Get Started with Spintly Tenant Management System (TMS)

1. For a tenant management feature to work for an organization, it needs to be enabled first. So, when a tenant management feature is enabled for any organization, it will be displayed over here. 

2. Again, when this tenant management is enabled, in the access points list, there will be an extra column which is door sharing type. Door-sharing types will be of three types i.e; unshared, common, and tenant.

Door Sharing for Spintly Tenant Management System

1. Initially, the door-sharing type will be set as unshared by default for all the doors in the organization.

2. The admin will have to select the particular door and change the door-sharing type from these options.
3. When the door-sharing type is set as unshared, these doors can only be used by the landlord organization and cannot be assigned to any tenants.

4.  When the door-sharing type is set to common, these doors can be used by the landlord organization and also by the tenant organization. Also, permission needs to be given on these doors for the excesses to work. 

5. Next is the tenant doors where when these door type sharing is selected, the doors can only be shared with the tenant organization and the landlord cannot use these doors. 

6. When we want to change the door sharing type from unshared To common, on this change the landlord user's permission on this door will not be removed and it will still be maintained.
7. But when we want to change the door sharing type from unshared to tenant, on this change landlord user's permissions will have to be removed first. 
8. When we want to change the door-sharing type from common to unshared, on this change all the tenant's permissions will have to be removed first from the tenant organization. 
9. Similarly, when we want to change the door-sharing type from common to tenant, then all the tenant's and landlord's permissions on this door will have to be removed. 

How to add a Tenant in Spintly TMS

1. Once you have logged in to your Spintly web as an admin, and you wish to add some tenants under you, you have to first add that tenant in tenant management. 
2. To do that, you have to go to the tenant management module and you have to click on the Add Tenant button.

3. Once you click there, you will be asked to enter the Tenant Admin’s basic details.

4. Here you will enter the name, email, and contact number of the tenant admin.
5. For example,
6. The landlord admin has to select the “sites” that he wants to assign to the tenant organization.

If he selects a particular “site”, the “access points” from that site can be assigned to the tenant organization.

Note: If the doors are not categorized as either “Common” or “Tenant” initially, then the “sites” dropdown will be empty (Since unshared doors are exclusive to landlord users only)

7. Once the site has been added you will click the Next button. On the next page, you will have to select the “site” from the dropdown and assign the doors from that site to the tenant organization.

Note: If multiple sites are selected, then at least one door from each site should be assigned to the tenant to proceed

8. Once the doors are assigned, the landlord admin can send tenant requests to the tenant admin. The tenant admin will receive the request via a link in the email which he will use to come on board.

Spintly - My Tenants

1. Once tenants are added, they will appear in the My Tenant >> Active Tenants lists.
2. Until the tenant accepts the request and comes on board, the request will be pending. While in the pending state, the landlord admin can make changes to the request i.e. Assign/Unassign sites and/or doors to the tenant organizations via Edit Tenant.

3. Once the tenant accepts and comes on board, the request will be in an accepted state. Once in an accepted state, the landlord admin can only assign/unassign doors to tenant organizations via View Tenant
4. If the request is in an accepted state then you can view the request and you can view the assigned doors and make changes to the doors. 

5. If the tenant rejects the request, the request will be in a rejected state. You can just view the request but you can't make any changes to it.
6. If the tenant does not accept/reject the request within 30 days, the request will expire.
7. An Accepted tenant can be deactivated by the Landlord Admin.

8. Deactivated Tenants will appear in the Deactivated Tenants tab
9. The Deactivated tenants can be reactivated. The reactivation process is the same as the Add Tenant process, however the data of the tenant is retained from before deactivation. Upon reactivation, a similar email as that of Tenant Request will be sent to the Tenant Admin.

How Tenant Organization will come onboard - Spintly TMS

1. Once the landlord admin sends a request to the tenant admin, he will receive an email like this. 
2. This is from the tenant admin's point of view. 
3. If he's interested, he will click here to come on board. 
4. Once you click here. You will get redirected to this page.

5. This page will show all the details that the landlord admin had entered before sending the request. Including name, phone number, and email. They will also see the sites that are assigned to them and will see the doors that are assigned to them. Then they can choose to accept or reject. 
6. If the tenant accepts, then they will be taken to this page.

7. Once the tenant has entered all these details they can click on save changes. Then the tenant organization is created.

8. Once you log in as the tenant admin you can enter the details and accept the terms and conditions.
9. Then the tenant admin will have to verify their email and phone number with an OTP

10. After they have signed up then they can log in with the password.

11.  As soon as you log in then you can see the tenant organization that was created as a tenant admin.

12. Now the tenant admin can go ahead and add the users. This will be the same as your normal Spintly organization.

13. You can add any number of users that you want.

14. While adding users, you can see the doors that were accepted. These are the doors that were shared by the landlord. Then the tenant admin can assign these doors and they will get assigned to the tenant user.

15. In access management> access points. 

You will see the doors which are being shared with the tenant by the landlord.

16. You will know it is shared if it shows this symbol  

17. You will also know how many sites are being shared

18.  In this example, the tenant admin has assigned this particular door to tenant user one

19. This hourglass icon means the landlord's approval is pending. The door that was selected is a common door. The landlord may want to know who the user is that is requesting access and what tenant organization are they from. The landlord can choose to approve or reject the access request for each tenant user. 

20. This particular process will happen only for common doors, not for tenant doors.
21. The users will not gain access to the access point until the landlord has approved the request.  

Accessing Common Doors by Tenant Users with Spintly TMS

1. When the tenant admin assigns common door permissions to his tenant users via web or app, the landlord admin will have to approve the permissions.

2. When a tenant user is added by the tenant admin, the landlord admin will receive an email like this.

3. If the user is already added to the system and the tenant admin assigns door permissions to that user the landlord admin will receive an email like this.

4. Once the landlord clicks the link that says click here they will be redirected to this particular page.

5. This page will show the site and the doors that were assigned to the user. The landlord admin can decide to approve or reject the door permissions.

6. As a landlord admin, if I go to the tenant organization details, it will show me all the sites, which have been shared with that tenant.

7. It will also show all the doors under the sites which have been shared with the tenant. 

8. The assigned user column will show the number of users or the user details and the users who are assigned to doors from this particular site.  

9. If the tenant admin had assigned a particular door, to tenant user 2. 

This user will not be able to access the door until the landlord admin approves the request.

10.  If the status is pending the tenant user won't be able to access the door and he won't be able to see the door in the app until the landlord admin has approved the request.

11. If the landlord chooses, he can approve the door permission request.

12. Once the status is changed to approved then tenant user 2, will see this door in his app and he will have access to the door.  

13. The landlord admin can also choose to reject the request.

The request will disappear if it's rejected. Once the request is rejected, the user will not be able to access the doors 

Spintly TMS - Event Logs of Tenant Users

1. In tenant management, we have these Event Logs. 

2. This event log is similar to access histories, but it shows you the access histories of all the tenant users of the tenant organizations that are registered under you. 
3. Below the tenant name, is the name of the user who did the access.

4. Then we have the date and time when the access was done.

5.  Next, we have the access type. This column will show you if this was a card access, mobile access, or remote access. 

6. Next, it will show you on which door the access was done.

7. Then the event type will show you whether it was Access Denied or if it was an Authorised Access. 

8. The next column will show you the Direction, whether it is entry or exit. 

9. Finally, you can see the name of the site. 

10. This is similar to your access history, but this is the access history of your tenant users. 

11.  You can also download the access history in Excel or PDF format.