Community staff use the Access section to manage user accounts, answer property requests and set up access control. Select Access in the left navigation. The section opens on the first tab that you can see.
Up to seven tabs can show: User list, Property requests, Credentials, Groups, Schedules, Access levels and Audit logs. Each tab needs a permission. Some tabs also need a feature of your community:
| Tab | Shows when |
|---|---|
| Credentials | Your community uses Brivo or HID, or QR codes or kiosk PINs are on for your community. |
| Schedules | Your community uses Brivo or HID. |
| Groups | Your community uses Brivo. |
| Access levels | Your community uses HID. |
By default, the Admin role sees each tab that the features of your community allow. The Supervisor and Gate Attendant roles see the same tabs, but not Audit logs. Residents do not see the Access section.
User list
The Users page lists each person with an account in your community. Use Search users to find a person. Use the Role filter to show one role. The default community roles are Super Admin, Admin, Supervisor, Gate Attendant and Resident. Your community can also add its own roles.
- Super Admin is the role for the staff of your community's integrator partner. Only JEKA support can give or change this role.
- Create user opens a dialog with two tabs: Staff user and Resident user. On the Resident user tab, select a property and a property role: Owner, Manager or Resident.
- By default, the dialog sends an invite email. To set the password yourself, select Set their password now.
- An Invite pending chip marks each user who did not accept the invite yet. To send the invite again, select the resend button on the row.
- You can give a role below your own role. An Admin can also give the Admin role.
- Select a user to edit them. Under Property management, you can add the user to a property, change their property role or remove them from a property.
- To remove a user, select the delete button on the row. You cannot delete your own account or a user whose role is at or above your own.
By default, only the Admin role can create and delete users.
Property requests
A resident joins a community with an address search and a property request. This tab lists those requests. The Status filter shows Pending, Approved or Denied requests. The tab opens on Pending.
- Select a request to see the address, the phone number, the email address, the notes and the documents of the requester.
- Select Approve to give the requester access. The requester becomes an Owner of the property. If the requester has a phone number, MyWatchtower adds them to the end of the contact priority list of the property.
- Select Deny to refuse the request. Type a Reason for denial. The requester sees this reason.
Credentials
This tab lists the access cards, the QR codes and the PIN codes of your community in one list. Each kind shows when your community uses it and your role can see it. If you see more than one kind, use the type control at the top (All, PIN, QR or Cards) to show one kind.
Each row shows the holder, the type, the details and the status. A card shows Temp or Perm. An Unassigned, Emergency or Suspended chip shows when it applies. Use the Status and Assignment filters to narrow the list. The Assignment filter shows only in the All and Cards views.
- Select Create credential to open the credential wizard. If you can create more than one kind, the button is Create. Select it, then select Create credential, Create QR code or Create PIN.
- Select a card row to open the page of the credential. Use the menu on a card row to assign, reassign, unassign, edit, suspend or delete the credential. The actions are the same for Brivo and HID.
- Select a QR code row to open the QR codes of its property. Select a PIN row to edit the PIN. To delete a QR code or a PIN, select Delete QR code or Remove PIN on its row.
For more information, see Managing Access Credentials.
Groups and access levels
Groups and access levels hold doors and the schedule for each door. Your access control provider sets which tab you see. A Brivo group holds people. An HID access level holds credentials. Each visitor type also has a group or an access level of its own. At the kiosk, it sets which doors open for the codes of guests and vendors. A guest or a vendor with a card, a PIN or a Mobile Pass from your access control provider also becomes a member of it. For more information, see Groups, Schedules, and Access Levels.
Schedules
A schedule sets the days and hours of access. Both providers use the Schedules tab. To create a schedule, start from a preset (Add 24/7 or Add business hours) or set time blocks for each day. A holiday can have its own time blocks. A System schedule comes from your provider, and you cannot change it. You cannot delete a schedule while a group or an access level uses it.
QR codes and PINs
QR codes and PIN codes are in the Credentials tab.
- The QR view lists the entry QR codes of your community. Select Create QR code to make one.
- The PIN view lists the kiosk PIN codes of your community. The list does not show the digits. Each row shows how many uses are left, or Unlimited uses. If the PIN starts on a future date or has an end date, the row also shows that date. Select Create PIN to make a PIN for a whole property or for one person.
- An emergency PIN works at each kiosk in the community. The kiosk asks for a confirmation before the gate opens, and each use goes to staff for review. By default, only the Admin role can create an emergency PIN. Other staff roles see emergency PINs but cannot change them.
Audit logs
This tab lists each change to the records of your community, with who made the change and when. Use Search audit logs to find a change. The Date range filter starts at Last 7 days. A custom range can cover up to 30 days, from the last 90 days. Select a row to see its details. Turn on Show comparison to see the previous value and the new value of each field.
Best practices
- Give each person the lowest role that lets them do their work. To change what a role can do, go to Settings > Roles.
- Answer property requests quickly, so that new residents can use the app for their property.
- When a credential must stop working, suspend or delete it.
- Read the audit logs regularly to make sure that the right people made each change.