Connecting Cobot to Tapkey

Manage your member access to your coworking space with Tapkey.

Laura avatar
Written by Laura
Updated over a week ago

Easily manage the access rights for your membership plans in a few simple steps and ensure that members can only unlock doors to meeting rooms by making resource bookings in Cobot. Both you and your members can conveniently access your locks using their mobile phones.

This guide covers the following steps:


STEP 1: Connecting Cobot with Tapkey

Before you can really get started, you need to first connect your Cobot account with your Tapkey account. Simply follow the steps below:

  1. Log in to Tapkey, navigate to the "Add-ons" section and click on "Connect to Cobot" in the Cobot add-on.

  2. Log in to Cobot: You will now be redirected to the Cobot login page. Enter your Cobot email and password and click "Allow".

  3. Confirm the connection: You will now be redirected back to Tapkey to confirm the connection between Cobot and Tapkey. Apply any necessary changes and then tap "Connect".

Congratulations! The integration is now up and running and you can start synchronizing your Cobot resources and plans to the Tapkey locks!


STEP 2: Setting up your Tapkey account

You can now easily manage your locks in Tapkey. In this section, you will find all doors that are equipped with a Tapkey lock.

Pro tip: It is best to name your Tapkey locks in such a way that a clear assignment is possible. For example, if you have installed a lock at your Cobot resource called "Conference Room", we recommend naming the lock "Conference Room", too.


Step 3: Synchronizing your Cobot plans with Tapkey locks

As soon as all your locks have been set up, you can easily assign the locks to which the members on the corresponding membership plans should have access to. You can do this under Add-Ons » My Add-Ons » COBOT.PLANS.TITLE.

  1. Click on the name of the plan.

  2. Select the locks to which the member requires access from the drop-down menu » Save. Done!

You can associate multiple locks with a membership plan. Therefore, we advise documenting in advance the specific locks to which members on a plan should have access (such as the main entrance, kitchen entrance, and stairwell).

Step 4: Synchronizing your Cobot resources with Tapkey locks

Once all your locks have been set up, you can also assign them to your Cobot resources under Add-Ons » My Add-Ons » COBOT.RESOURCES.TITLE. This way, members get access to them once they book this resource in Cobot. To do this, proceed as follows:

  1. Click on the name of the resource.

  2. From the drop-down menu, select the locks to which the member requires access in order to enter the resource.

  3. If you want members to be able to enter the room shortly before the start of the booking, you can set this up under "Time periods"

Several locks can be assigned to one resource. Example: if a member books the Conference Room, they need access to both, the main entrance and the Conference Room.

You've already done most of it! Now when members book a resource in Cobot, they automatically get access via the Tapkey app.

Important notes:

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

  • Members are granted access to the resource only during the booking duration. If you wish to enable them to open the door to the meeting room, for example, 5 minutes before the booking begins, you can configure this setting in your Tapkey account under "Time periods."


Granting members access to your space

Once you have set up the integration and linked your Cobot plans or resources to Tapkey locks, your Cobot members will have access to all the locks you want them to have access to.

a. Access via plan registration

As outlined earlier, it is possible to associate access with specific plans. This implies that members who sign up for plan X will automatically receive access to all doors connected to this plan within the Tapkey system. Upon successful registration or confirmation in Cobot, they are seamlessly enrolled in Tapkey and can use the Tapkey app to unlock doors. It is essential for them to register in the Tapkey app using the same email address they utilized in Cobot.

To allow you the flexibility to personally inform your members about accessing your space in your own words, Tapkey does not automatically send information as soon as a member registers. You have the option to include a note regarding this in the template of the confirmation email within your Cobot account. This email is sent automatically once a member's confirmation is completed.

To notify your members about the necessity to download the Tapkey app, we suggest including a concise message in your confirmation email. You can do this through Cobot under Customize » Emails » Membership confirmation.

b. Access via resource bookings

As previously explained, access is associated with resource bookings. For instance, if a member schedules a booking on Tuesday, January 23rd, for the Meeting Room between 10:30 and 11:30 a.m., they will be granted access to all locks connected to the "Meeting Room" resource during this timeframe.

You can find information on who has access under Locks » Clicking 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 receive information about the period during which the member has access to the lock or resource.

  • If you have set up in your settings that members have access 15 minutes before and after the booking, for example, this is automatically taken into account in the time period.

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


Changing or revoking access rights

If members decide to cancel their membership or should no longer have access to your locks for any reason, you can effortlessly revoke their access rights.

The most effective way to accomplish this is either by canceling their membership in Cobot or by removing all locks associated with the plan stored in Tapkey.

Do you wish to deactivate the entire integration? Not a problem! Removing the integration will erase all access permissions for all smartphone users in your Tapkey locking system, including permissions not assigned by this add-on.

Keep in mind that all configurations will be lost, so it's advisable to carefully consider this decision before proceeding.


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