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Connecting Cobot to Dormakaba Exivo

Learn how to integrate the Dormakaba door access system with Cobot.

Amanda avatar
Written by Amanda
Updated this week

IMPORTANT NOTE

This article is here for existing spaces already using the Dormakaba Exivo integration. It is is currently not available for new customers.

Dormakaba Exivo is the access control solution for spaces that want to securely grant the right room authorisations to their members - using their mobile phone or SwissPass. The integration is designed for both data security and ease of use.
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Our guide explains how to connect your Cobot account to your Dormakaba account.

1. Setting up your Dormakaba account

Before connecting Cobot and Dormakaba, you need to set up the following parts in your Dormakaba account:

  • Doors (e.g. "Main Entrance")

  • At least one access group (e.g. "Employees", "Management", etc.).

    • Your access groups determine the access rights of your members in your space. Members are automatically linked to access groups based on their membership plans and resource bookings in Cobot.
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If you are unsure how to perform any of the above actions, please contact Dormakaba support directly for assistance.

2. Connecting Cobot and Dormakaba

Once you have set up your access groups in your Dormakaba account, you can connect the whole thing to Cobot:
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1. Log in to the admin page of your Cobot account .

2. Click on Add-ons » Available add-ons » Dormakaba Exivo » Set up Spaces integration » Set up. You will see this screen asking you to add your API key.

3. Copy the API information from your Dormakaba account under "API settings" and paste it into Cobot on the "Create integration with Dormakaba facility" page.

  • You will need to generate new API credentials to get a secret ID key. The "API Secret" field will disappear as soon as you close the dialogue box or reload the page in Dormakaba, so you should save it in a safe place.

This is an image of an integration form for connecting a Dormakaba system. The heading at the top says “Integration mit Dormakaba-Anlage erstellen”


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This is an image of the Tunstall platform's API settings dashboard. On the left-hand sidebar, there are navigation options including Dashboard, Persons and access, Site, Application users, API settings, and Mobile settings. Under the highlighted API settings section, the options include API documentation, Download Swagger JSON, and API events. In the main panel, under the “Getting started” section, there is a Site ID field and a note explaining the need to generate an API key and secret for basic authentication. Below that, there is a section labeled “Generate New API Credentials,” followed by an “API keys” section displaying one key with details such as identifier, API key value, and creation timestamp. Buttons for renaming or deleting the key appear on the right side of the key entry.

4. After clicking on 'Save', you will be redirected to your Cobot account. You will now find the integration under Set up » Dormakaba Exivo. Finalise the setup by completing the following:

  • Resources: Assign your Cobot resources to the access groups ("Access Zones"). This will give your members access to your resources if they have a valid booking in the cobot calendar.

  • Plans: This will link your Cobot membership plans to the corresponding Access Groups in Dormakaba. This defines whether or not members have access to certain doors in your space. This is NOT linked to booked time in the resource calendar, but to active memberships or time passes.

Important notes on time passes:

  • Access to time passes is not restricted by the setting "valid for the period".
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    • Example: If a time pass has a 'valid for period' setting of 10am - 5pm and the member enters your space at 9am, they can still gain access but will NOT be checked in. Only if the member enters your space within the 'valid for' time frame will they be checked in.
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    • Members with time passes will only lose access if there are no more time passes on their accounts. So make sure your members are aware that they need to buy time passes BEFORE entering your space. (Learn more about buying time passes from a member's perspective here )
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  • Mobile Access: Members can access your space using their mobile phones.
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  • Webhooks: These ensure that Cobot is informed about events and changes on the Dormakaba site and are required for the integration to work. Without them, members will not be checked in when they open a door and time passes will not be deducted accordingly. Full instructions can be found under the 'Dormakaba Webhooks' tab in Cobot.

This is an image of a settings interface showing how to assign access groups to Cobot tariffs in Dormakaba. The heading at the top reads “Zuordnung von Zugangsgruppen zu Cobot-Tarifen.” Below it, there are tabs for navigating to different sections including “Ressourcen,” “Tarife,” “Mobile Access,” and “Dormakaba Webhooks.” In the “Tarife” section, there are access levels listed for “Drop-in,” “Part-time,” and “Full-time.” The dropdown menu next to the “Drop-in” tariff is open, displaying options such as “Kein Zugang,” “Mitarbeiter,” “Mitglied Typ A,” “Management,” and “Mitglied Typ B.” A blue “Speichern” button is shown at the bottom right. The Dormakaba logo is visible in the upper right corner.

3. Granting members access to your space

There are two ways to grant your members access to your space:

  • Mobile access

  • SwissPass access

Mobile access

  1. Activate the feature 'Show phone on member signup' and 'Phone required on member signup' in Cobot, under Customize » Features » Signup.


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    This is an image of the customization settings in a member signup form. The section titled “Show phone on member signup” includes a description that says “Show phone number field for members when they sign up.” This option is currently active, as indicated by the blue “Deactivate” button on the right. Below it, another option is titled “Phone required on member signup” with a description that reads “Makes phone field required for members when they sign up.” This option is also active and has a similar blue “Deactivate” button beside it. The surrounding interface elements are grey and blue, with adjacent inactive settings such as “Company required on member signup” displayed with greyed-out text and a blue “Activate” button.

As soon as mobile access is activated, new members can enter their mobile phone numbers in Cobot and use their mobile phones to open the doors to your space.
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These are the steps members need to follow in order to get access:

  1. Signing up on a Cobot plan and adding their mobile number when signing up.
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  2. After an admin has confirmed the membership, the member will receive an SMS with instructions to download the Dormakaba Exivo app from the Apple App Store or Google Play Store:

This is an image of a text message confirming that the user is registered and can now use their smartphone as a key. It instructs the user to download the 'dormakaba mobile access' app from the App Store or Google Play Store if they haven’t already, and to update their digital key within the app.


3. After downloading the app, the member is asked to register their mobile phone number and enter a code sent by text message:

IMAGE ONE

This is an image of a mobile app setup screen asking the user to accept the Terms of Use to continue and optionally agree to send analytics data. The header reads “Let us turn the smartphone into an access medium.”

IMAGE 2

This is an image of a mobile app screen during setup, asking the user to select their country and enter a phone number to receive a confirmation code via text message. A note below the input field explains that the number is only used to verify the user's identity. A blue “CONTINUE” button appears at the top and bottom.

IMAGE THREE

This is an image of the Dormakaba mobile access app setup screen showing the verification step. The user is prompted to enter a 6-digit code that was sent via text message to confirm their identity. The screen includes the input field for the code, a “Resend Text Message” button, and a “Continue” button. The phone number has been partially obscured for privacy.

4. The member then receives a short intro about the app:

This is an image of a smartphone screen showing a setup prompt titled "Quick start." The instructions read "Unlock your smartphone, open this app and press the open button," accompanied by a minimal illustration of a smartphone with a highlighted button in the center.

5. They can then see all available locks in the app and hold the mobile phone in front of doors to open them.

IMAGE ONE

This is an image of the mobile access screen of an app, showing a large blue circular button with a white key icon in the center. The screen instructs the user to tap the button to gain access. The top of the screen shows the time and standard mobile status icons.

IMAGE TWO

This is an image of a mobile app screen titled “mobile access” showing the main interface. At the top, the navigation bar includes icons for Home, Digital Keys, and Settings. Below that, a section displays a folder labeled “dormakaba” with the text “1 Digital keys” underneath it, indicating that one digital key is available for the user.

SwissPass Access

After setting up the integration, your members will see an additional page for "SwissPass & Access" within their member portal. They will need to enter their SwissPassID and postcode once to register so that Cobot knows who they are, and then hold their pass in front of the lock to open the doors associated with their membership.

This is an image of a user interface screen from the Your Space platform showing the integration form for linking a SwissPass. The screen title reads “SwissPass hinterlegen,” with two labeled input fields for entering a SwissPass ID and a postal code (PLZ). A red “Senden” button is below the fields. The section is part of the “SWISSPASS & DORMKABA” integration. On the left-hand navigation panel, there are menu items including Dashboard, Bookings, Community, Help Desk, SwissPass & Zugang (highlighted), Printing, and Membership. The logos of Your Space and dormakaba are also visible.

3a. Time Pass access

If Time Passes are set up in your membership plans, members only have access to your space if they have Time Passes left on their account. If no Time Passes are available, access will be blocked. This means that the member must first purchase new passes before they can access your space again, and a Time Pass will be deducted the first time the member enters your space. After that, they can use the space as usual and no further Time Passes will be deducted that day, regardless of how many doors they open

Important notes on Time Passes:

  • Access to Time Passes is not restricted by the "valid for period" setting.

  • Example: If the Time Pass has a "valid for period" setting of 10:00 am - 5:00 pm and the member enters your space at 9:00 am, they can still gain access but will NOT be checked in. Only if the member enters yoursSpace within the "valid for" time frame will they be checked in.
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  • Members with Time Passes will only lose access if there are no Time Passes left on their accounts, so make sure they make it clear that they need to purchase Time Passes BEFORE they enter your space.

4. Blocking and revoking access

Only active/current Cobot members can access your space. In other words, access is automatically denied to any member who does not have an active membership in Cobot.

To read more about how to cancel or delete a member in Cobot, click here.

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