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Connecting Cobot to SALTO KS

Optimize access to your space using Cobot's Salto smart lock integration.

Amanda avatar
Written by Amanda
Updated over 2 weeks ago

SALTO KS is a smart lock solution for your space. They offer cloud-based access control for any company type or size, perfect for coworking and flexible workspaces.

Give your members access to certain areas of your space, and configure your meeting rooms to only be accessible when a booking is created by your members or external visitors.

IMPORTANT NOTE

  • This integration only works with SALTO KS and requires the PRO Package.

  • It does not work with other SALTO products, such as SALTO SPACE.

Let's get started!

STEP 1: Set Up Your Plans and Add Members in Cobot

You will connect your members to SALTO KS from Cobot, so create your membership plans and add your members to Cobot first. Think about which plans in Cobot should be associated with locks in SALTO KS.

💡 PRO TIP: Make a list of all Membership Plans and their access rights before setting up your SALTO KS account to make the process easier.

For example: you may wish to give members on your 'Basic Plan' access to the front door, Monday to Friday, but 'Full Time' members access to all doors in your space 24/7. These are defined as Access Groups in SALTO KS.

STEP 2: Set Up Your SALTO KS Account

Before connecting Cobot to SALTO, you need to have the following set up in your SALTO KS account:

  • At least one Site: This is the name you give your property in SALTO KS.

  • Physical Locks: The SALTO KS team will need to install these on your doors first.

  • Access Groups: These allow you to set up restrictions based on doors, times, or days of the week. These should match your Cobot Membership Plan names where applicable.

  • "Tags" (optional) to assign to your members: These are physical key-fobs with unique ID numbers. Members can use them to enter your space. (Standard: mobile access via smartphone)

This is an image of a flowchart showing the integration between Cobot and Salto KS. On the left side, there are components from Cobot such as Spaces, Resources, Memberships, Time Passes, Plans, Bookings, and Check-ins. These are connected with arrows to corresponding elements in Salto KS on the right, including Sites, Locks, Access Groups, Users, Time Schedules, and Events. Most arrows flow from Cobot to Salto KS, while one arrow flows back from Events in Salto KS to Check-ins in Cobot. The integration illustrates how data is synchronized or shared between the two systems for coworking access management.

If you are unsure how to do any of the above, please reach out to SALTO KS support or check out their Help Center.

STEP 3: Connect Cobot to SALTO KS

Once you have done the above, you can now connect your two accounts:

1. Log in to the Admin side of your Cobot account.

2. Click on Add-ons » Available Add-ons » SALTO KS » Get Started » Connect to SALTO KS.

3. You will be redirected to the SALTO KS page. Log in using your SALTO KS credentials

4. You will be redirected to a permission request screen. Check all boxes and click on 'Yes, Allow.'

5. Click on 'Connect to Salto' and choose your SALTO KS Site from the dropdown.
​

This is an image of a two-step interface for connecting to Salto. The first step, "Connect to Salto," is highlighted in a dark blue bar with a filled circle indicating it is the active step. The second step, "Configure Site," is grayed out in a lighter shade, showing that it is inactive and will become available after completing the first step. The design uses rounded corners and a gradient background.


6. Click on 'Configure Site.' You will be redirected back to the new section in your Cobot navigation menu (under Manage » Salto), where you can:

  • Map Resources

  • Connect Members

  • Assign Tags

  • Configure Additional Settings
    ​

    This is an image of the Salto KS integration screen displaying three steps: "Map Resources," "Connect Members," and "Assign Tags." Each step is presented in its own panel with an icon at the top. The first panel explains how Cobot members are automatically granted access to resources they book by mapping Cobot resources to Salto locks. The second panel instructs users to add Cobot members to Salto and match them to access groups based on their Cobot plans, with automatic updates when plans change. The third panel highlights the requirement to assign RFID tags or fobs to members in order to open doors, emphasizing that each tag must be assigned in the system.

Mapping Resources

In order to give members access to booked resources, you need to map your resources. This only applies if you have Salto KS locks installed on the physical resources in your space.

To keep things clear, name your locks in SALTO KS the same as the resource it is mounted to in Cobot.

This is an image of the "Map Resources" tab in the Salto KS integration settings with Cobot. It shows a list of resources from Cobot on the left, each paired with a lock from Salto KS on the right. There are two entries visible: "Meeting Room" with an unchecked box, and "Phone Booth" with a checked box, indicating the Phone Booth is currently mapped to a corresponding Salto lock. The arrows and red text in the image explain that the left column shows the resource name in Cobot, and the right column shows the lock name in Salto KS. There is a blue "Save" button in the bottom right corner of the interface.

Check the resources you would like to connect to the Booking Calendar and click 'Save.'

Activating resource access for external bookings

If you you are using the External Bookings feature and you wish to automatically grant access for when a visitor makes a booking, you can activate it for each resource individually in your Cobot Account under Manage » Salto » Map Resources » Enabled for external bookings.

Salto KS interface in the ‘Map Resources’ section of Cobot. Under the ‘Map Resources’ tab, three resources are displayed: ‘Garden spot,’ ‘Meeting Room,’ and ‘Small Cabin.’ A red arrow points to the link next to ‘Garden spot.’

Important Notes on Access for External Bookings

  • Per default, your external visitors will need to download the Salto app in order to get access to your space You should add a hint to your External Booking Confirmation template under Customize» Emails in order to inform your visitors about it.
    ​

  • If your Salto locks have pin pads, you can also activate PIN CODES to be sent to your visitors once an external booking is made. You can set this up under Manage » Salto » Settings.This way, they will not need to download the Salto app and can instead just enter the code into your pin pad in order to get access. Easy!

Any member or external visitor who makes bookings in Cobot will only be able to access that resource on the date and time of their booking.

  • Per default, locks open up to 5 minutes before and after a booking to leave buffer time for setup/cleaning up.

💡 Pro-Tip: If you wish to give your members or visitor access prior and after their booking, you can set up a custom "Lead" and "Follow-up" time under Manage »Salto » Settings.

This is an image of a bookings settings screen where administrators can configure lead and follow-up times for member and external bookings. There are four blank input fields labeled Member Lead Time, External Booking Lead Time, Member Follow-up Time, and External Booking Follow-up Time, each accepting values in minutes up to 30. A "Save" button is located in the bottom-right corner of the screen.

You can see Cobot bookings in your SALTO KS account under ‘ACCESS’. They are defined by 'Cobot' followed by a string of numbers. These are temporary access groups defined by the booking the member made in Cobot.

This is an image of the Salto KS platform's "Access" section. It displays the "Access Groups" tab, showing a list of defined access groups within the site "Admiraal de Ruijterweg." The navigation bar at the top includes tabs for "PODS," "DASHBOARD," "PEOPLE," "LOCKS," "ACCESS" (highlighted), "NOTIFICATIONS," "EVENTS," "SITE," and "SUPPORT." In the access groups list, the interface shows a total of 5 access groups. One highlighted entry is named “Cobot booking 90b058c5199c1c3911b6dc36eb6277349,” with one lock assigned and no people added. The “TIME FRAME” column for this access group is labeled “Custom.” The page also includes an option to add a new access group, and a search bar is available to filter access groups.

When you click on the access group, it will show you the name of the member who has made a booking, the lock they have access to, and the time frame associated with the booking in Cobot.

This is an image of the "Time frames" section within the SALTO KS platform. The interface shows an editable time frame titled "Time frame 1" with the active range set from May 18, 2021, to May 19, 2021. It is configured to apply on any day within that range and allows access between 18:00 and 19:01. The page includes an option to add a new time frame and icons to edit or delete the existing one. The navigation menu on the left displays three sections: People, Locks, and Time frames, with Time frames currently selected.

IMPORTANT NOTES

  • Still with us? Fantastic. If you delete the booking in Cobot, the member's access will also be removed in SALTO KS.

  • Changing bookings will also change the access date and time in SALTO KS. Editing booking Time Frames in SALTO KS will NOT change the booking in Cobot. Thus, it is best to make any edits from the Cobot side.

Activating Further Additional Settings

The next step is to decide which of the additional settings you would like to activate. Go to Manage » Salto » Settings and choose from the list:

  • Automatically connect new members to Salto:

    When this checkbox is enabled, new members are added to Salto as soon as they are confirmed in Cobot. Otherwise, members have to be added manually clicking the 'Connect' button.

  • Check members in when they enter:

    When this checkbox is enabled, members who open a Salto lock will be checked in on Cobot.

  • Restrict Time Pass access:

    When this checkbox is enabled, members who run out of Time Passes lose access to Salto locks assigned to them via their plan. Once a member has bought or been assigned new Time Passes, access is immediately restored. This does not include locks specifically assigned to a member via the "assign locks" feature.

  • Deactivate inactive members on Salto:

    When this checkbox is enabled, members who have no Salto access via their plan and no upcoming bookings will be deactivated on Salto. Once a booking is made or their plan is changed, the member will be reactivated. Deactivated users do not count towards your Salto subscription, so this setting allows you to serve more members with fewer Salto licenses 😎.

  • Send access PIN CODES to members (only for spaces with Pin Pads)

    When this checkbox is enabled, members will receive a Pin Code via mail when making a resource booking. They will still need the Salto app for general access, but the pin code can be entered for resources they have bookings for.
    ​

  • Send access PIN CODES to visitors (only for spaces with Pin Pads)

    When this checkbox is enabled, visitors will receive a Pin code via mail when making an external booking.

Click Save and your settings will apply immediately.

STEP 4: Connect Your Members

When you have completed your Salto setup, you will see an option under 'Settings' to connect all new members automatically from now on.

This is an image of the **Salto KS Settings page**, displaying an option to automatically connect new members to Salto. At the top right is the Salto KS logo. A single checkbox labeled “Automatically connect new members to Salto” is shown but not selected. Below it, there is an explanation that enabling this checkbox will cause new members to be added to Salto as soon as they are confirmed in Cobot. If it is left unchecked, members must be manually added by clicking the “Connect” button. The interface has a light blue and white color scheme.

⚠️ This only applies to new members who sign up after you activate the setting. You will need to manually connect existing members.

Manually Connecting Members With Tags

To allow your members access to locks, you need to connect them via your Cobot account. Go to Manage » Salto:

  1. Click on Connect Members

  2. Next to the member, you wish to give access, click on 'Connect to Salto'

    This is an image of a user profile element labeled "Princess Banana" with a circular profile icon showing a smiley face. To the right of the name, there is a button outlined in blue labeled “Connect to Salto” with a link icon, suggesting an action to link this user account with the Salto system.

  3. Assign that member a tag

Your member will now be present in your SALTO KS dashboard under 'PEOPLE' and automatically gain the access rights you have set up.

If you followed along from Step 2, the name of the Cobot plan they are on will be the name of the Access Group they are added to.

💡 Pro tip: Add instructions on how the member can access your doors in the Membership Confirmation Email template in Cobot under Customize » Emails.

Connecting Members with Mobile Access

Members sent from Cobot to SALTO KS automatically get an additional invite-email from SALTO KS, prompting them to download and install the Salto KS app on their phone. Once they do, the member can use the app to access your space instead of physical Tags or fobs.

⚠️ It is not currently possible to turn off the mobile invitation, so be sure to include extra information for your members if you wish to also issue them physical tags or fobs.

In SALTO KS you can see if your member has installed that app or not. If not, you can resend the invitation.

This is an image of a user profile in the SALTO KS dashboard showing a member named "clean test" whose email is "[<a href="mailto:ok@example.com" target="_blank" rel="nofollow noopener noreferrer">ok@example.com</a>](mailto:<a href="mailto:ok@example.com" target="_blank" rel="nofollow noopener noreferrer">ok@example.com</a>)." The profile shows that this user has not completed their registration in SALTO KS. A tooltip is visible with a message explaining that digital key and remote opening cannot be used until registration is complete. It also informs that the registration invitation will expire in 3 days and can be resent. The page is accessed from the "PEOPLE" tab and belongs to the site named "subandi." The section shown also displays that the user currently has 0 keys assigned and no tags.

This is an image of a user profile form within the SALTO KS platform showing pending registration status. The form displays editable fields for the user’s first and last name, alias, role (set to Site User), and email address ([<a href="mailto:ok@example.com" target="_blank" rel="nofollow noopener noreferrer">ok@example.com</a>](mailto:<a href="mailto:ok@example.com" target="_blank" rel="nofollow noopener noreferrer">ok@example.com</a>)). A pink arrow highlights the "RESEND INVITATION" link under the pending registration message, indicating that the user has not completed registration and can be reinvited. The form also includes a delete user button and a blue save button at the bottom.

💡 Pro tip: Add instructions on how the member can download your app and access your doors in the Membership Confirmation Email template in Cobot under Customize » Emails.

Check-in report

As SALTO KS locks recognize when your member enters a room, check-ins are tracked. These can be seen in both SALTO KS and Cobot.

You can see these reflected in Cobot in your admin dashboard under Analyze » Attendance, as well as the individual member profile under Past check-ins.

You can see a report via your SALTO KS dashboard under EVENTS.

It is not possible to track check-out data at this time. This is due to the fact that SALTO KS locks do not track people when leaving a room. Therefore Cobot is unable to accurately track a member leaving.

Time Pass Usage

When a member is checked in, Cobot will see if they have any Time Passes on their account. If they do, a Time Pass will be automatically deducted.

To restrict access to members who run out of Time Passes, go to Manage Salto Settings and check the 'Restrict time pass access' box.
​

This is an image of a settings panel in the Cobot integration with Salto KS showing an option labeled "Restrict time pass access." The checkbox is selected, and the accompanying description explains that when enabled, members who run out of time passes will lose access to Salto locks assigned to them via their plan. Access is automatically restored once new time passes are bought or assigned. The description also notes that this setting does not affect locks that have been specifically assigned to a member using the "assign locks" feature.

When this checkbox is enabled, members who run out of Time Passes lose access to any locks assigned to them via their membership plan. Once a member has bought or been assigned new Time Passes, access is immediately restored. This does not include locks specifically assigned to a member via the "assign locks" feature.

Changing Access or Tokens

When your member's plan is changed in Cobot, they will be moved to the corresponding Access Group in SALTO KS, meaning their access rights might change.

To avoid confusion, let them know ahead of time if you're changing their access so they don't get confused when they can't access a lock they (may have) had rights to in the past.

If you add a member in Cobot to a membership plan not present in SALTO KS as an Access Group, a new access group with no restrictions will be created. You will need to edit their access rights in SALTO KS manually.

💡 Pro tip: Cobot pushes information to SALTO KS, but NOT vice-versa. This means it is best to manage your member's access from Cobot wherever possible. Removing access from members via your SALTO KS dashboard will NOT update the pairing in Cobot.

Revoking Access/Failed Access

Your members' access will be automatically canceled in SALTO KS when you cancel their membership in Cobot. This way, you never have to worry about someone gaining access to your space when they shouldn't.

If your members' access fails, or you are unsure what their access status is, click on the members name in the integration page and the details will be posted there.

This is an image of the “Connect Members” interface in the Cobot and Salto KS integration. The screen shows a member named Andreas Hennig and confirms they are connected to Salto. Their Cobot plan is labeled “Coworking – Zeitpässe.” Under “Salto Group,” a message notes that the member has no time passes left. It also confirms that the plan requires time passes for access, shows the number of unused time passes as zero, and indicates that the member has not checked in. The top navigation includes three tabs: “Connect Members,” “Map Resources,” and “Assign Tags.”

STEP 5: Disconnecting Your Account or Adding a New Site

If you need to disconnect an existing site or connect a new site to your Cobot account, you can do so by going to Add-ons » SALTO KS and walking through the setup steps once more.

You will then see this screen:

This is an image showing a progress interface with two steps. The first step, labeled "Connected to Salto (Cobot Test)," has a blue checkmark indicating it is complete, and a "Disconnect" button is displayed to the right. The second step, labeled "Configure Site…," is shown as the next step, highlighted in solid blue with a white number 2 inside a dark circle.

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