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Spaces & Integrations: Activate the RemoteLock integration and link a space to a smart lock

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What is the RemoteLock integration?

RemoteLock is a smart lock system where users can access rooms by entering a unique code on the door to lock/unlock it. With the RemoteLock integration, a patron who makes a booking for a space connected to a smart lock will be given a unique PIN code (that is automatically included in the confirmation email they receive when booking a space), and when they arrive at their reserved space at the appointed date and time, the patron will input their PIN at the door's lock—allowing them to enter the room.

Within LibCal, Admins will authorize the RemoteLock integration and then connect their RemoteLock-enabled smart locks to their bookable LibCal Spaces. Once spaces have been linked with locks, patrons can book a space as they normally would and then input the PIN code for their booking (PIN codes are also available for staff to view and manage from within LibCal if the patron has misplaced the email for their booking) on the RemoteLock-enabled device for their booked space.

Example booking email with PIN included
The PIN code for bookings made for spaces connected to a smart lock will be included automatically in the confirmation email.

From the RemoteLock dashboard, Admins can: reissue or change a reservation's unique PIN, control how far in advance of the room reservation a patron can use the PIN and access the room, view the battery level of each smart lock device linked to the RemoteLock software, take specific smart locks offline, view RemoteLock activity to see which rooms are locked/unlocked, and download reports on RemoteLock usage and activity.


Activate the RemoteLock integration in LibCal

Before you can link your spaces to your smart locks, you must first authorize LibCal with RemoteLock. To activate the integration:

  1. Go to Admin > Spaces & Equipment.
  2. Click on the Smart Locks tab.
  3. Click the Authorize with RemoteLock button and follow the prompts to link LibCal to your RemoteLock account.
    • If you are already logged into RemoteLock, you will automatically authorize using the account you're currently logged into.
authorizing libcal with RemoteLock
  1. After authorizing with RemoteLock, you will automatically return to LibCal where you can begin to link your spaces to your smart locks.

After the integration has been authorized, you can link your bookable spaces to your smart locks. Some things to keep in mind before, and during, the process of linking spaces to locks:

  • Only spaces set to the Bookable as a whole type can be connected to a lock.
    • Container spaces and seats cannot be connected to a lock.
  • Spaces can only be connected to one lock, and locks can only be connected to one space.
    • Spaces and locks that are already in use are not available to be linked a second time.
  • Locks should be set up and managed via RemoteLock's dashboard.

To link a space to a smart lock:

  1. Go to Admin > Spaces & Equipment.
  2. Click on the Smart Locks tab.
  3. Click the Link a LibCal Space with a smart lock button.
clicking the Link a space with a smark lock button
  1. On the Link LibCal Space to Smart Lock modal, select the Location that contains the space.
  2. Select the Category that contains the bookable space.
  3. Select the Space to connect with a lock.
    • Reminder: Only "Bookable as a whole" spaces that have not already been connected to a lock are shown.
  4. Select the Smart Lock to connect with the space.
    • Reminder: Only locks that have not already been connected to a space are shown.
  5. Click the Create Link button to complete the connection.
selecting the space and lock to link

View the PIN for a booking

When a patron books a space that is linked to a smart lock, the PIN code they need to use to enter the space will be included in their booking confirmation email—either the Confirmed/Mediated Tentative/Verified or Mediated Approved depending on the set up of the category the space is in. Upon arriving at the space, they'll input the unique PIN code provided to enter the room.

Example booking email with PIN included
The PIN code for bookings made for spaces connected to a smart lock will be included automatically in the confirmation email.

LibCal staff options for viewing a booking's PIN

LibCal users can also view and manage the PIN associated with a booking from within LibCal when needed. 

  1. Click on Spaces from the command bar.
  2. Select the location and category for the space.
  3. Under the Booking Grid & Availability tab, click on the booking slot you want to view in the availability grid.
  4. The Booking Details panel will appear.
    1. Booking Details can also be viewed by locating a booking from the Confirmed Bookings and Booking Explorer pages.
  5. The Smart Lock PIN will be shown in the details for the booking.
    1. The (manage) link for a PIN will open the RemoteLock dashboard's details for the PIN/booking.
viewing a booking's PIN in the Booking Details panel

Unlink spaces and remove the RemoteLock integration

Admin users can turn off the RemoteLock integration at any time—after disconnecting all links between spaces and locks.

Note: Disconnecting the link between a space and a lock will prevent any future space bookings for the space from generating smart lock PINs. However, it will not remove existing bookings from the RemoteLock dashboard.

  1. Go to Admin > Spaces & Equipment.
  2. Click on the Smart Locks tab.
  3. Click the Remove Link to Lock () icon for all spaces that are connected to locks and confirm the unlinking on the modal that opens.
  4. Click the Remove Authorization button to complete the removal of the integration.
    • Note: The button will only become active and clickable after all space/lock connections have been removed.
disconnecting spaces and the RemoteLock authorization