Parakey

An introduction to the web portal, where administrators manage who should have access where and when.

Getting started with Parakey Web Portal

Choose which columns to display in the user, key, and lock tables.

Choose what information to display under Users/Keys/Locks

Parakey Web Portal is available in English and Swedish. Here’s how to change the language.

Change language in the Web Portal

Cecilia Rubinstein

Jonas Arvidsson

Denice Wijk

Parakey Web Portal

Here’s how to invite one or a few users.

Invite users

Import a larger number of users from Excel or Google Sheets via a CSV file, or by copying and pasting their email addresses.

Import (invite) multiple users

Set the date and time when a user's account should become valid at your place.

Schedule users

Invite Users

View a user's keys

Apply filters to easily find the right users.

Filter users

Change a user’s email address by removing the existing user account and adding a new one.

Change a user's email address

Here’s how to get a list of your users in CSV format or for email use.

Export users

Create your own fields to add tailored information about users – e.g., company or parking space.

Create custom fields for user information

Here's how to add or edit user information in custom fields.

Edit custom user information

Here’s how to delete custom fields for tailored user information.

Delete custom fields

Remove inactive users

Here’s how to remove users who have never logged into the Parakey app and therefore haven't gotten started.

Remove users who have never logged in

Here’s how to remove a user from a place.

Remove a user

Select and remove multiple users at once.

Remove multiple users

Change a user's name

In the user detail view, you can see how many mobile devices a user has used to unlock at your place.

View user unlocks on different phones

Set a date and optional time for when users should be removed.

Schedule user removal

Manage Users

Learn how to assign a user as an owner, installer, or another type of administrator for a place.

Manage administrative permissions

When a new lock (Parakey device) is to be added to a place, the installer needs access to the place in the Parakey Web portal.

Add an Installer

When you invite new users, you also give them a role. Assign the Guest role to users who should not have any administrative rights.

Roles and permissions

Roles and rights

As an Owner, Administrator, or Installer, you can create keys that can unlock one or more locks.

Create a key

A time-restricted key is perfect if all users who receive the key should have the same validity period. Follow these steps to create one:

Create a time-restricted key

Create Keys

This guide shows you how to send a mobile key to a user in just a few steps.

Send a key to a user

Here’s how to send the same key to multiple users.

Send a key to multiple existing users

Send a time-restricted key to, for example, guests, visitors, or someone who only needs access during a specific time period.

Send a time-restricted key

Send Keys to Users

By pressing a key, you can view detailed information about it.

View key information

In the detail view of a time-restricted key, you can easily see when the key is valid.

How do I see how long a key is valid?

Rename a key

Allows users to keep a door, gate, or similar unlocked for longer than usual, e.g. during events.

Enable the Keep unlocked feature

Here's how to change which locks are connected to a key.

Add and remove locks from a key

When you disable a key, it is temporarily removed from all users who have received it. You can easily re-enable the key when needed.

Temporarily disable a key

Here’s how to remove one or more keys from a user.

Remove a key from a user

Here’s how to remove a key that is no longer used or should no longer be available.

Remove an existing key

Here’s how to enable sending a specific key directly from the Parakey app.

Allow a key to be sent from the app

Activate the requirement for users to unlock by tapping their phone against the Parakey NFC sticker at the door, gate, or such.

Require unlocking via Parakey NFC sticker

Manage Keys

Press a lock to view detailed information about it, such as which keys are linked to the lock or which places it is shared with.

Lock information

Here’s how to see which keys can be used to unlock a specific lock.

Which keys are linked to a specific lock?

Here’s how to see which users can unlock a specific lock.

Who has access to a specific lock?

Names are shown in the app and should therefore be clear and user-friendly. Short and descriptive names are recommended.

Change the name of a lock

Here’s how to share your lock with another place that should also be able to manage access to the lock.

Share a lock with another place

If the place you want to share a lock with is part of your place structure, the easiest way is via the Sub places tab.

Share lock to a sub place

Here’s how to stop sharing a lock with a place.

Stop sharing a lock with another place

In the web portal, you can see battery levels and when it's time for a battery replacement. The app also warns about very low battery level.

Parakey PDL, Door Handle & Cylinder – Battery status

By default, a lock stays unlocked for 7 seconds when unlocking via the Parakey app. You can change this in the lock's settings.

Change unlock duration

Set the lock’s time zone if a schedule is to be applied for when it should remain unlocked. Read more on how to set a time zone for a lock.

Change the lock’s time zone

Here’s how to transfer ownership of a lock to another place within an organization, i.e., restructure the lock structure.

Transfer ownership of a lock from one place to another

Here’s how to delete a lock if you are an Owner or Administrator.

Remove a lock

Here’s how to remove a lock from all keys where it's used.

Remove a lock from all keys

Choose whether a lock locks automatically or manually via the app. This feature lets you adapt the locking behavior to your needs.

Set automatic or manual locking

📖 Parakey’s battery-powered devices – Parakey Cylinder, Door Handle, and PDL – offer different battery modes that let you choose between faster unlocking or longer battery life.

Choose battery mode for battery-powered Parakey devices

Locks (prev. Doors)

Create a recurring schedule for when a key should be valid. You can also add exceptions, e.g. for public holidays.

Create a key schedule

With a schedule, you can keep a door unlocked during specific days and times.

Create a lock schedule

Schedule when a lock should remain unlocked by applying a lock schedule.

Apply a schedule to a single lock

Here’s how to apply a schedule to a key to restrict on which weekdays and times it can be used.

Apply a key schedule to a single key

As an Administrator or Installer at a place, you can activate a schedule for when a lock should remain unlocked using the Parakey app.

Activate a lock schedule

Schedule when doors should remain unlocked by applying a lock schedule.

Apply a schedule to multiple locks at once

Here’s how to apply a schedule to multiple keys at the same time to restrict which weekdays and hours they can be used.

Apply a key schedule to multiple keys at once

Schedules

All access is logged in Parakey, and as an administrator you’ll find this under Event logs.

Who unlocked – and when

By default, personal data is stored in event logs for 90 days. Owners and administrators can adjust the number of days in place settings.

How long is personal data stored in the logs?

Here’s how to view logs for a specific lock at your place.

Filter logs for a specific lock

Find out which administrator created, modified, or removed something at your place.

View and filter admin logs

Filter the event logs by a specific user to easily find all access events performed by that user.

Filter event logs by user

There are two easy ways to filter logs by a specific date range.

Filter logs by specific dates

Here’s how you as an administrator can export your logs in Excel or JSON format.

Export logs

Here’s how to exclude logs related to a lock from places it is shared with.

Hide logs from places the lock is shared with

Event- and admin logs 

Under Place settings, you can, for example, change the place name, add your contact information, and make settings for emails and logs.

Change settings for a place

The Domain ID is used when sharing a lock to another place and for API integration. Here’s how to find the Domain ID of a place.

What is the place’s Domain ID?

Create a sub place and delegate access management to tenants and contractors in the commercial property.

Create sub place

On the Sub places page, you’ll find an overview of a place’s sub places – their locks and users.

Place overview (sub places)

Here’s how to permanently delete a subplace.

Delete a subplace

An organization provides companies with many Parakey places a clear overview and the ability to structure places in a hierarchy.

What is an organization in Parakey?

Create custom place categories for your organization and/or hide standard categories that don’t apply to your business.

Manage place categories

If your place is locked down, all keys for that place stop working. Read more below about what this means.

Our place has been locked down

If you temporarily want to disable all keys, you can do so by locking down the place.

Temporarily lock down a place

Places

The most common reasons why a user hasn’t received their invitation email and what can be done about them.

User has not received any invitation email

Checklist for what you as an administrator can do if the user has trouble unlocking.

The user can’t unlock

Web Portal - Troubleshooting

How to enable Two-Factor Authentication (2FA) for login to the Parakey Web Portal.

Activate Two-Factor Authentication

Here’s how to log in to the Parakey Web Portal using Two-Factor Authentication (2FA).

Log in with Two-Factor Authentication

Require all administrators to use two-factor authentication (2FA) to manage your place.

Require two-factor authentication for place administration

Prevent the same account from being used on multiple phones by limiting how many mobile devices a user can switch between on your place.

Prevent account sharing

If a user is suspected of using multiple phones to unlock, administrators can receive a warning on the Dashboard and via email.

Get a warning when account sharing is suspected

Require that users unlocking with a specific key verify their identity once more using face recognition or fingerprint.

Require biometric authentication before unlocking

Security

Parakey detects if the user already exists in the system and only creates new accounts for users who are not already registered.

What happens if I invite users who already exist?

If a user has forgotten their password, they need to choose a new one. The easiest way is by pressing “Need help to sign in?” in the app.

User has forgotten their password

Web Portal - FAQ

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Because you already asked about invitations, this prototype demo can add the follow-up: use the role selector before sending each invite to limit access to the teammate responsibilities.

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This prototype demo suggests starting with your workspace profile, inviting the team members who need access, and then connecting the integrations you use.

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In this prototype demo, integrations are configured from workspace settings. Choose the integration, connect the account, and review the enabled permissions.

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In this prototype demo, invite teammates from workspace settings, then choose the access each teammate needs before sending the invitation.

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