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Change Access Automation
Change Access Automation

In this article, we'll be going through the automation responsible for generating SmartKey and PIN for a reservation with changed access.

Updated over 5 months ago

One of the main features of Goki Smart Lock is automated access generation. The "Generate Access" automation is what makes this a possibility to generate PIN and SmartKey (Learn More) and "Change Access" is related to sending email when the PIN is changed.

Requirements:

  1. Only trial and approved properties have access to the Autopilot feature.

  2. Only users with the proper Autopilot permissions can view/edit this section.

Access is Changed

Whenever you update the assigned room, adjust the property's check-in or check-out times, or regenerate the PIN, Goki can automatically send an email notification to the guests. This ensures they are always informed about any changes to their booking details and can plan accordingly.

  • When access is changed → Send email access is changed email/Send MailChimp email/ or Send SMS

How to use your template for email - Mailchimp Integration - Learn More

How to edit existing Goki's template for email - Mailgun Integration - Learn More

How to send SMS to the guest with PIN - Twillio - Learn More
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Notes:

  • Once this automation is on, SmartKeys and PINs will be generated/sent for the reservation on the Goki system.

  • With SmartKey and PINs, guests can open the room door. Therefore, this automation becomes mandatory if you want to enjoy the full smart hospitality experience.

  • PINs will be sent to all main guests by default by email if the related automation is ON & PIN is generated.

Warning:

  • If the PIN email is sent to the guests for 24 hours, it will be expired, and you will need to regenerate it using the Goki dashboard.

  • Disabling "Generate Access" automation will prevent Goki from generating PINs/SmartKey automatically if you change the room for the reservation & you will need to generate the access manually from a search card or guest profile.

  • To automatically send the "PIN generated" email, "When a Reservation is Checked in → Generate access" automation should be on.

Limitations:

  • For trial properties, PIN emails are only sent to whitelisted emails.

  • Unapproved properties can't use Autopilot features.

Notes:

  • When the guests get the web link in the PIN email, they can open the Goki web app to access their room without PIN and communicate with staff, or download it.

Edit the Automation Card

Conditions and Values

  • Segment ID → is/is not
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    • Segment ID is defined in PMS. Segments can categorize users by defined rules for them.
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    • Once you copy the Segment ID from PMS and set the value IS, only those segments will be Access or PIN Generated.
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    • Once you copy the Segment ID from PMS and set the value IS NOT only for those segments that won't be Access or PIN Generated.

Limitation:

Not every PMS supports a Segment ID. Currently, only Mews users can customize their Automation card using Segment ID; other PMSes do not have it.

  • From Date → is equal to/is greater than/is less than/is greater than or equal to/is less than or equal to → Yesterday()/Today()/Tomorrow()/Select Date
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    • With these conditions and values, you can set reservation dates/periods, and access will be generated only for those.

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