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How do I provide Kisi access to my users?

As an admin, learn how to map your Kisi groups with your Plans, Passes, Resources, and Locations to give users access to your space

Sarah L. avatar
Written by Sarah L.
Updated yesterday

Once you have installed the integration between Optix and Kisi (by following the process outlined in this article), you are ready to link Kisi groups to Plans, Resources – which include Bookings and Assignments – and Locations for Check-ins. Read on to see how to set up each of these implementations.

Note: By default, organizations that have a white labelled app and Kisi embedded (to enable the tap to unlock functionality) will have users created in Kisi automatically any time they open Optix app. This is in place to improve the reliability of the tap to unlock functionality, as a user may not have opened the Optix app before trying to unlock the door.

How to create Kisi Groups

In order to add access to Plans, Resources, and Check-ins, you’ll need to first create Kisi groups in your Kisi account. A Kisi group/team can either house multiple access points in one, or a single access point. Feel free to access Kisi’s Help Center for documentation on how to set up Groups. Once you’ve created groups, you can then sync them directly to Optix.

How to create the Allowance and Discounts mapping

Mapping allowance and/or discounts to Kisi groups will mean users are added to Kisi groups when they have allowance or discounts on their account. The allowance or discount on their account could have come from a custom Plan, templated Plan, a Pass, or manually added by an admin.

To add Kisi groups to Allowance and discount:


1. Select Settings from the left-hand menu

2. Click on Installed apps and select Kisi

3. Locate the section Allowance and discounts and select Configure

4. This page will provide you with visibility of all groups of Allowance that exist in your organization. To the right of each Allowance and/or discount will be the option to assign Kisi groups.

Note: You can select as many Kisi groups as you’d like to map to each Allowance and discount group

How to create Plan mapping


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Plans enable users with allowances and discounts to Resources or Check-ins on a subscription basis. Each Plan can be configured to link to one or more Kisi groups, which will allow you to combine multiple access points into one. Now, when you assign a plan to a user or team, they will be automatically added to the Kisi group/team for the duration of the plan.

Note: If you’re looking to provide exclusive use of a Resource to a user/team over an extended period of time, our Assignments feature will enable you to do so. Read the section on Resources below for more information.

To link Kisi groups to Plans:


1. Select Settings from the left-hand menu

2. Click on Installed apps and select Kisi

3. Locate the section Plans and select Configure

4. This page will provide you with visibility across all Plans. To the right of each plan will be the option to assign Kisi groups.

Note: You can select as many Kisi groups as you’d like to map to the Resource

5. In the top right corner, you’ll see a green box letting you know that your mappings have been saved. Changes are saved automatically and will come into effect shortly after the update.

Note: There is not an option to link Kisi groups directly to Passes. To ensure that your Users with Passes have Kisi access, we recommend utilizing Allowance mapping.

How to create Resource mapping (for Bookings & Assignments)


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Using Resources, you can provide access to your organization based on a booking’s start and end time, or the duration of an Assignment.

Bookings

Users will get access to the Resource itself (and affiliated Kisi groups) 5 minutes prior to their booking start time, and their access will be revoked 5 minutes after the booking ends.

Assignments

When assigning a Resource to a user/team, you have the option to provide exclusive use all the time or provide conditional use based on times and days of the week. When integrating with Kisi, access to the assigned Resource (or affiliated Kisi groups) will be granted 5 minutes before each assignment start time and will be revoked 5 minutes after the end time of an assignment.

To link Kisi groups to your Resources:

1. Select Selections from the left-hand menu

2. Click on Installed apps and select Kisi

3. Locate the section Resources and select Configure

4. This new page will provide you with visibility across all your Resources. You can organize this page based on Resource name, location, and type of Resource. Alternatively, you can also use the search functionality to find the correct Resource. To the right of each Resource will be a section to add Kisi groups.

Note: You can select as many Kisi groups as you’d like to map to the Resource.

5. In the top right corner, you’ll see a green box letting you know that your mappings have been saved. Changes are saved automatically and will come into effect shortly after confirmation.

Note: The default access to each booking/assignment block will appear in your Kisi dashboard roughly 20 minutes prior to the start time. Your users will not be granted access until 5 minutes before their booking or assignment begins.

Kisi Access Buffer Time

Optix supports organization-specific buffer times for Kisi access. This determines how early and how long after a booking or assignment a user can unlock the door via Kisi. Please contact support@optixapp.com with your requested buffer time.

For any booking or access-based action:

  • If the buffer is default 5 minutes, a 2:00–3:00 PM booking grants access from 1:55 PM to 3:05 PM.

  • If the buffer is 30 minutes, that same booking grants access from 1:30 PM to 3:30 PM.

This buffer applies to:

  • Any resource booking linked to Kisi groups

  • Any assignment linked to Kisi groups

If you’d like to update your Kisi access buffer, just let Optix know the exact number of minutes you want:

  • Access before the booking, and

  • Access after the booking

Optix will apply the update for your organization.

Notes:

  • The buffer time applies only to new bookings created after the change.

    Existing bookings will not update automatically unless our team performs a full Kisi resync for your organization.

  • The buffer is global per organization. This means all Kisi-linked Resource bookings in that org follow the same timing rule.

  • Admins cannot adjust buffer times themselves. At this time, buffer changes must be configured by the Optix technical team.

How to create Check-in mapping


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You can also map Kisi groups to a location. This is useful when requiring users to ‘check-in’ to your organization prior to gaining access via Kisi. To configure this:

1. Select Settings from the left-hand menu

2. Click on Installed apps and select Kisi

3. Locate the section Locations and select Configure

4. This new page will provide you with visibility across all your locations. To the right of each location will be a section to add Kisi groups.

Note: You can select as many Kisi groups as you’d like to map to the general location.

5. In the top right corner, you’ll see a green box letting you know that your mappings have been saved. Changes are saved automatically and will come into effect shortly after confirmation.

How to send Kisi access for drop-in bookings


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Optix supports sending a Kisi link or QR code to users who book through the Drop-in Web Widget, allowing them to unlock doors without downloading an app.

You can choose whether Drop-in bookers receive:

  • A Kisi link to unlock

  • A Kisi QR code to unlock

  • Both the link and QR code

  • Automatic group assignment if needed
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How to enable:

  1. Navigate to Settings

  2. Scroll down to Installed Apps and click Kisi

  3. Scroll to the bottom under Advanced and click 'Configure' under the Drop-in widget settings

  4. In the options, select what users should receive:
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    • Send a Kisi access link via email

    • Send a Kisi access link and QR code via email

    • Send a Kisi access QR code via email

    • Add the user to the Kisi group that is mapped in the resource mapping settings

  5. Your changes save automatically and take effect shortly after

How it works for users

  • When a Drop-in booking is created, Optix sends an email containing the unlock link/QR code

  • The information is also visible in the Kisi Dashboard under Credentials and then Digital Credentials

  • The link/QR code is valid only for the duration of the booking, including your organization’s Kisi buffer time (default: 5 minutes before & after)

Notes:

  • Deleting a booking in Optix immediately revokes the associated link and QR code

  • Changing the booking time automatically generates and sends a new link and QR code to the user

  • Users can unlock doors using the link or QR code even if they do not have the Kisi app installed

  • For white-labelled apps with “Tap to Unlock” function, a Kisi user profile is created automatically to ensure seamless and reliable access

Adding and removing users from Kisi groups

Once users or teams are assigned a plan or resource, make bookings, or check-in for the day, each user will be automatically added to the specified access group(s) in Kisi. Canceling a plan, assignment, booking, or check-in will remove the user(s) from the relevant group and restrict their access.

Users will need to download the Kisi app in addition to the Optix (or white-labeled) app in order to gain access via Kisi. If a Kisi profile does not exist for the Optix user, a one-time email will be sent. This will lead them to create an account with Kisi. The user must use the same email address for both Optix and Kisi.

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