If you are using Aptly Access, lock permissions and user invitations for the Aptly Access Manager App are managed from the desktop platform under the Access settings.
This article explains how to:
- Invite team members and residents
- Assign lock permissions
- Manage user access
- Troubleshoot common login issues
Before You Begin
To pair locks and use the Access mobile apps, users must first be added in the desktop app.
All lock access is managed under:
Aptly → Access → Locks → Manage Access
You must have permission to manage lock access in order to invite users.
Accessing Manage Access
- Log into Aptly (desktop).
- Navigate to Access.
- Select Locks.
- Click Manage Access.
Here, you will see:
- Total Users
- Team Members
- Residents
- Pending Invites
This is where all app access is controlled.
Understanding the Two Apps
There are two separate mobile apps:
- Aptly Access Manager App (for team members)
- NoKey Resident App (for residents)
You do not need to manually choose which app invitation is sent.
The system automatically sends the correct invitation based on the user type selected.
Inviting a Team Member
To invite a team member:
- Click Invite User
- Select User Type → Team Member
- Add the recipient:
- Search for an existing Aptly user by username
- OR enter a specific email address
Step 1: Assign Permissions
There are six available permissions. These apply both in Aptly and in the mobile app.
Carefully review each before sending the invitation.
Permission | Description |
Can give access to the property | Provide codes to any property |
Can reset access codes and locks | Allows resetting codes or locks within the app. |
Can view access logs | Allows viewing activity history for locks. |
Can rename locks | Allows editing the lock alias/name. |
Can change lock modes | Allows switching lock modes (for example, Tour to Resident). |
Can view master code | Grants visibility into the master access code. |
Select only the permissions appropriate for that user’s role.
Step 2: Choose Access Type
You must choose the level of lock access.
Grant access to selected units only.
This is ideal for:
- In-house vendors
- Maintenance staff assigned to certain properties
- Leasing agents assigned to specific buildings
Grants access to all locks in the system.
Best suited for:
- Administrators
- Operations leads
- System managers
Step 3: Send the Invitation
After:
- Adding the user
- Selecting permissions
- Choosing access type
Click Add User.
The user will receive an email with instructions to:
- Download the appropriate app
- Complete registration
Managing Existing Users
All invited users appear in the Manage Access table.
To manage a user:
- Select their name.
- View their details.
You can see:
- User information
- Invitation date
- Email address used
- Generated passcodes
- App permissions
Updating Permissions
You can update permissions at any time under the user’s profile.
Changes apply immediately.
Revoking Access
To remove access from a user who has accepted their invitation:
- Open their profile
- Select Manage Access
- Revoke access
This immediately removes their lock access.
Managing Pending Invitations
If a user has not yet accepted their invitation:
- Open their name in Manage Access
- Scroll to the bottom of the page
- Select Resend Invite
This is helpful if:
- The email was deleted
- The invite expired
- The user did not receive it
Common Troubleshooting Tips
Login Issues
Users may experience issues during login setup.
Important things to note:
- They can log in using any email address, but you can see which email was used.
- When entering their phone number, they must include +1 at the beginning.
Example:
+15551234567
If the +1 is not included, the phone number may not be accepted.
Summary
To manage lock access:
- Go to Access → Locks → Manage Access
- Invite users as Team Members or Residents
- Assign appropriate permissions
- Select unit-specific or organization-wide access
- Monitor and manage users from the access table
- Revoke or resend invitations as needed
Properly managing lock access ensures secure, role-based control over your properties while giving your team and residents the appropriate level of access.