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How do I provide Salto access to my users in Optix?

As an admin, learn how to map your Salto groups with your Plans, Passes, resources, and locations to give users access to your organization

Written by Raul Zhou

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

Note: It is possible to map one Optix Plan, Resource, and/or Location to multiple groups from multiple sites in Salto.

How to create Salto access groups

In order to add access to Plans, Resources, and Check-ins, you'll need to first create access groups in your Salto account. Feel free to access Salto's Help Center for documentation on how to set up access groups.

Note: We highly recommend creating access groups in Salto specifically for the Optix integration and using a prefix such as "Optix" (e.g., "Optix - All doors on floor 6"), as Optix will detect whether a user in a group is no longer supposed to be in the group (because there is no active plan/resource/location mapped for the user), and remove them from the group.

Important: If you have multiple Optix organizations connected to the same Salto account, each organization must use its own unique access groups. Do not map the same Salto access group across multiple Optix organizations. When Optix runs a scheduled resync, it checks which users should be in each mapped group based on that organization's data. If a group is shared across organizations, the resync from one organization may remove users that were added by another organization, resulting in unexpected access revocations.

To create an access group in Salto:

  1. Open your Salto dashboard

  2. Click on Access

  3. Click Add access group

  4. Type the name of your access group (e.g., "Optix - All doors on floor 6"), then click Next

  5. Select one user (preferably yourself), then click Next

  6. Select the locks, then click Next

  7. Select a schedule or Always

  8. Confirm the settings, then click Create

How to create the Allowance and Discounts mapping

You can map specific allowances and discounts to Salto groups to grant users access without requiring a Plan template. This is useful when short-term users visit your space and need access to use a specific resource. Allowances and discounts can come from Plan templates, Passes, or be manually added by an admin.

To set up your preferences:

  1. Click Settings from the left-hand menu

  2. Click Installed apps then select Salto

  3. Locate the section Allowance and discounts and click Configure

  4. This page will provide you with visibility across all allowances and discounts. To the right of each will be the option to assign Salto access groups

Note: You can select as many Salto access groups as you'd like to map to each Allowance and discount group.

Changes are saved automatically and will come into effect shortly after confirmation.

How to create Plan mapping

Plan templates 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 Salto access groups, which will allow you to combine multiple access points into one. When you assign a plan to a user or team, they will be automatically added to the Salto access group 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 Salto access groups to Plans:

  1. Click Settings from the left-hand menu

  2. Click Installed apps then select Salto

  3. Locate the section Plan templates and click Configure

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

Note: You can select as many Salto access groups as you'd like to map to each Plan.

Changes are saved automatically and will come into effect shortly after the update.

How to create Resource mapping (for Bookings & Assignments)

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 Salto access 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 Salto, access to the assigned Resource (or affiliated Salto access 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 Salto access groups to your Resources:

  1. Click Settings from the left-hand menu

  2. Click Installed apps then select Salto

  3. Locate the section Resources and click Configure

  4. This 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 Salto access groups

Note: You can select as many Salto groups as you'd like to map to each Resource.

Changes are saved automatically and will come into effect shortly after confirmation.

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

How to create Check-in mapping

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

  1. Click Settings from the left-hand menu

  2. Click Installed apps then select Salto

  3. Locate the section Locations and click Configure

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

Note: You can select as many Salto groups as you'd like to map to each location.

Changes are saved automatically and will come into effect shortly after confirmation.

How to add and remove users from Salto 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 Salto.

Users will need to download the Salto KS app in addition to the Optix (or white-labeled) app in order to gain access via Salto. If a Salto profile does not exist for the Optix user, a one-time email will be sent. This will lead them to create an account with Salto and download the mobile app (Android and iOS are supported). The user can also download the Salto KS app and recover their password. The user must use the same email address for both Optix and Salto.

Once logged in to the Salto KS app, the user will be able to see all doors and unlock them using the Salto app.

Cancelling a plan, assignment, booking, or check-in will automatically remove the user(s) from the relevant access group and restrict their access. This may take a few minutes.

FAQs

Can I map one Plan or Resource to multiple Salto groups?

Yes. You can select as many Salto access groups as you'd like for each Plan, Resource, Allowance, or Location mapping.

What happens if I cancel a booking or plan?

Optix automatically removes the user from the relevant Salto access group(s). This may take a few minutes.

Do users need a separate Salto app?

Yes. Users need to download the Salto KS app and create an account using the same email address they use for Optix.

Can I use the same Salto access group across multiple Optix organizations?

No. Each Optix organization must use its own unique access groups. Sharing a group across organizations will cause unexpected access revocations during scheduled resyncs.

What is the access buffer time for bookings?

By default, users receive access 5 minutes before their booking starts and retain it for 5 minutes after the booking ends.

Troubleshooting

Users were unexpectedly removed from Salto access groups.

  • Check whether the same Salto access group is mapped across multiple Optix organizations. If so, create separate groups for each organization

  • Verify the user still has an active plan, booking, assignment, or check-in that maps to the group

  • Optix runs scheduled resyncs that remove users who no longer meet the mapping criteria

A user cannot unlock doors via the Salto app.

  • Confirm the user's email address matches in both Optix and Salto

  • Ensure the user has been added to the correct Salto access group

  • Check that the user has downloaded the Salto KS app and completed their account setup

Access groups are not appearing in Optix.

  • Verify the Salto integration is connected correctly under Settings > Installed apps > Salto

  • Check that access groups exist in your Salto dashboard

  • Try disconnecting and reconnecting the Salto integration

Need more info on Apps, Integrations & Payment Gateways?

Take a look at this quick guide to dive deeper.
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