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Portal Staff App – Overview & Lock Management-Adding keycards

This article explains how staff use the Portal Staff App to manage locks, access doors, add keycards, and adjust app settings.

Sarah Mousavi avatar
Written by Sarah Mousavi
Updated yesterday

Overview

The Portal Staff App allows staff to manage locks on-site.
From the app, staff can view lock details, sync information, update settings, unlock doors, manage keycards, and install firmware updates.

Before You Start

Before managing locks, make sure:

  • You are logged in to the Portal Staff App

  • Bluetooth (BLE) is enabled

  • You are within range of the lock

  • You have the required permissions

  • A Key exists in the Portal Dashboard if unlocking is required

Key Concepts

  • Lock Details: Information and settings for a specific lock.

  • Sync: Updates lock data between the device and Portal.

  • Tap & Go: A quick unlock feature using phone proximity.

  • Keycard: A physical access card linked to a Key.

How to View Lock Details

Lock details are accessed directly from the Staff App.

  1. Open the Portal Staff App.

  2. Find the lock.

  3. Tap the three-dot menu.

  4. Open Lock Details.

From this screen, staff can:

  • Edit room name

  • Edit room type

  • Edit door location

  • View lock status (Online / Offline)

How to Sync Lock Information

Sync ensures Portal data and lock data are aligned.

Sync Lock Info

  1. Open Lock Details.

  2. Tap Sync Info.

  3. Stay close to the lock.

  4. Ensure Bluetooth is enabled.

Sync Audit Logs

  1. Open Lock Details.

  2. Tap Audit.

  3. Stay close to the lock.

Audit logs are pulled directly from the lock.

How to Manage Lock Settings

Lock settings are available from the lock settings screen.

Staff can:

  • Change the Master Code

  • Enable or disable Passage Mode (Enable all day toggle for staying unlocked 24 hours a day)

  • Toggle Remote Unlock on or off

  • Toggle Privacy Switch on or off

  • Toggle Lock Sound on or off

Firmware Updates

Firmware updates improve lock stability and performance.

  1. Open Lock Details.

  2. View the Firmware Version.

  3. If an update is available:

    • Stay close to the lock

    • Enable Bluetooth

    • Start the update from the app

Unlocking Doors from the App

Important Note – Unlock Button

The Unlock button appears only if:

  • The staff member has an active Key created in the Portal Dashboard

Without a Key, doors cannot be unlocked from the app.

Access Tab

The Access tab shows nearby locks.

Unlocking Rules

  • An active Key must exist

  • Bluetooth must be enabled

  • The lock must be within range

Unlock a Door

  1. Open the Access tab.

  2. Tap the door.

  3. Tap Unlock.

Note: If the key exists unlock button is available from the Door tap via key details as well

Tap & Go (Quick Unlock)

Tap & Go allows fast unlocking by tapping the phone.

When Tap & Go Is Enabled via Preferences

  • Nearby locks are detected automatically

  • The closest lock appears first
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Expected Behavior

  • One lock nearby: Phone tap unlocks automatically

  • Two locks nearby:

    • Closest lock is shown

    • If distance is similar, auto-unlock is disabled

  • Multiple locks nearby:

    • All locks are shown

    • Staff selects the lock manually

Goal

  • Enable fast unlocking

  • Prevent accidental unlocks when intent is unclear

How to Add Keycards

Keycards are added directly from the Staff App.

  1. Open the Keycard tab.
    ​

  2. Stay close to the lock.

  3. Tap the + button.
    ​

  4. Hold the keycard near the lock and choose the Door.
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    ​

  5. Wait for the confirmation and then rename it.


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  6. Remove it by choosing the card and tapping in Bin icon.
    ​

Keycard Rules

  • Keycards are assigned per Key.

  • Keycards must be enabled in the Customization Portal dashboard.

  • Assignment types:

    • Random

    • Preferred

    • Strict

  • Keycards can be replaced later

App Settings & Preferences

Access app settings from the menu.

  1. Tap the three-line menu (top-left).

Staff can:

  • Switch property

  • Add a device

  • View bridges

  • Set preferences:

    • Screen brightness

    • Tap & Go toggle

    • Remote unlock confirmation

Permissions & Access

Role

Lock Management Access

Owner

Full access

General Manager

Full access

Installer

Lock management and updates

Team

Limited access (unlock only)

Housekeeping

Unlock assigned doors only

Tips / Best Practices

  • Keep Bluetooth enabled when working on-site

  • Sync locks regularly

  • Update firmware when available

  • Use Tap & Go carefully in shared areas

Troubleshooting / FAQs

The lock does not appear in the app
Move closer and enable Bluetooth.

I can’t unlock a door
Check that a Key exists and is active.

Firmware update fails
Restart Bluetooth and stay close to the lock.

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