ll show up in the mobile access table as disabled. To sync the user, just enable mobile access with the dropdown. Once you do, the info will be sent to your ACS and access groups will be automatically assigned.

It’s rare, but if your users are added in your ACS instead, first they’ll be synced after 10 to 20 minutes and sent an invitation email. Once they accept the invite, they’ll show up in the mobile access table. After the sync is complete, they’ll automatically be given access based on their access control groups in the ACS.

If the sync ever fails, you can try again by clicking the actions dropdown and selecting resync.

Access groups

You can edit and assign access control groups right in Activate. Your access groups are created from your ACS, and they’ll usually already be set up once you implement VTS’ access module. Check with your organization if you’re not sure about naming conventions or definitions for specific groups.

To change a user’s access groups:

1. Search or filter to find the user.
2. Select the user by clicking their name.
3. Use the dropdown to make your selections, then click save changes.

You can also multi-select by toggling users, then click edit access groups. If you select any users that have access disabled, you’ll be prompted to enable them first too.

In the access groups page, you can view all of your groups at once, including their number of users. Click into a group to see the complete user list.

Creating access admins

If your property has both building access and suite access, you can empower tenants to control their own user access by using access admins teams. Property admins can edit user access throughout the property, and company admins will control the access related to their own suites or spaces.

When you’re setting up your access module, you’ll need to choose one or two people to be the admin of the admins, so to speak—the access admin manager. VTS will set this team up for you with unique permissions to create the other access teams and add or remove their users.

To set up the access admins teams:

1. Go to property details under property settings.
2. Click the configurations panel.
3. Under property operations, turn on access control.

Once you make the teams, they’ll automatically be set up with the appropriate permissions for each level.

Assigning property access admins

To make a new property access admin:

1. Head to mobile access under access control.
2. Search for the user by name.
3. Click actions, then choose assign as access admin.
4. Select property access admin for permission level.
5. Click save.

You can remove them the same way.

Property access admins can control mobile access for any users at the property or assign any access control groups at the property.

Assigning company access admins

To add a company access admin:

1. Head to mobile access under access control.
2. Click actions, then choose assign as access admin.
3. Select company access admin for permission level.
4. Choose which company they’re responsible for.
5. Click save.

You can remove them the same way.

Company access admins can enable mobile access or edit access control groups for the companies that you assign them. They won’t have access to any other ACGs around the property.