STRATIS Management App Guide - SALTO V 1.3

As we work diligently to bring additional features to our integration with SALTO, please note there are some things STRATIS can't yet do with SALTO devices. We’ll point those out in each section of the guide. 

Glossary

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

• Staff are the administrators and employees of the building. For each Staff member who’ll need access, you must create a Staff user profile.

• 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 Unit is one singular designated apartment or residential suite. When Residents live in the unit, it’s considered to be occupied. When the unit isn’t being rented or leased and is empty of Residents, it’s considered to be vacant.

• Common areas are areas of the building that all Residents have access to merely by living in the building.

• An amenity is an area or service which has restrictions to its access, dependent on hour or particular Resident. Examples include locked bike rooms, assigned storage spaces, etc. Some buildings may not have any amenities.

• 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 smart phone app used by Residents and Staff.

• The Management App is the STRATIS web or desktop client used by Staff and Property 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 STRATIS installed, used as a smart key.

• SALTO ProAccess SPACE (SPACE) is an access management software solution specifically developed for multi-unit buildings built with SALTO devices. Some actions needed for your day-to-day access can only be done in SPACE.

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

• Occasionally you’ll need to reinitialize a unit lock. This process gives the lock a totally new identity. For instructions on how to reinitialize a lock, contact SALTO support.

• An NCoder is the smart key reader device that plugs into the computer, where SALTO SPACE has been installed and your VPN has been connected, in order to write smart keys and mobile keys.

• The Portable Programming Device (PPD) is SALTO’s door programming device that plugs into your computer and collects door file information from SPACE. You then unplug the device and tour your locks for programming, via Bluetooth. 

• 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.

Table of Actions By Software Type

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.

Open

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 Administrators 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.

      1. If your property has amenities, select +Add Amenities, then +Add Resident.

      2. 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 NCoder.

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

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

11. Note that only one smart key will exist for a given resident in each unit. SALTO does not support the making of duplicate keys.

Replacing a Lost Smart Key For Residents

If a Staff key is lost, the steps for removing it from accessing applicable locks is different than this process for removing Resident keys. To replace a Staff key, please skip ahead to the Staff actions section of this guide.
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 NCoder.

Granting Mobile Access

Granting initial mobile access with a mobile key typically happens during the move in process for a Resident. During that process you simply check off the Send Mobile Activation box.

If you need to grant or remove a mobile key after you’ve moved a Resident in, follow the following steps.
Note that for SALTO locks, the NCoder must to be plugged in and functional in order to make mobile keys.

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. 

Editing Amenities for Existing Residents

For Residents who have already moved in, Amenity Access will appear in their Resident profile when opened from either the People or Places tiles on the home screen.

1. Select Edit Amenities.

2. From the new drop down list that appears, choose the relevant amenities.

3. Save.

4. When a Resident logs in to the mobile app, the access point will appear within their list of locks. Their current smart keys should work on that access point if your property has Brivo or Chirp as your access point solution. If your property uses offline locks on your amenity doors, smart keys would have to be rewritten for the Resident.

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

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.

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 key, select Move Out Without Credential.

      1. For PMS-integrated properties:

         1. There’s no way to secure a SALTO unit lock on a PMS-integrated property where a PMS-integrated Resident has departed and not returned their smart key. When this happens, you’ll need to reinitialize the lock to give it a totally new identity. Keys which worked on the lock before reinitialization will still be programmed to that lock after reinitialization. For steps on how to reinitialize a lock, consult your SALTO SPACE manual.

      2. For non-PMS-integrated properties:

         1. Follow the instructions on your screen to reprogram locks after moving out the Resident without a smart key.

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. 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

General Door Limit

If your property was onboarded to STRATIS before October 2021, all of your SALTO mobile and smart keys can only contain a total of 96 doors. Think of this like a bucket, where each individual lock, access point, or amenity counts as one towards a maximum allowed tally of 96. For Residents, this won’t make a difference, but each staff member can only access 96 doors at one time.

If your property was onboarded to STRATIS after October 2021 and also meets the below requirements, you have no container limit for your smart and mobile keys.

1. Your property hadn’t previously programmed locks with an independent instance of SPACE.

2. If requirement 1 is not true, your property is willing to reprogram locks after being onboarded into STRATIS.

Reading Smart Keys

1. Select People.

2. At the bottom of the screen select the Read Key for Info button.
   
   

3. A panel will pop up asking you to select your NCoder. Select it, then Next.

4. Place the key on the NCoder. Then, select Read Key.

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 go through the return staff key without credential steps.
      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.

Creating New Staff Smart Keys

Staff keys must be made with new, personalized emails for each new Staff member. You can’t use older legacy email addresses associated with prior employees or groups within your property. This might mean that before you can make a new employee’s staff key, you’ll need to set up their personal email.

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.

5. Under Key Name, 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. Use personal email addresses rather than group email addresses. For example, johnsmith@STRATIS.com would be fine, whereas maintenenance@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. The set length for the smart key’s expiration date is up to your property and its policies. We recommend setting the expiration date at one year to decrease the likelihood that a forgotten key with access to all units wouldn’t be overlooked and pose a security loophole. Upon that one year expiration, it’s best practice to audit the smart key to make sure that the access granted is what your Staff person needs to do their job and nothing more. Then, make a new smart key with this level of access, and a one year expiration date.

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. Select your NCoder from the reader list and select Next. Place the blank smart key on the NCoder and select Make Key. If encoding is successful, you’ll see a message appear.

Editing Existing Staff Smart Keys

SALTO does not support editing of existing Staff smart keys. You’ll need to remove a Staff smart key and create an entirely new one.

Returning Staff Keys or Dealing With Missing 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. If you have the Staff smart key that is being returned:

   1. Select Return Available Key.
      
      

   2. Select your NCoder and select Next.

   3. Follow the prompts to place the smart key on the NCoder. After three quick beeps, the

      smart key will be deleted from the system.

6. If you don’t have the Staff smart key that is being returned (this scenario should also be used for when a Staff smart key has been lost and your Staff member needs a new Staff smart key):

   1. Select Return Missing Key.
      
      

   2. The smart key will be deleted by STRATIS.

   3. Once the smart key has been deleted, tour all locks to which that smart key had access. Locks must be reprogrammed to remove access. Before programming, make sure that you’ve deleted old door files and have the most up to date door files downloaded. If your Staff person needs a new Staff smart key to replace their lost one, follow steps to create a new Staff key.

Granting Staff Mobile Key Access

Remember to make sure that your NCoder is properly plugged into your computer before beginning to create Staff mobile keys.

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.

   1. If you edit a Staff member’s access after they have already been assigned a mobile key, they will need to pull down to refresh in their mobile app to get the new updated access. Without this refresh, once a mobile key is on a mobile app, it exists stuck in that state.

Granting Vacant Unit Access

If your property has fewer than 96 SALTO locks, you can grant continually updating vacant unit access to your Staff using the steps below. If your property has more than 96 locks, disregard this section.

It can be useful to grant your Staff members access to vacant units, to allow them to perform maintenance and upkeep in between Resident leases. Granting vacant unit access in STRATIS includes access to all common areas in addition to vacant units.

1. Select People, then expand your Staff list.

2. Select your relevant Staff member.

3. In the new menu on the right:

   1. Select Grant Mobile Access if your Staff member has not been granted mobile access previously.

   2. Select Change Units under the Mobile Access submenu if your Staff member has been granted mobile access previously.

4. Select Select Units.

5. In the new window that appears, check off the Allow Access to All Vacant Units box at the bottom right, then Select.

6. Select Confirm. A confirmation message will appear confirming that your mobile access has been granted and/or your granted units have been updated.

7. Any access that has been granted in the Selected Groups/Units menu will show up alongside vacant unit access, but won’t replace or override it.

8. If you grant access to your entire property via a master key, this will be the dominant permission on that key even if you have vacant unit access selected.

9. Because you’re editing a Staff member’s access after they have already been assigned a mobile key, they will need to pull down to refresh in their mobile app to get the new updated access. Without this refresh, once a mobile key is on a mobile app, it exists stuck in that state, and newly vacated units will not be accessible. Likewise, if an unoccupied unit becomes occupied, and a Staff member has vacant unit mobile access turned on and has been granted a mobile key to that vacant unit, they will maintain access to a newly occupied unit until they refresh their app.

Revoking Staff Mobile Access

Note that in order to revoke a mobile key from a staff person, you have two options.

1. When a Staff member departs your property’s employment, 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 go through the return staff key without credential steps.
      If a Staff smart key is outstanding, navigate to the Staff Keys menu and return that key(s). If you do want to keep the smart 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.

2. If you want to revoke a Staff member’s mobile key but leave them access to devices, maintenance tickets and their previously assigned smart keys, you can’t delete their Staff user completely. For this scenario, you’d need to edit the Staff member’s mobile access to reflect zero units as accessible, and save. However, that Staff member will have access to all previously assigned units until they pull down and refresh the app. Don’t use this option for a departing Staff member, as they would still have access to Resident devices and maintenance tickets.

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.

Staff Member With Existing Mobile Access Needs Access to New Vacant Unit

Recall that Staff will never have access to a Resident’s occupied unit. When a Resident moves out, that unit becomes vacant. Staff can then be granted access to that vacant unit for the purposes of maintenance, cleaning, preparing for new Residents, etc. To grant access to a new vacant unit to a Staff person, you must follow these steps.

1. Select all desired vacant units including the new vacant unit, confirm the Staff member’s email and phone number, and Confirm.

2. 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.

3. For these changes in access to show up in your Staff person’s mobile app, they’ll need to pull down on their app screen and refresh their lock list. Until this is done no new access will appear as available.

4. Repeat this process each time this Staff member needs access to a newly vacant unit.

Making Master Keys

Master keys are often created in the cases of emergency or fire use.

If your property was onboarded to STRATIS after October 2021 and also meets the below requirements, you can make master keys in STRATIS. If your property doesn’t meet these requirements or was onboarded before October 2021, master keys must be made in SPACE.

• Your property hadn’t previously programmed locks with an independent instance of SPACE.

• If requirement 1 is not true, your property is willing to reprogram locks after being onboarded into STRATIS.

OR

• Your property has fewer than 96 locks.

Staff users who have been granted property administrator permissions are automatically granted permission to make master keys, as long as the setting to make master keys is turned on in your property settings. Note that master keys can function as your property’s emergency and fire keys.

To turn on your property’s master key setting:

1. Select Property Setup.

2. Select Settings.

3. Check off the option Allow creation of master keys.

4. Save.

To create a master key, simple make a staff smart key with all units on a property assigned to that smart key. If your property hasn’t turned on the master key setting, an error message will display letting you know this when you try to select and assign all units to a smart key.

For a Staff member to be granted the right to make master keys with their Staff user, you’ll additionally need to grant them this privilege.

To turn on a Staff member’s privilege to write master keys:

1. Select Staff.

2. Select your relevant Staff User.

3. Select Add Permissions.

4. In the Property drop down list, check off the box that says Create/Edit/Delete Site Master Keys.

5. Save.

Making Maintenance Keys

Maintenance keys are temporary smart keys you can create and set to expire at a specific date and time. Commonly, they’re used for temporary vendor access. SALTO does not currently support mobile maintenance keys in STRATIS.

To make a Maintenance smart key:

1. Select Maintenance from the left side menu.

2. Select + Add Ticket. Note that each Maintenance key can only be assigned one 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. Setting maintenance key expiration to allow the least amount of access time is best security practice for your property.

7. Select Confirm.

8. Select your NCoder from the reader list. Place the blank smart key on the NCoder. A confirmation message will appear.

Returning Maintenance Keys With the Return Found Key Tool

The return found key tool works for all keys, be they Resident, Staff or Maintenance. Returning a Maintenance key this way will make it immediately stop working on the lock, even if it has previously been used on that lock.

1. Select Devices.

2. If your property has IoT devices, you’ll first need to select Locks & Keys. If your property doesn’t have IoT devices, you won’t see this menu and can move to step 3.

3. Select Return Found Key.
   
   

4. Select your Ncoder.

5. Select Next.

6. Place the Maintenance smart key on your NCoder and select Return Key.

7. A confirmation message will appear if this was a successful return. The key can now be rewritten for use by another Resident or Staff member.

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.

   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 Devices. To learn more about STRATIS’s Smart Building options, please contact sales@stratisiot.com.
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

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 the Return Found Key, and Staff Keys functions. These functions can also be found on the home page under Shortcuts.

The Return Found Key feature allows you to return a key randomly found on your property, where the smart key’s history of ownership isn’t clear. Staff Keys shows a list of all Staff keys.

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 Common Areas 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.

Reports Menu

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. Note that some report options will be greyed out. This means that for SALTO properties, these reports aren’t available.

From the Reports menu, SALTO properties can 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 NCoder card reader on a site.

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

• Credentials: View a list of fobs and mobile accounts.

• 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, Amenity, and Staff areas.

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

Property Setup Menu

What is a Common Area? What is an Amenity?

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.

Amenities exist for the times when a property needs to have areas that are like common areas, but the property wants to be able to decide to grant access to some Residents and not others. These are often paid, such as storage areas or parking, or could be a pool or gym available only to Residents over the age of 18.

You’ll need to designate both of these in your Property Setup to assign common area or amenity access.

Layout

• View the layout of a property’s Resident units, common, amenity, 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 common areas, new buildings and amenity spaces. 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.

• Note that even though a unit group is one group, the number of units in that group would individually count towards the total (96) max count. For example, creating a unit group of 10 units will still count as 10 units when you go to make keys.

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.

   4. Common: Common areas.

   5. Amenities: Areas reserved for Residents who pay for access.

6. 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. This also prevents you from accidentally adding that unit group as an amenity or common area group.

Add a Unit

Units created in STRATIS will sync over to SPACE. Never create units in SPACE once the STRATIS portion has been integrated with your property.

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.

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.

3. In this new page, you’ll see a list of property settings options. Not all the options listed are available for SALTO properties, but these unavailable options will still appear and shouldn’t be used or adjusted.
   SALTO properties can use the following settings on this page:
   
   

   1. Adjust time zone.

   2. Set default maintenance email. (coming soon)

   3. Turn on/off master key creation option. (coming soon)

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

Troubleshooting and Support

NCoder Troubleshooting

General NCoder Tips and Information

It’s crucial that the NCoder is not plugged in via USB connection. Doing so triggers a mode where smart keys will only be successfully written through SPACE. Your NCoder must be plugged in via ethernet cable to register as online. This is the only way that smart keys and mobile keys can be written in STRATIS.

Even though granting a mobile key won’t involve putting any kind of physical object on your NCoder, the NCoder must be plugged in for the writing of mobile keys.

Circular smart keys tend to work more reliably if their sticker is facing up when placed on the NCoder. Sometimes the smart key’s sticker is on backwards, and you may have to try making smart keys with the smart key in various orientations. 

Leaving smart keys on an NCoder for extended periods of time can cause read issues with that smart key. Don’t leave smart keys on your NCoder when not in use.

Receive “Encoder failed to write to key” Error

The smart key may not placed in the correct position on the NCoder.

1. Place the smart key on the illustrated symbol on the front of the NCoder and select Make Key again.

2. Confirm that your NCoder’s lights blink when you attempt to write the smart key. Color doesn’t matter. The lights can flash red, yellow and/or green. 

3. If there are no lights blinking, this indicates an issue with the NCoder connection. Open the program on your computer’s Desktop called Prepare-Stratis.exe.

4. If this still doesn’t solve the issue, try writing the smart key in ProAccess SPACE. 

   1. If your NCoder does not work in SPACE and the situation is urgent, you may make smart keys through USB mode directly in SPACE.

   2. If your issue doesn’t resolve, contact STRATIS Support.

No SALTO Doors Show Up In the Mobile App

Verify that your NCoder is plugged in via ethernet, not by USB connection, and that when attempting to make keys you see flashing lights.

If both of these are correct, contact STRATIS Support.

Timeouts When Attempting to Write a Smart Key

1. Confirm that the WireGuard Tunnel is Active and that the data is being sent over the tunnel. If the tunnel is not active, select the Activate/Deactivate button.
   
   

2. Confirm that the data Received/Sent is increasing over time. If not, open the program on your computer’s Desktop called Prepare-Stratis.exe .

3. If the Data Received and Data Sent are increasing, but you still can’t make smart keys, open the program on your computer’s Desktop called Prepare-Stratis.exe . Running this program multiple times can’t cause any damage or undesired actions.

4. If these steps don’t resolve the issue, contact STRATIS Support.

Support Contact Information

If you have an issue or error, first contact STRATIS support. If contacting SALTO is necessary, we’ll do that on your behalf.

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

Supplemental SPACE Guide

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

Privacy Mode

Privacy mode is a crucial SALTO feature created in SPACE to prevent authorized users from opening doors once activated. SALTO locks have small physical latches which must be physically pressed to engage privacy mode from the inside of the room.

In units with multiple Residents, all Resident smart and mobile keys will have privacy override for their roommates' keys. This will prevent the scenario where one roommate might accidentally lock out another. As soon as someone enters or exits the unit, privacy mode disengages.

Read Smart Keys

1. Open SPACE.

2. Select Read Key.

3. The NCoder will automatically start flashing green.

4. Put the smart key right on the mark on the NCoder.

5. When troubleshooting, please send STRATIS a screenshot of the Reject Data section and the Key Accesses section.

Managing Staff/Maintenance/Vendor Smart Keys

Creating Staff Smart Keys

Staff smart keys can be created in SPACE for general staff, maintenance staff, vendors, etc. The steps for creating and managing these keys are the same regardless of the intended end user.

1. Select Cardholders > Users > Add (in the bottom right corner).
   
   

2. Enter in the user’s Name and other optional information.

3. Under Key Options, select Audit openings in the key. For audits to be stored on the smart key, each individual SALTO lock must be set up with Audit on Keys checked off under Door Options.

   1. Optionally, you can also choose to include Override privacy under Door Options. This would allow the smart key to override any privacy options enabled on a lock. This is a very security-sensitive feature and properties should only create smart keys with this functionality for trusted Staff members.
      
      

4. Set the user activation (set automatically, is required, but can be changed) and user expiration time, if desired.

5. You can optionally Enable revalidation of key expiration. This feature will temporarily invalidate the smart key if the user has not used their smart key on an online SALTO lock after the selected update period (in this case 30 days). If a user doesn’t use their smart key on an online SALTO lock at least once during the update period, then their smart key will stop working. To make their smart key work again, they should use the smart key on an online SALTO access point that they have access to. This will re-validate their smart key.
   
   

6. Save.

7. Once this smart key is made, assign it specific Doors, Zones or User Access Levels. SALTO recommends utilizing user access levels as much as possible rather than creating smart keys with access to individual doors or zones.
   
   

8. Select User Access Levels. Then select the + icon in the bottom right of your screen.

9. Select the desired access levels for the user. If you need to create additional user access levels, go to Cardholders > User Access Levels and create additional levels.

   1. If you do choose to give the user access to specific access points or zones, you’ll have to remember that when you want to change this access, you’ll need to remove any access points as well as zones.
      
      

10. Use the Same as key option in the Days period menu to ensure that the user’s smart key will work on its relevant SALTO locks for the time period set when creating the smart key. However, if you wanted to provide only certain timed access to certain access points (ex. a Maintenance Staff person can only access the Team Blue access level on Monday - Friday from 9am EST to 5pm EST), you could set this timed access in the Start date and End date fields under the Days period menu.

11. Save and Close.

12. Select Assign Key and follow instructions in the pop-up to create a smart key with your NCoder.
    
    

13. Once a smart key is successfully made for the user, the banner in their user profile will update to include the below information.
    
    

Editing Staff Smart Keys

1. To edit, navigate to Cardholders > Users > select desired user.

2. Change the access points, user access levels, zones, expiration dates, and timetables for the access points, zones and user access levels.

   1. We highly recommend using User Access Levels at all times rather than assigning individual access points and zones.

3. Once you make a change there will be a red button in the banner to indicate an update is required.
   
   

4. Select Update Key in the banner and follow the instructions that pop up.

Returning and Cancelling Staff Keys For Properties With Online Locks

1. Expired staff keys don’t have to be returned or cancelled. If someone attempts to use an expired smart key, it will simply not grant them access.

2. Navigate to Users > Cardholders > Select an active key.
   
   

   1. Select the card.

   2. Select Cancel Key at the top.

   3. Online locks will immediately be notified (within 8 seconds) of a cancelled key. At this point, that key will no longer work on any online lock. Once that key (or any other key) is swiped on an online lock, it will carry the message of the blocked staff key to any online lock its swiped on.

Returning and Cancelling Staff Keys For Properties Without Any Online SALTO Locks

Exiting a Staff Member Without a Returned Smart Key

1. Navigate to Users > Cardholders > Select an active key.

2. Select the card.

3. Select Cancel Key at the top.

4. Create a new user. This is a dummy user, and can can be called something like Deny List or Blocked List. 

5. Create a key for that user as you would any key, but don’t grant it any access points or zones. 

6. Tour all relevant locks. 

7. Feel free to use that smart key again for any future Resident or Staff key creation. 

Replacing a Lost Smart Key For a Staff Member

1. Navigate to Users > Cardholders > Select an active key.

2. Select the card.

3. Select Cancel Key at the top.

4. Create a new key for the same Staff user that lost their key.

5. Tour all affected locks.

View Audits for Online SALTO Access Points

Note that this section applies only to properties using SALTO for common area and perimeter access points.

Wired and wirelessly connected SALTO access points will automatically store audits on the server.

1. Navigate to Monitoring > Audit Trail > Advanced Filtering.

2. Update the filters for the particular access points or users that are of interest. The default is set to all access points and all users, which will create a lengthy audit trail to parse through.

3. Once done, use the Print button to export this trail, if desired, in Excel format.

Managing Access Point Schedules

1. Navigate to Access Points > Access Point Timed Periods. This lets you create and manage timetables for each access point.

   1. Navigate to Access Points > Doors > Select a door. Under Opening Mode and Timed Periods, choose an opening mode, and if applicable a designated time period.

2. Navigate to Cardholders > Cardholder timetables. These timetables define when a user is allowed to open a door with a valid smart key.

Audit Unit Locks

1. Hold down the red button until the PPD turns on.

2. Cycle through the menu using up/down buttons until you select Collect Audit Trail.

3. Select the green Okay button.

4. Connect to the unit lock with your cord, making sure that the up portion on the cord is facing up when plugged into the lock.

5. Plug this into the unit lock. The lock will flash red and green.

6. The PPD will say Updated.

7. Put the PPD in the middle of the NCoder.

8. Navigate to SPACE > System > PPD.

9. Your NCoder will start flashing.

10. Once the NCoder stops flashing, the process is complete.

11. Navigate to Monitoring > Audit Trail.

12. Once done, use the Print button to export this trail, if desired, in Excel format.