STRATIS Management App Guide - dormakaba V 1.4

Glossary

Before we get started, let’s review a few basic STRATIS and dormakaba terms.

• Staff are the administrators and employees of the building. 

• Property Administrators are Staff who have been granted permissions to add and update Staff users, user permissions, and site wide settings. 

• Residents are the people who live in the building. They’re managed by Staff and Property Administrators.

• A Staff user is the Staff member’s profile used to designate and manage their individual access the Management App. Some Staff users will have Property Administrator designation, which is a granted permission allowing them to create, delete, and edit Staff users.

• A Unit is one singular designated apartment or Residential suite. 

• Common areas are areas of the building that all Residents have access to merely by living in the building. Examples include gyms, pools, hallways, garages or storage facilities.

• A door file is used within the lock programming process to convey to the lock all the information a lock needs for it to work within the STRATIS system. Every door file contains the lock’s unique lock id in STRATIS, what schedules are on the property, what groups can access it, and the local time and time zone. It may also contain a list of credentials that have already been granted or blocked from access on that particular lock.

• The STRATIS Mobile App is the smartphone app used by Residents and Staff.

• The Management App is the STRATIS web or desktop client used by property Staff and administrators to manage access for a property.

• Smart Keys are the physical tokens or fobs that you program to allow specific users to access specific areas.

• Mobile Keys are smartphones with the STRATIS Mobile App installed, used as a smart key.

• Maintenance keys are temporary smart keys you can create and set to expire at a specific date and time. They’re designed for use by maintenance and third-party vendors.

• dormakaba Community (Community) is an access management software solution specifically developed for multi-unit buildings built with dormakaba devices.

• The Return Key Unit is STRATIS’ Management App feature for resetting Staff and maintenance keys to remove previously held access on dormakaba locks. 

• A Cancel key is a smart key created with the purpose of removing a smart key’s access from the locks that it had access to. This is used when a smart key is lost. Staff and Maintenance cancel keys are made in Community. Resident cancel keys are made in STRATIS.

• All Keys have a set number of open slots associated with their profiles. Each slot is filled by one Variable Access Point (VAP). See the section titled Variable Access Points in this guide for more detailed information.

• Touring is the act of being physically present in front of door locks to do setup and maintenance.

• An Encoder is the smart key reader device that plugs into the computer, where dormakaba Community has been installed and your VPN has been connected, in order to write smart keys.

• The HH6 Door Programmer is the dormakaba door programming device that plugs into your computer and collects door file information from your Community app. You then unplug the device and tour your locks for programming, via Bluetooth. 

• Aurora Keyscan (Keyscan) software is a common area access solution integrated directly with your dormakaba Community account. This software does not currently integrate with STRATIS, but is required to manage certain items on your property.

• Property Management Software (PMS) is additional, non-STRATIS management software which your property may or may not use. If you do use a PMS, this should be your source of truth for Resident information. You won’t be able to edit Resident into in STRATIS because that information is synced to us via your PMS.

A Note About Smart Keys Based on dormakaba Community Versions

In July of 2021, dormakaba Community version 2.0 was implemented on STRATIS properties. This change allowed for greater capabilities around dormakaba keys in the STRATIS Management App for any dormakaba smart key written in Community 2.0.
However, if a smart key was written in a prior version of Community, that smart key will need to be handled and managed using the steps relevant to the old version of Community, not Community 2.0.
If you’re a dormakaba property that was a STRATIS customer before the July 2021 Community 2.0 implementation, you’ll need to follow two different sets of instructions in this guide, depending on whether a particular smart key was created before or after the implementation. As your older Residents move out and their unit’s smart key is rewritten for new Residents in Community 2.0, the number of legacy smart keys you must manage will shrink. Eventually, all smart keys will follow steps for management with Community 2.0

If you’d rather not manage your property with two different sets of smart key steps, you have the option to return all smart keys for all Residents and Staff and issue new smart keys to these individuals after the Community 2.0 implementation. For more information about these options, reach out to your STRATIS Wellness representative.

Table of Actions By Software Type

Management App Layout

Open

The home screen of the STRATIS Management App has three tiles in the center. These can also be accessed via the left-hand menu bar, which additionally contains the Maintenance, Reports, Property Setup, and My Account menus.

People

• Add, edit and remove Staff users, mobile keys, smart keys, and permissions.

• Review Residents and Visitors.

Places

• Move Residents in/out, program smart keys, and manage mobile keys.

Devices

• Access your property-wide device controls (if applicable).

• This menu is available to properties with STRATIS Smart Building Networked Devices. To learn more about STRATIS’s Smart Building options, please contact sales@stratisiot.com.

Maintenance

• Create and track maintenance tickets.

• Create and track vendor smart keys.

Reports

The STRATIS Management App allows users to view an extensive log of activities on the property. You can sort and search the data by different criteria and download these reports to CSV files to print out and/or store locally. STRATIS stores these reports on its servers. It's not necessary to store these reports locally.

Property Setup

• View and edit your property layout.

• Create and edit door and smart key schedules.

• Manage property settings.

Resident Actions

Read Keys for Information

If you are in possession of a key, and you don’t know anything about it, you can scan it quickly to get the details.

1. Navigate to the People screen.

2. Click Read Key for Info.

Open

3. On the pane appearing on the right-hand side, select your reader and click Next.

4. Place the key on your reader and click Read Key.

5. When the key is successfully read, the details will display in the pane.

Moving In a Resident

For properties with PMS integrations, your PMS will move your Resident in for you. If you have the future Resident syncing feature turned on, the Resident will populate in the future Residents menu in advance of their move-in date, then automatically populate in their unit and leave the future Residents menu to appear in the Residents menu. Access via a mobile key will be granted either automatically or manually at this time, based on the settings of your property integrations menu. You can make the Resident’s smart key at any point once they’re synced from your PMS, either from the future Residents menu or the Resident’s profile in their unit once they’ve transitioned to current Resident.
You’ll still need to manually move in Residents if they’re minors or you need to make a spare key for a Resident by making a second fake Resident for that relevant unit.

Residents who have a sync error will be listed at the bottom of the People menu. There you’ll also find a button which allows you to see sync error types. Property managers should use that information to manually correct sync errors. The sync automatically takes place every 4 hours in STRATIS, but will trigger immediately if this button is selected.

Note that any Resident who has two units on one property will need two separate smart keys, one for each unit. There is no way to put two units onto one smart key, as a failsafe to prevent accidental move out by keeping each unit on a separate smart key.

For non-PMS properties:

1. Select Places, followed by the correct unit, group, or building. 

2. Select the floor, and the desired unit. 

3. Select Move In and enter the Resident’s first and last name.
   
   

4. Choose if you wish to send mobile activation emails to your Resident.

   1. If you’re sending an activation email, select the checkbox Send Mobile Activation. If your property has amenities, select +Add Amenities, then +Add Resident. If your property doesn’t have amenities, select +Add Resident.

   2. If you’re choosing not to send activation emails, select +Add Resident.

5. Select the Resident’s name to open their profile window.

6. Select Make Key.

7. Confirm that the information is correct.

8. Select your encoder.
   
   

9. Place the smart key on encoder and select Make Key.

10.  Wait several seconds and a pop up will let you know when the smart key has been successfully created. Your encoder will blink green.

    1. When writing on a brand new, never before written to Mifare Plus smart key for the first time, you’ll see your encoder first flash red, then green which is a different LED pattern than what will happen when writing smart keys on previously used credentials (any type) or new non-Mifare Plus credentials. You’ll still see a confirmation message despite this different light pattern, when your key writes successfully.
       
       

Replacing a Lost Smart Key For Residents

If a Staff key is lost, the steps for removing it from accessing applicable locks are different than the process for removing Resident keys. For those Staff key steps, see Replacing a Lost Key for Staff and Maintenance.

If any Resident in a unit needs to have their smart key replaced for any reason, you will need to replace all smart keys for all Residents within the respective unit, because replacing one dormakaba smart key resets the code for that unit. You can reuse the Residents’ existing physical smart keys, but you must use the Replace Key function to ensure that the unreturned smart key is removed from the lock file.

To Replace a Smart Key:

1. Select Places, followed by the correct unit, group, or building. 

2. Select a Resident, and their user profile window will appear.

3. Select Replace Key at the bottom of their profile window.

4. Confirm and place the new smart key on your encoder.

5. Repeat these steps for the rest of the Residents in this unit.

Granting Mobile Access For Residents

Granting initial mobile access with a mobile key typically happens during the move in process for a Resident. If you need to grant or remove a mobile key after you’ve moved a Resident in, follow the following steps.

1. Select Places, followed by the correct unit, group, or building. 

2. Select a Resident, and their user profile window will appear.

3. Confirm the Resident’s email address.

4. Select Grant Mobile Access.
   
   

5. Select Save.

6. Select Confirm. STRATIS will send an activation email to your Resident.

   1. Note that now, in the Resident’s profile, options will appear for resending the activation email and resetting their password. 

   2. STRATIS only allows one phone on each Resident’s profile at one time. If the Resident purchases  a new phone, you would need to select the option Reset Account Device before the Resident could log in on the new phone. 

Manually Adding Second Credentials

Residents aren’t currently allowed spare keys in STRATIS as a standard feature. However, there is a work around for adding a secondary smart key for a Resident, which is how your property would manage parking or garage access for Residents who are entitled to these amenities. Depending on your property’s setup, this might involve a tag, a sticker, a smart key, or a badge.

1. Select Places.

2. Select the Resident’s relevant building, floor, and unit.

3. Select the Resident’s name from the drop down menu. In the Resident menu that appears on the right hand side of your screen, scroll down and select Manually Input Credentials.

4. In the New Resident Credential menu, you’ll have the option to choose amenities if your Resident is entitled to these amenities. If no amenities apply, select Confirm. Or, once amenities are selected, Confirm.
   
   

5. You’ll be prompted to enter the following information into the red bordered fields in the new menu screen:

   1. Enter Facility Code: This number appears on the box of your blank access credential, and is the same for each badge or sticker in that box.

   2. Confirm Facility Code: Reenter the information to confirm.

   3. Enter Badge ID: This number is on the individual blank badge or sticker. Each item in the box will have a different badge ID.

   4. Confirm Badge ID: Reenter the information to confirm.

6. Select Create Key.

7. There’s no need to place your badge or sticker on the encoder, but you will still have to select your encoder.

8. Select Make Key.

9. Wait several seconds and a pop up will let you know when the smart key has been successfully created. Your encoder will blink green.

   1. When writing on a brand new, never before written to Mifare Plus smart key for the first time, you’ll see your encoder first flash red, then green which is a different LED pattern than what will happen when writing smart keys on previously used credentials (any type) or new non-Mifare Plus credentials. You’ll still see a confirmation message despite this different light pattern, when your key writes successfully.
      
      

       

Updating Resident Emails

Non-PMS Synced Residents

If you update the Resident’s email address in STRATIS when that Resident has already moved in, you’ll need to first revoke mobile access. Then, after editing their email address in STRATIS, grant mobile access to that new email address, and have the Resident log in to the STRATIS Mobile App on their phone with their new email address.

PMS-Synced Residents

Resident emails for Residents who have already been added to STRATIS must be updated in your PMS directly. Doing so will automatically update the email in STRATIS as well, as STRATIS and your PMS are synced. This will happen regardless of if your Resident’s account has been activated or is still in pre-activation. This Resident won’t be kicked out of their STRATIS Mobile App at the time of switch, but would need to log in with their new email address the next time that they naturally had to log in to the app.

Moving Out a Resident From a Single-Resident Unit

For PMS-integrated-properties, any Resident who has been synced over from your PMS will be listed in the People menu with the beginning two letters of you PMS system - for example, RP for RealPage, or YA for Yardi. Non-synced, manually created Residents will have an X next to their listed name. This means that they can be moved out manually, via the People menu. These non-synced Residents will also have a move out option listed for their profile in the Places menu.

When a Resident on a PMS-integrated property is automatically moved out and leaves the property without ever returning their smart keys, there is no way to declare that Resident’s smart key as lost. This is different from non-PMS-integrated properties, where the smart keys can be declared lost. Additionally, the Management App won’t remind you when this happens. Make it a part of your property’s workflow to check for returned keys when a Resident departs, especially if you’re a PMS-integrated property.

The Return Key Unit is necessary on all properties with dormakaba devices for returning Resident keys. 

1. Select Places.

2. Select Resident’s unit, followed by their name.

3. In the right side menu that appears, select Move Out.

4. You’ll be asked to choose if you have the Resident’s smart key you’re returning.
   
   

   1. If you don’t have the smart key, select Replace Lost Key.

      1. For PMS-integrated properties, reprograming locks upon Resident move out will not block a moved out Resident’s smart key if it has not been returned. In this case:

         • If the unit is completely unoccupied (ie. there are no Residents), you can create a dummy Resident in the Unit. Create a key for that Resident. Tap the key to the affected locks. And then Move out the dummy Resident and return their key. This will ensure the moved out Resident’s lost key will no longer work on those locks.

         • If the unit is still occupied by other Residents, you can replace keys for the remaining Residents in that unit.

      2. For non-PMS-integrated properties, and a smart key made before the Community 2.0 upgrade:

         1. Select Replace Key.
            
            

         2. Select Confirm to confirm that you want to program this new smart key.

         3. Select your encoder, then Next.

         4. Place a blank smart key on your encoder and select Make Key.

         5. A confirmation message will appear on your screen.

         6. Tour your Resident’s lock(s).

         7. Use this new smart key to move out your Resident as if you do have their original smart key. The smart key may then be used for reprogramming for another incoming Resident.

      3. For non-PMS-integrated properties, and a smart key made after the Community 2.0 upgrade:

         1. Create a Resident cancel key in STRATIS.

            1. Select your departing Resident. Then, select Move Out.

            2. Select Move out with cancel key.

            3. Select your encoder, then select Next.

            4. Place your blank smart key on your encoder and select Create Cancel Key.

         2. With this new smart key, tour the affected locks by tapping the smart key to the unit lock, and any other doors associated with the missing smart key.

         3. You can now reuse this smart key for programming new Resident or Staff smart keys.

   2. If you do have the smart key:

      1. Select Move Out.

      2. Select Move Out With Key.

      3. Select your encoder, then Next.

      4. Place the smart key on the encoder. A confirmation message will appear when the return is complete.

5. Usually, there will only be one smart key associated with a Resident. Some specific cases such as duplicate smart keys and garage tags will mean that a Resident has more than one smart key to address during move out. These smart keys will show up under the Resident’s profile in the right side menu and will be listed as manually input. Clicking on these will open up a new panel where you’ll need to confirm that you want to remove the smart key.
   
   

6. Note that in the People menu, you’ll see a Return Key For Moved Out Resident button. This button works only for PMS-integrated properties and can be used to return a smart key that has been found after you’ve moved a Resident out as if their smart key were lost.

Moving Out a Resident From a Multi-Resident Unit

For properties with PMS integration, moving a Resident out of your PMS will automatically move the Resident out of STRATIS and revoke mobile access. You will still have to return the Resident’s key, through the Return Key Unit for smart keys made before the Community 2.0 upgrade or via the return key for moved out Resident button for smart keys made after the Community 2.0 upgrade, where you should confirm that there are no other Residents remaining and no spare keys unaccounted for.

There are five possible scenarios for a non-PMS-integrated Resident’s move out from a multi-Resident unit.

1. All Residents move out of the unit at the same time. It doesn’t matter when each of their smart keys were made.

   1. Move out all Residents in the Management App.

   2. A moveout panel will appear. Choose the option corresponding to whether or not each Resident has returned their smart key, and follow the screen prompts within the Management App.

2. One Resident moves out and returns their smart key, while other Residents remain in the unit. The departing Resident has a smart key written after the Community 2.0 upgrade, but the other Residents have keys made before the Community 2.0 upgrade.

   1. Select your departing Resident. Then, select Move Out.

   2. A moveout panel will appear. Select move out with key.

   3. Select your encoder, then select Next.

   4. Place the smart key on the encoder and select Return Key.

3. One Resident moves out and returns their smart key, while other Residents remain in the unit. All Residents have smart keys written after the Community 2.0 upgrade.

   1. Select your departing Resident. Then, select Move Out.

   2. A moveout panel will appear. Select move out with key.

   3. Select your encoder, then select Next.

   4. Place the smart key on the encoder and select Return Key.

4. One Resident moves out and does not return their smart key, while other Residents remain in the unit. The departing Resident had a smart key written after the Community 2.0 upgrade. 

   1. Select your departing Resident. Then, select Move Out.

   2. Select Move out with cancel key.

   3. Select your encoder, then select Next.

   4. Place your blank smart key on your encoder and select Create Cancel Key.

   5. With this new smart key, tour the affected locks by tapping the smart key to the unit lock, and any other doors associated with the missing smart key.

5. One Resident moves out and returns their smart key, while other Residents remain in the unit. The departing Resident has a smart key written before the Community 2.0 upgrade.

   1. Select your departing Resident. Then, select Move Out.

   2. A moveout panel will appear. Select move out with key.

   3. Select your encoder, then select Next.

   4. Place the smart key on the encoder and select Return Key.

6. One Resident moves out and does not return their smart key, while other Residents remain in the unit. The departing Resident had a smart key written before the Community 2.0 upgrade. 

   1. Select your departing Resident. Then, select Replace Key.

   2. Select Confirm. Then, select your encoder and select Next.

   3. Place your blank smart key on your encoder and select Make Key.

   4. With this new smart key, tour the affected locks by tapping the smart key to the lock.

   5. In the Management App, select your departing Resident again. Then, select Move Out.

   6. A moveout panel will appear. Select move out with key and follow the prompts to place the key on your encoder.

   7. You must also replace the smart keys for the other remaining Residents in that unit, regardless of whether their keys were written before or after the Community 2.0 upgrade. You can reuse the Residents’ existing physical smart keys, but must use the Replace Key function to ensure that the unreturned smart key is removed from the lock file.

If a Resident departs and is replaced by a new Resident at the same time in a unit situation where multiple Residents live in the same unit, we recommend that you replace the smart key for the departing Resident, and move the new Resident in at the same time. You would then replace the smart keys for the other remaining original Residents. This prevents having to replace those Residents’ smart keys twice. 

There may be other scenarios where you wish to simply pass the smart key of a departing Resident off to a new Resident as they move in. STRATIS strongly discourages this action, as it creates a less secure line of accountability for smart keys.

Smart Key Syncing For Brivo or Chirp

Smart Key Syncing is a STRATIS feature for properties with Chirp or Brivo access point systems which allows smart keys made and returned in STRATIS to automatically be made and returned in Brivo or Chirp.

If your property has Chirp or Brivo, and your reader has been set up correctly, this feature is automatically turned on for your property.

However, if your property’s installer set up your Brivo or Chirp reader to have high frequency reading off, Smart Key Syncing won’t work for your property. You’ll need to either swipe to enroll or manually input keys into these readers. If you have questions about how your property was set up, please contact your installer. STRATIS has no way of seeing this setup information in our Management App.
You may be able to test your reader’s capability by holding a smart key in front of it. If the card beeps twice before it unlocks, it’s set up to accept Smart Key Syncing.

Some of the benefits of Smart Key Syncing include:

• Property Staff, when creating smart keys, can automatically enroll their Resident or Staff Member in Brivo or Chirp without needing to swipe to enroll or manually input credentials.

• When Property Staff create smart maintenance keys, they automatically work on Brivo or Chirp access points.

• When Property Staff return found keys, the smart key automatically stops working on Brivo or Chirp access points without needing to take additional blocking steps.

Integrations Menu

Our newest addition to STRATIS is our integrations menu, which empowers you to control the settings for the integration in the way that fits your property best. The integrations menu will only be accessible to a property with a PMS after they’ve successfully completed the backend PMS integration process, with our Wellness team. Below are the available settings:

Automatically Send Activation Emails

STRATIS will automatically send a mobile access invite email to Residents when they’ve moved in. If you opt to turn this setting off, you’ll have to manually send the mobile access invite email to the Resident when they’ve moved into their unit. This allows you to have move control over when the Resident gains mobile access to their unit.

Resident Syncing Enabled

STRATIS automatically runs regular Resident syncs in the background to pull information straight from your PMS. Shutting this off means that the PMS will stop syncing automatically until you’ve either manually triggered a sync, or turned syncing back on. Once your property is synced with STRATIS, you must contact support to turn this feature off.

Future Residents

STRATIS displays upcoming Residents ahead of their PMS move-in date. This number indicates how many days in advance of scheduled move-in to pull the future Residents over to STRATIS. The future Residents feature allows you to make and test keys for Residents in advance of their move-in date.

Excluded Resident Types

Excluded Resident types shouldn’t be pulled into STRATIS from the PMS. Typically these include Guarantors and Minors, but they can be customized based on how your PMS is set up.

Excluded Residents

Excluded Residents are Residents who should not be pulled into STRATIS from your PMS. This feature is used by our support team for scenarios where a Resident may have more than one unit at a time. If you’d like a Resident to be excluded, please contact STRATIS support.

Excluded Units

This is a super user-only field which allows you to prevent Residents from syncing to designated units. In the rare case where a single property site is best set up as two separate properties in STRATIS, this allows us to prevent the system from creating sync conflicts for units that don’t exist in STRATIS.

Resident Move-Outs Based on Status

If this setting is turned on, STRATIS ignores the PMS move-out date field and only moves the Resident out when their status changes to “Past.” If this setting is turned off, Residents will be moved out based on their move-out date.

Staff Actions

To complete any Staff actions, you’ll first need to understand how Variable Access Points (VAP) work. 

Variable Access Points and Their Setup

A VAP can be either one unit or one door file that has multiple doors programmed to it. Think about a VAP like a labeled bucket - the bucket only has one purpose, but you can fit as many needed items matching that purpose into that bucket.

All your vacant units should be programmed to the Vacant Unit VAP door file, using the HH6 door programmer. This bucket would have multiple units in it, all unoccupied.

Once a unit is occupied, you’d then program it to its own individual door file with the HH6 door programmer, therefore removing it from the Vacant Unit VAP, and assigning it one new, separate VAP.

When your Resident moves out, if you want to be able to enter that unit using a smart key that has the Vacant Unit VAP on it, you’ll want to reprogram that unit with the HH6 door programmer to move it back to the Vacant Unit VAP. Doing this concludes the individual, separate VAP designated when that unit was occupied.

VAPs also work for areas in your building that aren’t Resident units. You could program all Staff accessible doors to one VAP, for example.

Staff/Maintenance Smart Key VAP Limitations:

There are some limitations for VAPs that you’ll want to be aware of as you plan out how to set up your units. These limits are why we suggest managing vacant units as one VAP, and avoiding making master keys, as most properties have units beyond dormakaba’s maximum.

1. STRATIS Mobile App

   • Unlimited number of VAPs

2. STRATIS Smart Key

   • For 1K smart keys, dormakaba allows up to 94 VAPs.  If those 94 smart key VAPs are full, you will not receive an error message to let you know that you're at capacity. If you’re still using 1K smart keys, you’ll still need to manually keep track.

   • 2K smart keys have a limit of 120 VAPs. If those 120 smart key VAPS are full, you will not receive an error message to let you know that you’re at capacity. If you’re still using 2K smart keys, you’ll need to manually keep track.

   • For 4K smart keys created before the Community 2.0 upgrade, dormakba has a limit of 120 VAPs.

   • For 4K smart keys made after the Community 2.0 upgrade, dormakaba allows up to 542 VAPs.  If those 542 smart key VAPs are full, you’ll get an error message to let you know that you’re at capacity.

Creating A New Staff User

A Staff user is the Staff member’s profile used to designate and manage their individual access the Management App. Some Staff users will have Property Administrator designation, which is a granted permission allowing them to create, delete, and edit Staff users. Property Administrators can create mobile and smart keys for individual Staff members, after first creating that individual’s Staff user.

1. Select People.

2. Select the + sign on the right side of the Staff menu.

3. In the new pop-up window, fill in the first name, last name, email address, and phone number (optional but recommended) of your Staff member. Always use a mobile phone number when creating Staff users, as that individual will need to use that phone/phone number for two-factor authentication. When done, select Add Permissions.

4. In the next screen, choose the permissions you’d like to grant to this Staff user. Checking off the box to the left of each option will automatically check off all nested options beneath. Selecting the arrow to the right of the each option will expand all nested options for individual checking off. When finished, select + Add.

5. Once the Staff user is created, you can then grant that Staff user their mobile key. You can also create smart keys in their name.

6. Note that in order to revoke a mobile key from a Staff person, you must fully delete their Staff user. When a Staff member departs your property, it’s important to delete their Staff user right away. This ensures that they don’t have access to the property, units, and Management App, which is crucial for your security.

   1. Upon deleting the Staff user, if there are any outstanding keys in their name, STRATIS will notify you upon trying to delete the Staff user. It’ll then require that those keys either be returned or reassigned to a different Staff user before allowing total deletion.
      If Staff keys owned by a departing Staff user are not returned, you must create a cancel key in Community and tour the locks affected by that lost Staff smart key.
      If a Staff smart key is outstanding:

      1. Navigate to the Staff Keys menu and return that key(s).

      2. If you do want to keep the keys, the wizard will allow you in that moment to reassign those keys. It’s fine to assign a departing Staff member’s smart keys to their replacement Staff member, but their Staff user must first be created to complete the reassignment.

Read Keys for Information

If you are in possession of a key, and you don’t know anything about it, you can scan it quickly to get the details.

1. Navigate to the People screen.

2. Click Read Key for Info.

3. On the pane appearing on the right-hand side, select your reader and click Next.

4. Place the key on your reader and click Read Key.

5. When the key is successfully read, the details will display in the pane.

Creating New Staff Keys

1. Select People.

2. Select View Staff Keys from the Staff toolbar.
   
   

3. Select +New Key. Choose your Staff member from the drop down list, and select Next.

4. Choose the areas you’d like your Staff key to access in the left menu, and select Next. When making this choice, remember to think about your VAP limits and setup.
   
   

5. Name the key something easily identifiable and unique, as no two Staff keys can have the same name. We recommend including the name of the owner and a basic description of what access will be granted. Keep in mind that this smart key will remain on your Staff key list even if you’ve removed access with the Return Key Unit. This is one of the limitations that our team is currently working to improve.
   You’ll also want to make sure that you don’t recycle emails from old users to new users, and use personal email addresses rather than group email addresses. For example, johnsmith@stratis.com would be fine, whereas maintenence@stratis.com would not.

6. Your smart key will automatically be assigned an end date one year into the future from the date of creation. You can change this date if you wish. We recommend updating the timespan to somewhere between 24 and 48 hours. 
   
   

7. Select Next. A confirmation window will appear to allow you to review the details of your smart key before inputting your password and encoding your smart key.

8. If all details are correct, input your password and select Confirm. Place the blank smart key on the encoder. If encoding is successful, you’ll see a message appear. Your encoder will blink green.

   1. When writing on a brand new, never before written to Mifare Plus smart key for the first time, you’ll see your encoder first flash red, then green which is a different LED pattern than what will happen when writing smart keys on previously used credentials (any type) or new non-Mifare Plus credentials. You’ll still see a confirmation message despite this different light pattern, when your key writes successfully.

Replacing a Lost Key For Staff or Maintenance

If a Staff key is lost, the steps for removing it from accessing applicable locks are different than the process for removing Resident keys. For those Resident key steps, see Replacing a Lost Smart Key for Residents. A Cancel key is a smart key made in Community, created with the purpose of removing a smart key’s access from its relevant locks. This is used when the Staff key is lost, and the Return Key Unit is not an option.

Though Staff and Maintenance cancel keys are made in Community, they don’t need to be returned in Community. Instead, they can be written as cancel keys in the return key unit in STRATIS.  

If you lose a Staff key, go to Community and make a cancel key. Then, tour the relevant locks with that cancel key. That will remove that smart key from the locks. If your Staff smart key was made before the Community 2.0 upgrade, this change will not update in your Management App list of smart keys. If your Staff smart key was made after the Community 2.0 upgrade, the change will update in your list of total Staff keys.

Returning Staff Keys

1. Select People.

2. Select View Staff Keys.

3. Select the Staff smart key you wish to return.

4. Select Return Key.

5. Select your encoder, then Next.

6. If you have the Staff smart key that you are returning:

   1. Select Return Key.

   2. Follow the prompts to place the smart key on the encoder. After three quick beeps, the

      smart key will be deleted from the system.

   3. Note that returned Staff smart keys can’t be reprogrammed for additional use.

7. If you don’t have the Staff smart key that is being returned, follow the steps listed in the section of this guide titled Replacing a Lost Key For Staff or Maintenance.

Granting Staff Mobile Access

1. Select People.

2. Select the Staff menu.

3. Choose the Staff member who needs a mobile key, and select Grant Mobile Access. A new menu will appear. In this menu, select Select Units… 

4. Select the desired units in the left menu and confirm the Staff member’s email and phone number. When complete, Confirm.
   
   

5. Your screen will show a notification that mobile access has been granted. The black phone icon will change to a blue icon to signify this change.
   
   

6. Now, once the Staff member logs in to their Mobile App on their phone, they will be able to access the units you selected. If a Staff mobile key has been assigned many units, pulling down on the app screen to refresh the list of accessible units may take up to 10 seconds.

Deleting A Staff User

Sometimes you’ll need to remove Staff users from your STRATIS Management App to ensure that they no longer have access to your property, such as when an employee quits or is terminated. There’s no way to bulk-delete Staff users. This must be done one at a time.

1. Select People.

2. Select Staff.

3. In the drop down Staff list, select the Staff user to be removed. Then, in the new menu that appears, select Remove.

4. Confirm that you would like to remove this Staff member by selecting Remove again.

5. That Staff user will now disappear from your Staff list.

Removing a Staff member’s user account will automatically revoke their mobile key, but if they have a smart key assigned to them then you will also need to reassign that smart key or return that smart key. If they didn’t return their smart key before departing, you’ll need to return that smart key without credential, then program all of the doors the smart key had access to in order to block that individual’s access to your property.

Granting Vacant Unit Access

Currently, the change of a unit from vacant to occupied in the Management App is not automatically updated and reflected in mobile keys held by your Staff.

To ensure that your Staff’s mobile keys will be able to access units as they become vacant, let’s review the importance of setting up your VAP properly and follow along with the steps below.

To give Staff access to vacant units:

1. When making a Staff key or Staff mobile key, be sure to add the Vacant Unit VAP to the key from the menu in the Management App. 

To add vacant units to the vacant unit VAP:

1. Using the HH6 door programmer, program the vacant unit(s) to your Vacant Unit door file.

2. When a vacant unit becomes occupied, reprogram its lock to the unit number to remove it from the Vacant Unit VAP and set up a smart key for the new unit Resident. There is no need to re-create Staff keys or mobile keys.

Returning Maintenance Keys With the Return Key Unit

Note: Prior to our 4.10 release in March of 2021, Staff keys needed to be returned via the Return Key Unit. For March 2021 and beyond, Staff keys on non-PMS properties do not need to be returned via the Return Key unit, and can be returned in the way that you return Resident keys.

The Return Key Unit is necessary on all properties with dormakaba devices for returning maintenance keys. 

1. Select Places.

2. Select Return Key Unit from your list of places.
   
   

3. Select Return Key Resident.

4. Select Replace Key.

5. Place the smart key on your encoder.

Making Master Keys

Master keys aren’t made in the STRATIS Management App. To make a master key, for such purposes as emergency or fire use, do so in Community. Once you make a master key in Community, even if the property layout changes afterwards that same Emergency Key will still work and doesn’t need to be recreated.

Making Maintenance Keys

Maintenance keys are temporary smart or mobile keys that you can create and set to expire at a specific date and time. Commonly, they’re used for temporary vendor access. Maintenance keys do show up in Community. Maintenance keys can only be made for one ticket at a time.

To make a Maintenance smart key:

1. Select Maintenance from the left side menu.
   
   

2. Select + Add Ticket.
   
   

3. Enter the email address of the person requesting the Maintenance key, the status of the ticket, and the type of ticket, then select Next. A new menu will appear. 

4. From the left column of the menu, choose your desired units.

5. Select Add Key.

6. Indicate the expiration date and time. Note that the default for Maintenance keys is 5:00 PM on the day of creation, but that you can change this if you wish, up to 30 days into the future.

7. Select Confirm.

8. Place the blank smart key on the encoder. A confirmation message will appear.

To make a Maintenance mobile key:

1. Select Maintenance from the side menu.

2. Choose and select the relevant ticket for this mobile key. You can only choose one ticket.

3. Select Mobile Credential at the bottom of the screen.

4. Indicate the expiration date and time. Note that the default for maintenance keys is 5:00 PM on the day of creation, but that you can change this if you wish, up to 30 days into the future. Setting maintenance key expiration to allow the least amount of access time is best security practice for your property.

5. Select Next, then Confirm.

Visitor Actions

Manage Current Visitors

1. Select People.

2. Select the arrow to the right of Visitors.

3. Select the name or unit number of the Visitor to view the details of the Visitor’s access permissions and/or revoke the Visitor’s access rights. Revoked Visitors will continue to appear in the Visitors list, as a revoked individual, for 30 days.

   Note that Staff members can view and manage Visitors in individual units in the Places menu.

Manage Visitors in a Single Unit

1. Select Places.

2. Select the desired unit.

3. Select the name of the Visitor to view the details of the Visitor’s access permissions and/or revoke the Visitor’s access rights.

Disable Visitor Access for a Single Unit

1. Select Places.

2. Select the desired unit.

3. Select Turn OFF Visitor Access.

Note that this will disable Visitor access for all Residents in that unit

Devices Menu

This menu is available to properties with STRATIS Smart Building Networked IoT Devices. To learn more about STRATIS’ Smart Building options, please contact sales@stratisiot.com. Some menu options may or may not appear for your property depending on your installed devices.
Access the Devices menu from either the left side menu icon or the Devices shortcut.

What you can view from this page will depend on what features your property has set up in STRATIS. If your property doesn’t have IoT devices set up, you can access the Return Found Key button as well as a total list of all Staff Keys.
If your property does have IoT devices enabled in STRATIS, all of the following menus will be available to you.

View a List of Devices in Device Layout

1. Select your relevant building.

2. Select the relevant floor.

3. Select the arrow next to the relevant unit. Doing so will drop down a list of the unit’s devices, the state of each device, and battery status if applicable.
   
   

To ensure the privacy of your Residents, the STRATIS Management App doesn’t display the state of devices (e.g., on or off, temperature, etc.) when a unit is marked Occupied. Leak detection notifications are visible, as are battery states.

Control a Device in a Single Vacant Unit

1. Select Devices, then the building and floor of the vacant unit to be managed.

2. Select the arrow next to the relevant vacant unit to show its devices.

3. Select the device to be controlled.
   
   

4. Set the state as desired. For example, set a thermostat to Cool to 75ºF, or turn a light switch on/off.

5. Save.

Locks and Keys

From this page you can access Return Found Key, and Staff Keys.

Return Found Key: This is used to return a smart key that cannot be identified and does not belong to a current Resident, such as a smart key that is found on the property and needs to be cleared from the system. This feature is only available for properties who have upgraded to Community 2.0. If your property has not upgraded, this button will still appear, but won’t function.

Staff Keys: This is another way to see a list of all Staff smart keys.

Property Controls

This menu is used to control thermostat set points across your property.

Set Thermostat Setpoint Limits on Heating and Cooling in Occupied Units

Thermostat Setpoint Limits allows you to set minimum and maximum ranges for heating, cooling, or both.

1. Select Devices, then Property Controls.

2. Select General.

3. To enable setpoint limits, activate the Off / On toggle for Thermostat Heat, Thermostat Cool, or both.

5. Enter your desired limits in the Min Value and Max Value columns. Keep in mind the range of allowed values:

   1. The Min Value can be set from 0 - 120 degrees.

   2. The Max Value can be set from 40 - 120 degrees.

Set Property-Wide Thermostat Controls for Commons and Vacant Units

1. Select Devices, then Property Controls.

2. Select Thermostats.

3. Select a thermostat mode, then Confirm in the window that pops up.

4. Adjust the thermostat set point by clicking either + or -.

   • To adjust settings in Auto, select the temperature to adjust before tapping + or -.

5. Select Set Temp and confirm the changes.

Maintenance Menu

To use the maintenance ticket tab you must have a default maintenance email entered and saved in Property Settings.

Add a Maintenance Ticket

1. Select Maintenance.

2. Select Add Ticket.

3. Enter the name or email address of the requestor, the status of the ticket, and the type of ticket. Then Choose Units.

4. Select the units/unit groups for the ticket to address.

5. Choose the desired action:

   1. Create Ticket Only - This creates a ticket without issuing a smart or mobile key.

   2. Add Mobile Credential - This creates a ticket and grants mobile access to the Staff member assigned to the ticket.

      1. Note: Slot limitation does not apply to mobile credentials.

   3. Add Credential - This creates a ticket and allows the user to create a smart key.

Create a Smart or Mobile Key for a Maintenance Ticket

1. Select Maintenance.

2. Select the desired ticket.

3. Choose the type of credential you would like to issue:

   1. To create a smart key, click Create Credential. 

   2. To create a mobile key, click Create Mobile Credential.

4. Enter the Start Date/Time and End Date/Time and select Next.

5. Confirm the information on the following page, enter your login password and click Confirm.

6. If you are creating a smart key, you’ll be prompted to place the blank smart key on the encoder and wait for confirmation.

   1. When writing on a brand new, never before written to Mifare Plus smart key for the first time, you’ll see your encoder first flash red, then green which is a different LED pattern than what will happen when writing smart keys on previously used credentials (any type) or new non-Mifare Plus credentials. You’ll still see a confirmation message despite this different light pattern, when your key writes successfully.

Close a Maintenance Ticket

1. Select Maintenance.

2. Select the desired ticket.

3. Select Follow Up.

4. Change Status to Closed or Resolved.

Select Submit Follow Up and add any relevant note

Close Multiple Maintenance Tickets

1. Select Maintenance.

2. Check the boxes of the tickets you would like to close.

3. Select Batch Close.

4. Confirm the batch close.

Reports Menu

The STRATIS Management App allows users to view an extensive log of activities on your property. You can sort and search the data by different criteria and download these reports to CSV files to print out and/or store locally. STRATIS stores these reports on its servers. It's not necessary to store these reports locally. Reports not available for your property will appear as greyed out items in the Reports menu.

From the Reports tab, access the following reports:

• Activity Log: View a list of user logins and tabs/sections visited.

• Key Log: View a list of fobs that have been created, returned or requested from each encoder on a site.

• Residents: View a list of Residents, their unit numbers, assigned fobs and mobile app activation dates.

• Credentials: View a list of smart keys and mobile keys.

• Places: View a list of all units and unit groups on a given property site.

• Visitor Access: View lists of past, current and invited visitors.

• Mobile Unlock Events: View a list of mobile unlocking events for Common and Staff areas.

• Mobile Activations: View a list of mobile activations on a property.

Property Setup Menu

What is a Common Area?

Common areas are places on a property accessible to all Residents. Anyone who lives there will have access to these areas just by the basis of living there. This could be a hallway, a gym, etc. Residents have access to these areas without having to pay any additional fee.

Common areas are set up in dormakaba Keyscan or dormakaba Community, depending on the software your property has purchased. Once set in your dormakaba software, STRATIS' integration with dormakaba automatically grants access to these areas when making keys, based on the user groups also set up in dormakaba software. For example, if you set a Staff group in Keyscan to have access to all hallways and pools, any Staff key written in STRATIS would automatically have these access privileges includes. If Residents in the Resident group had different access, such as limited hallways, this separate access would automatically be written to Resident keys made in STRATIS.

Layout

• View the layout of a property’s Resident units and Staff areas.

• Add and edit the name of unit groups, units, and locks.

• Move unit groups and units around to different areas and types of units.

Add a Unit Group

Properties can use this functionality to add different types of unit groups such as buildings or floors. STRATIS recommends contacting your STRATIS Certified Partner or STRATIS support directly for complex layouts and training of new users who have not added unit groups previously.

1. Select Property Setup.

2. Select Layout.

3. Add unit groups by selecting + Add Unit Group in the lower right hand corner of your screen.

   • Unit groups can be created inside other unit groups - for example, a mailroom to be used by Residents of Building 1 exclusively.

4. Enter the name of your new unit group in the Name field.

5. In the drop down menu, select from the following Unit Group Types:

   1. Residential: Residential units.

   2. Staff: Staff areas.

   3. Suite: Suites.

6. Save.

Add a Unit

1. Select Property Setup.

2. Select Layout.

3. Select the unit group where you want to add your new unit.

4. Add the new unit by selecting + Add Unit in the lower right corner of your screen.

5. In the new pop-up that appears, enter your desired Unit Name and Door Name.

6. Select the appropriate Unit Type from the drop down menu.

7. Save.

Staff Units

Designating certain locks/access points as Staff-only will prevent Residents from accessing those locks/access points. To do this, you’ll want to put the designated Staff access point in a Staff unit group.
Setting a unit group as Staff only ensures that the unit doesn’t show up as a place in a property layout that could accept Residents for move-in.

Edit a Unit

1. Select Property Setup.

2. Select Layout.

3. Select the unit to be edited.

4. In the View Unit popup that appears, select Edit. Now you can change the unit name, the unit type, or move the unit to a different unit group.

5. Save.

Property Settings Menu

1. Select Property Setup.

2. Select Settings.

From this menu, dormakaba properties can access the following property settings:

• Adjust time zone.

• Set default maintenance email.

• Allow/deny Resident maintenance ticket creation (mobile app only).

• Turn on/off master fob creation option.

• Turn on/off Resident enabled Visitor Access to the property.

• Set Visitor Access schedule limits.

For Properties with Chirp or Brivo Access Points

If Your Smart Key Was Made Before Community 2.0

• To make a smart key in STRATIS for a Resident or Staff user that works on a Brivo or Chirp access point:

  1. Manually input the smart key.

• Alternatively, you could swipe to enroll in Brivo On Air/the Chirp Admin Panel. 

If You’re Making a Smart Key After Community 2.0

• When you make a smart key in STRATIS or return a smart key in STRATIS, the smart key is also automatically created or returned in Brivo or Chirp. No manual input or swipe to enroll is required

Troubleshooting and Support

Encoder Troubleshooting

1. If your encoder’s operations are failing:

   1. Unplug the encoder.

   2. Reconnect encoder. It will beep as it powers up.

2. If your encoder is still failing, check WireGuard. Wireguard should open at startup but if you don’t see it:

   1. Open the Start Menu

   2. In the search box to the right of the Start button, and enter WireGuard.

   3. Open WireGuard.

   4. Select the Deactivate button in the upper half of the frame.

   5. Next select Re-activate.

   6. Check and see if the encoder is online.
      
      

3. If the encoder is still not online you can restart services.

   1. Open the Start Menu

   2. In the search box to the right of the Start button, and enter services.

   3. Right click on the service Community Client and select restart.

4. If your encoder operations are still failing:

   1. On your desktop, locate the icon Prepare Aurora.

   2. Double click the icon. No message will appear, but this will have triggered an update on your routing plan to ensure that your encoder is speaking directly to Keyscan.

5. If your encoder is still failing, contact STRATIS support.

Community Troubleshooting

Having difficulty accessing Community usually means something is wrong with your VPN. Follow the steps listed above for Encoder Troubleshooting to reconnect your VPN.

Community has a privacy setting for deadbolt locks. When turned on, the Resident can physically enable privacy mode on their lock. Privacy mode can prevent keys and mobile keys from properly working on that lock. When privacy mode is enabled, other Resident keys of the unit are able to override privacy mode and open the lock. If one Resident for a unit enables privacy mode, they don’t prevent other unit Residents from gaining access. For Staff, the preferred way to go around this is to use an emergency key, created in Community, to access that lock.

For additional assistance with Community, please see the last section of this guide, titled Supplemental Community Guide.

Support Contact Information

STRATIS Support
844-STRATIS, option 2

support@stratisiot.com

Contact STRATIS if:

• Your VPN stops working and your troubleshooting does not resolve the issue.

• Making keys or performing an issue in the Management App results in failure.

• When making a key for a Resident, you encounter “Unknown Error has Occurred.”

Keyscan Access Control
For any keyscan issues, it’s best to contact your integrator first. That integrator may be able to solve your issue on their own, and will have the ability to contact Keyscan if there truly is an issue that requires escalation to Keyscan.

Keyscan Youtube Tutorial Channel
https://www.youtube.com/user/KeyscanACS/videos

Contact your integrator if:

• Keys aren’t working with Keyscan.

dormakaba Community
514-340-9025

Contact dormakaba if:

• Your HH6 door programmer fails to program locks.

• You’re unable to make emergency keys in Community.

Supplemental Community Guide

We’ve included a few helpful steps for actions completed in Community that relate to actions taken in the STRATIS Management App. Note that this info is pulled directly from Community’s customer guide, and is not made by STRATIS. If you have questions about the actions listed here, please contact dormakaba’s Community support team.

How to Make a Master Key (Emergency Key in dormakaba Community)

Follow these instructions when making a key based on the Emergency class type.

1. Go to Staff/Vendor Keys.
   
   

2. Select the Emergency credential class or a custom class based on the Emergency class type. Only those classes for which credentials are defined are listed.

3. Select a credential.

4. Select whether to make a New or Additional key. Making a New key invalidates the selected credential on all active keys. Making Additional keys (copies) has no effect on existing active keys.

5. (optional) Select a shift schedule. The selected shift schedule determines the days and hours that the key is valid.

6. (optional) Specify a date after which the key is invalid.

7. (optional) Click Next to Key Holder. Select the Staff/vendor to whom you want to assign the key. To add a Staff member/vendor, click (Add), specify first and last names, then click Save.
   
   

8. Click Make Keys:

   1. To make a mobile key, click Send to mobile.

   2. To make physical keys, specify the number of keys to make, select an encoder

   that is online, click Make Key, then present keys to the encoder (as prompted).

9. When prompted that keys were made/sent successfully, click Done. You can

   verify that a mobile key was delivered in Staff Management. Go to the Staff member profile and click the Active Keys tab.

How to Replace Staff Key

Replacement Keys are made to replace a damaged or worn-out key. They do not invalidate previously active keys. To make a Replacement Key:

1. Go to Staff/Vendor Management.
   
   

2. Select the Staff member whose key you want to replace.

3. Click the Active Keys tab.
   
   

4. Select the key that you want to replace.

5. Click Replacement Key.
   
   

6. Select an encoder that is online and available to the workstation.

7. (optional) Select the Staff/vendor to whom you want to assign the key.

8. (optional) Specify a date after which the key is invalid.

9. Click Make Key.

10. Present a key to the encoder.

11. When prompted that the key was made successfully, click Done.

Read Key

The Community key reader enables you to learn the status of any key and is accessible from the main toolbar. After successfully reading a key, you can erase all Community configuration data encoded on the key.

To read any key:

1. On the main toolbar, click the grey key button (Read Keys).
   
   

2. Select an encoder that is online and available to the workstation.

3. Present a key to the encoder.

4. Click Read Key.
   
   

   
   The information displayed depends on the key type. The following details display for Resident Keys:

   1. Keycard type

   2. Encoded by

   3. Encoded on device

   4. Key mode

   5. Created on

   6. Expires on

   7. Key ID

   8. Status—For physical keys: Active/Expired/Canceled/BlockedReturned. For mobile keys: Delivering/Delivered/Failed/Canceling/Canceled/Expired.)

   9. Unit access

   10. Common area access

   11. Floor access

   12. Encoded for Resident

Additional data displays for keys which are encoded with a third-party service in sector 2.

When reading a key fails, an information box identifies the following problems:

• When communication between the encoder and workstation fails.

• When the encoder is offline.

• When the encoder is busy.

• When a key is not presented to the encoder within the expected delay.

• When the key is damaged, corrupt, or uses unsupported technology.

Audit Locks

The Community data transfer function enables individual lock audits to track and store historical activity about access points. The data that is collected from locks and transferred to Community is stored in the Community database and available when generating Access Point Audit Reports.

To audit locks:

1. Connect the M-Unit to the lock that you want to audit.

2. From the M-Unit menu, select LOCKS.

3. Use the UP / DOWN arrow keys to highlight Select 3-Interrogate, then press ENTER. The M-Unit issues a message indicating the maximum number of interrogation records.

4. Press ENTER to proceed with the audit.

5. Select the type of probe that you are using to connect the M-Unit to the lock.

6. When prompted, insert the probe into the lock. The audit begins immediately. If an interrogation file for the lock already exists, the M-Unit issues a message requesting confirmation to overwrite the existing file. The M-Unit issues a message prompting for additional audits.

7. When all audits are complete, select NO.

8. Connect the M-Unit to the Community workstation.

9. In Community, go to Programming/Auditing.

10. Click Auditing. All access point interrogation files stored on the M-Unit are listed.

11. Select the interrogation files that you want to transfer.

12. Select whether to delete the lock audit from the M-Unit after transfer. Interrogation files on the M-Unit can be stored indefinitely or permanently deleted after the file is transferred to Community.

13. Click Transfer. 

14. When prompted that the transfer is complete, click OK. All interrogation files are stored on the Community server and are accessible from the Access Point Audit Report.