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Integration with Tapkey access control solution allows you to automate granting customers temporary access to designated locks based on bookings and subscriptions.
Tapkey is a distinct company not affiliated with us. For any inquiries regarding Tapkey’s solutions, services, or pricing, please reach out to Tapkey directly. We do not have the authority to provide information or support on behalf of Tapkey.

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Prerequisites

  1. Set up your Tapkey account.
    • Enable and add user groups exclusively for Spacebring.
    • Configure all locks and add to user groups.
Reusing access groups created for other applications may cause errors.
  1. Have access to the Tapkey administrator account.

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Connect Tapkey integration

  1. Press the menu (…) next to the location’s name > go to the Integrations page.
Location menu open in the left panel with Integrations highlighted on Spacebring's coworking space management platform
  1. Find the Tapkey integration page and click Connect.
  1. Give permission to connect Tapkey with Spacebring.
  2. Select a locking system.
You can connect a separate Tapkey account to each location in Spacebring.

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Configure access for Tapkey

The integration allows granting access based on:
  • Subscription
  • Room booking
  • Desk booking
  • Office booking
  • Equipment booking
  • Parking booking

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Access for subscriptions

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For future new members

  1. For memberships, open the membership settings > Access section > select the appropriate Tapkey user group.
  2. For resource rentals, open the resource settings > Integrations tab > Access section > select the appropriate Tapkey user group.
  3. When you create subscriptions for customers or customers sign up by themselves, the user is automatically synced to the selected Tapkey user group for the duration of their subscription.
For existing members
  1. Open member’s subscription > open a specific item.
  2. In the Access section, select the appropriate Tapkey user group.
Adding or editing access takes effect immediately.

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Access for resource bookings

To automate access for customers for resource bookings:
  1. Go to Resources > Rooms, Desks, Offices, Parking, or Equipment page.
  2. Open the resource settings > Integrations tab and select the appropriate Tapkey user group in the Access section.

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Access for memberships with day passes

Customers subscribed to a membership with day passes come to the space only on the days they book a desk, so tie their access to the booking rather than to the subscription.
  1. In the membership settings > Access section, keep Not selected.
  2. Open the hot desk resource settings > Integrations tab > Access section > select the appropriate Tapkey user group.
Members book a hot desk with a day pass on the days they come in and receive access for the duration of their booking, plus a 30-minute grace period before and after it.
Selecting a user group in the membership would grant members access for the whole subscription period, including the days they don’t come in.

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How Tapkey integration works

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Access based on subscriptions

  • When a user gets a subscription, they are synced to the assigned access group for the entire subscription period.
  • Company subscriptions grant access to all users within the company, regardless of how many memberships or seats the subscription includes, including employees added to the company later.
  • Customers are synced to the access group at midnight (00:00) on their subscription start date.
  • When a subscription expires or is canceled, access is automatically revoked.
Access remains active from the subscription start date until its end or cancellation date, regardless of the customer’s invoice payment status. To revoke access, schedule a subscription end, or cancel it.

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Access based on bookings

  • Users receive access to the assigned access group for the full duration of their booking.
  • Invitees to room bookings also receive access.
  • Users have a 30-minute grace period before and after the booking time:

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How users unlock doors

  1. When a user makes a booking or purchases a subscription, they are automatically synced to your Tapkey dashboard.
  2. The user needs to install the Tapkey app and set up their account.
    • They must use the same email address as in your member web portal or mobile app
  3. Once set up, users unlock doors through the Tapkey app.
To unlock a door, users must be physically present in front of the corresponding lock.

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Inform customers how to unlock doors

Users do not receive automated emails from Tapkey about access. Guide your customers how to unlock doors:
  • Add custom booking confirmation emails in resource settings (e.g., for nonmembers). Explain to them that upon arrival, they can unlock doors via the Tapkey app, signed in with the same email address they use in your member web portal or mobile app.
  • Create a How to enter the space guide. This way, all customers will be able to find instructions on unlocking doors on your Information and Support pages at any time.

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Disconnect Tapkey

To disconnect Tapkey, follow these steps:
  1. Go to Spacebring > Integrations page by pressing the menu (…) next to the location’s name > Tapkey.
  2. Press Disconnect and confirm your choice.
When the integration is disconnected, access will not be granted for future bookings or subscriptions. Any access already granted remains active and must be revoked manually through the Tapkey dashboard.

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Troubleshoot Tapkey access errors

When Spacebring can’t grant a customer access, administrators get a notification that ends with the error in quotes.
What it means: Your Tapkey plan includes a limited number of smartphone users, and all of them are in use. Spacebring can’t add more customers to Tapkey, so they can’t unlock doors. Spacebring doesn’t try again on its own.How to fix it:
  1. In Tapkey, add smartphone users to your plan, or remove contacts who no longer need access.
  2. For each customer who didn’t get access through a subscription, open their subscription item, set Access to Not selected, and save.
  3. Open the item again, select the Tapkey user group in Access, and save.

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FAQs

To ensure a seamless flow for your members, create multiple access groups in Tapkey based on your space layout and then link them to the specific resources or memberships in Spacebring:
  • Front door lock: If you only have one main door, create a single access group and link it to all your resources and memberships.
  • Front door lock and Private offices locks: To give office tenants private access, create separate access groups for each individual office. Each group should include the Front door lock plus that Specific office lock. Link each unique group to its corresponding office resource.
  • Front door lock and locks for certain rooms:
    • Create groups for each Room + Front door. Link each room to the access groups you created for it so users only access the specific room they booked.
    • To provide access to desks, open spaces, or lounges, you only need one access group containing the Front door lock.
  • Tiered access: For members with different memberships, create groups with the same locks but different time restrictions. Link these groups to the corresponding memberships — for example, a “9 AM – 6 PM” group for regular members and a “24/7” group for those with exclusive memberships.