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Connecting Cobot to Tapkey

Manage your member access to your coworking space with Tapkey.

Laura avatar
Written by Laura
Updated over a month ago

With Tapkey, a smart lock system, you can control access to your space using mobile phones. This guide will help you set up access so that members can only unlock doors to meeting rooms after making resource bookings in Cobot. Both you and your members can conveniently manage access through the Tapkey app on your phones.


Connecting Cobot with Tapkey

Before you begin, make sure you have an existing Tapkey account. Once that's set up, follow these steps to connect your Cobot account with Tapkey:

  1. In your TAPKEY portal:

    1. Go to the "Add-ons" section and click "Connect to Cobot" under the Cobot add-on.

    2. You will be redirected to the Cobot login page. Enter your Cobot email and password, then click "Allow."

    3. Confirm the Connection: You will be redirected back to Tapkey to confirm the connection. Review and apply any necessary changes, then click "Connect."

Congratulations! Your integration is now complete. You can start syncing your Cobot resources and membership plans with Tapkey locks!


Managing Your Locks in Tapkey

You can now easily manage your locks in Tapkey by clicking on "Locks" in your menu. All doors in your space that are equipped with a Tapkey lock will appear in this section.

This is an image of the Tapkey integration interface within the management dashboard. On the left side, the menu includes options such as Dashboard, Locks, Smartphone Users, NFC Transponders, Administrators, Locking System Settings, and Add-Ons. The Locks section is highlighted with a blue lock icon and a red outline. On the right side, the Locks panel lists several access points managed by Tapkey, including Conference Room, Einzelbüro 1, Flex Desk Area, Haupteingang, and Meeting Room. Each entry shows a grey lock symbol with an orange exclamation mark, indicating that attention is required for these locks.

PRO TIP

For easier management, name your Tapkey locks in a way that clearly corresponds to your Cobot resources.

  • For example, if you’ve installed a lock for a resource called "Conference Room" in Cobot, we recommend naming the lock "Conference Room" in Tapkey.


Synchronizing Your Cobot Plans With Tapkey Locks

Once your locks are set up, assign access to members based on their Cobot membership plans. Follow these steps:

  1. In your Tapkey portal, go to Add-Ons » My Add-Ons » Select "Edit" on your Cobot Card » Plans.

    This is an image of the Tapkey integration with Cobot. On the left side, the Tapkey dashboard is shown for a demo coworking space, with menu options such as Locks, Smartphone users, NFC transponders, Settings, Add-Ons, Help, and About. The Add-Ons section is highlighted with a red outline. On the right side, under Add-Ons, the Cobot integration is displayed with the space name Your Space. The Resources section is open to the Plans tab, which lists available plans including Company Plan, Employee Plan, Flex Desk, and Full-Time.


  2. Click on the name of the plan you want to configure.

  3. From the drop-down menu, select the locks that members on this plan should have access to, then click Save.

    This is an image of the Tapkey and Cobot integration settings. It shows the configuration page for the Employee Plan within the Add-Ons section. The page explains that members with active memberships to this plan will be granted access to selected locks. A dropdown menu is open under Locks, listing available access points: Conference Room, Einzelbüro 1, Flex Desk Area, Haupteingang, and Meeting Room.

You can associate multiple locks with a single membership plan. To streamline the process, we recommend documenting in advance which specific locks members should have access to (e.g., main entrance, kitchen entrance, stairwell).


Synchronizing Your Cobot Resources With Tapkey Locks

Once your locks are set up, you can assign them to specific Cobot resources, ensuring members have access once they book that resource. To do this:

  1. In your Tapkey portal, go to Add-Ons » My Add-Ons » Resources.

    This is an image of the Tapkey and Cobot integration interface. On the left, the Tapkey dashboard for a demo coworking space is shown, with menu options including Locks, Smartphone users, NFC transponders, Settings, and Add-Ons. The Add-Ons section is highlighted with a red outline. On the right, under Add-Ons, the Cobot integration is displayed with the space name Your Space. The Resources tab is selected, showing a list of resources synced from Cobot such as Desk one by the window, Event Space, Meeting Room, and One-on-One Room.

  2. Click on the name of the resource.

  3. From the drop-down menu, select the locks that members need access to in order to enter the resource.

  4. Members are granted access only for the duration of their booking. If you want to allow members to unlock the door a few minutes before the booking begins (e.g., 5 minutes), you can adjust this in this section under MARGIN TIMES.

This is an image of the Tapkey and Cobot integration configuration page for a resource. The resource shown is Desk one by the window. The page states that members and guests with scheduled bookings for this resource will automatically receive access permissions for the selected locks. Below, there is a section labeled Margin times, which allows setting extra time before and after a booking so users can enter early for setup or stay longer after their reservation. The current settings show 0 minutes before and 0 minutes after.

Now, when members book a resource in Cobot, they automatically get the appropriate access via the Tapkey app.

IMPORTANT NOTES

  • Access rights are typically synchronized an hour before the booking starts, allowing members to unlock doors even without an internet connection.

  • Don't forget to assign all access rights to get to the resource.

    • For example, for a member to get to your Conference Room, they may need access to the main entrance locks in addition to the Conference Room locks.


Granting Members Access to Your Space

Once you've set up the integration and linked your Cobot plans and resources to your Tapkey locks, your members will have access to all the designated locks. They will gain access in the ways outlined earlier in this guide:

Access via Plan Registration

As previously mentioned, you can associate specific access rights with membership plans. This means that when a member signs up for Plan X, they will automatically receive access to all doors connected to that plan within the Tapkey system.

After successfully registering or confirming their membership in Cobot, they are seamlessly enrolled in Tapkey and can use the Tapkey app to unlock doors. It's important that they register in the Tapkey app using the same email address they used in Cobot.

To give you the flexibility to communicate access details in your own words, Tapkey does not automatically send information to members upon registration. You can include this information in the confirmation email template in your Cobot account, which is automatically sent once the member’s registration is confirmed. Do this in your Cobot Admin portal under Customize » Emails » Membership Confirmation.

Here is an example of how this might look:

This is an image of the Cobot admin dashboard where you can edit membership confirmation emails. On the left side there is a vertical menu with options, and the one highlighted is called Emails under the Customize section. On the right side of the screen, the content of an email is being shown.  The email starts with a greeting to the new member and confirms that their membership at the coworking space has been approved. It shows a link, the address of the space, the start date of the membership, the type of plan the member has chosen, the price of that plan, and any extras included.  At the bottom of the email there is a clear instruction telling the member that they need to install the Tapkey app to be able to access the coworking space. It then gives two separate download links, one for iOS users and one for Android users.

Access via Resource Bookings

As mentioned earlier, access can be tied to resource bookings. For instance, if a member books the Meeting Room on Tuesday, January 23rd, from 10:30 to 11:30 a.m., they will receive access to all locks associated with the "Meeting Room" during that period.

To view who has accessed your resources, navigate to Locks in your Tapkey portal » Click on the relevant lock. There you will find the e-mail address of the Cobot member who made the booking.

By clicking on the e-mail address, you will see information about when the member accessed the lock.

The member can now simply log into the Tapkey app and open the door with their smartphone. Easy!

This is an image of a smartphone screen showing the Tapkey app. The background is bright blue with a large green circle in the center that has a white check mark inside. This indicates that access has been granted. Below the check mark, the text says Haupteingang, which means main entrance in German.


Revoking Access Rights

You can easily revoke your members access rights in a few simple ways:

  • If the member cancels their Cobot membership themselves via their member portal, they will automatically loose access.

  • If you or another admin cancels the membership via the admin portal, they will automatically loose access.

  • If you wish to deactivate all access from all members, remove the integration via your Tapkey portal.

    • This will erase all access permissions for all smartphone users in your Tapkey locking system, including any permissions not assigned through this add-on.

    • Please note that all configurations will be lost, so it's important to carefully consider this step before proceeding.


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