How to Assign Access Hours to a Tenant

There are three ways to assign Access Hours to a Tenant: During Move-In, During a Transfer, and from the Tenant Profile. 

During Move-In

Access Hours can be assigned during the Lease section of the Tenant On-Boarding process. Simply select the Access Hours you'd like to assign to the Tenant before proceeding.

During a Transfer

Access Hours can be assigned during a transfer after selecting a new space for the tenant but before taking payment. You'll see the Access Hours dropdown appear on the right-hand menu once the space has been selected.

Via the Tenant Profile

Access Hours can also be set via the Tenant Profile by going to Gate Access and clicking on the vertical ellipsis next to the tenant's space and selecting Change Access Hours. Once the Access Hours are selected, click Apply Access Hours.

Enable Access Hours and Areas

To enable Access Hours and Areas features:
Warning: Ensure you want to use this feature before enabling it, as it cannot be deactivated once activated.
Note: This feature is only available on supported Access Control Systems.

1. Navigate to Access Control settings within Hummingbird.
2. Select your property from the list.
3. Click on Access Areas.
4. In the Configure Access Area, assign the Access Hours and the Access Control System Zone to each area.
5. Click Save.

To modify an assigned access area, click the edit icon.

Once the default Access Areas and Access Hours are assigned, you must synchronize your tenants' Access Hours with your Gate Vendor. Go to Access Control settings within Hummingbird and click on Onboard in the blue banner at the top of the page.

User Scenarios

One Facility, One Access Areas, Two Access Hours

In this example, a facility has a single access area for the entire property. The property wants to use regular business hours by default but also wants the flexibility to assign extended business Access Hours when needed.

All properties will initially have one default Access Area and Access Hours, with each space and user linked to this default Access Area.

• Create the Access Areas 
  1. Navigate to Access Control within Hummingbird settings.
  2. Select the property (This will automatically retrieve the Access hours)
  3. Create the Access Area and assign the default Access Hours ( It will be the default during move in and transfer).
     If you have set it up correctly, you should see two Access Hours available in the selection.

Note: If you encounter an error message when retrieving Access Hours, please contact support for assistance.

• Area Mapping: Navigate to the Spaces tab and select the Spaces Dynamic Report. This will include the Access Areas column. All the spaces are mapped to their respective Access Areas.
• Synchronization 
  • Go to Settings, then navigate to Access Control Settings.
  • Once the Default Access Areas and Access Hours are defined, click the Sync button to update all tenants Access Hours and Access Control System Zones from the Access Control System.
    Note: The Sync button will disappear once synchronization is complete.
  • To verify that all tenants have been assigned the correct Access Hours, go to the Access Control Report.
  • If you find any tenants without an assigned Access Hour, it indicates that the sync did not work for them, and you will need to assign an Access Hour manually.

One Facility, Three Areas, Four Access Hours

In this example, the facility has two buildings: Building A has one floor and Building B has two floors. Additionally, there is one keypad at the entrance of the facility, a keypad for each building, and a keypad for the second floor. The second floor consists mostly of secure storage units for more valuable possessions.

In this example, we'll create three Access Areas with specific Access Hours for each area:

• Create the Access Areas 
  1. Navigate to Access Control within Hummingbird settings.
  2. Select the property (This will automatically retrieve the Access hours)
  3. Create three Access Areas and assign the default Access Hours ( It will be the default during move in and transfer).
     Building A - Extended Hours
     Building B: Main Floor - Business Hours
     Building B: Second Floor - Access Hours 0
     If you have set it up correctly, you should see three Access Hours available in the selection.

Note: If you encounter an error message when retrieving Access Hours, please contact support for assistance.

• Area Mapping: 
  • Navigate to the Spaces tab and select the Spaces Dynamic Report. This will include the Access Areas column. All the spaces are mapped to their respective Access Areas.
  • You can filter your selection by using the columns and assign/modify the Area. 
    For Available Units: Spaces > Bulk Edit to assign areas. Here's what it looks like for our example:
    • Unit 1 to 50 - Building A
    • Unit 50 to 100 - Building B - Main floor
    • Unit 100 to 150 - Building B - 2nd floor
  • For Occupied Units: Tenants > Tenant Profile > Gate Access > manually update the area in the tenant/gate access section.

Note - Occupied Spaces (i.e. spaces which are leased, currently in delinquency, pending, etc.) cannot have their Access Area changed by Bulk Edit. Instead, each space must be adjusted manually via the Tenant Profile or via the Spaces Report.

• Synchronization: Synchronize the settings with your Gate Vendor by clicking on the Sync button.

What are Access Control Systems?

Access Control Systems correspond to a keypad access group and are only visible on Hummingbird settings when integrated with specific gate systems, such as SpiderDoor, OpenTech, or RCS.

Here is how Access Control System Zones are labeled within their respective platforms:

• OpenTech - Access Profiles
• SpiderDoor - Keypad Zones
• RCS - Keypads

To configure Access Control System zones to work properly with Hummingbird, you must first create the zones in the Gate Software according to the layout of your facility.

Then, go to Settings/Gate Access in Hummingbird and define the zones for each area. They will then be automatically assigned to the tenant during move-in and transfers.

For example, if a tenant leases a space in one Access Control System Zone, and then transfers to another area with a different Access Control System Zone, their gate access and permissions will automatically change to the new Access Control System Zone.

Access Control System Support

Note - Access Hours, Access Areas, and Access Control System Zones are not compatible with custom gate solutions. Please take this into account if you are an operator with a custom gate solution.

OpenTech : Access control System Zones 

For facilities utilizing access control systems such as OpenTech, SpiderDoor, or RCS, an additional step is required during the onboarding process. These systems use access control system zones that must be configured in both Hummingbird and the respective access control system.

Initially, all properties will have one default Access Area, and each space and user will be linked to this default area. To configure the access:

• Create the Access Areas 
  1. Navigate to Access Control within Hummingbird settings.
  2. Select the property (This will automatically retrieve the Access hours)
  3. Create three Access Area and assign the default Access Hours ( It will be the default during move in and transfer).

If you have configured two access hours in the Access Control System, both should be available in the selection. You should be able to see all your Access control System Areas and select the right one. It is important to have alignment between your Access Areas and Access Control System.

Note: If you encounter an error message when retrieving Access Hours or Access control system zones, please contact support for assistance.

• Area Mapping: Navigate to the Spaces tab and select the Spaces Dynamic Report. This will include the Access Areas column. All the spaces are mapped to their respective Access Areas.
• Onboarding (Tenant Synchronization):
  • Go to Settings, then navigate to Access Control Settings.
  • Once the Default Access Areas and Access Hours are defined, click the Sync button to update all tenants Access Hours and Access Control System Zones from the Access Control System.
    Note: The Sync button will disappear once synchronization is complete.
• To verify that all tenants have been assigned the correct Access Hours, go to the Access Control Report.
• If you find any tenants without an assigned Access Hour, it indicates that the sync did not work for them, and you will need to assign an Access Hour manually.
  Note: In Opentech, to ensure Hummingbird updates correctly, make sure to select Remove the Access Override for both Access Hour (Time Schedule) and Access Control System Zone (Access Profile).

Multiple Access Control Systems  

Enabling multiple access control systems across different property areas helps streamline administrative workflows and enhance facility coverage.  

• Support Flexible Access Configurations: Use multiple cloud-based access control systems to manage access for satellite properties.  
• Centralize Management: Simplify administrative tasks by managing multi-system access configurations in one place.  
• Assign Systems by Property Area: Property managers can designate specific access control systems for different areas.  
• Ensure Seamless Tenant Access: Provide tenants with a consistent access experience based on their designated entry permissions.

Configuring Multiple Access Control Systems

To configure multiple access control system:
Note: The s feature must be set up to enable the Add Access Control System option when configuring multiple access control systems.

1. Navigate to Access Control settings within Hummingbird.
2. Select the property from the list.
3. Click Add Access Control System.
   
4. In the Access Control Settings, select the Integration Type.
   Note: The admin can add multiple systems (up to a specified limit, if needed) by selecting from a dropdown of supported integrations.
5. Based on the integration type, enter the values for the other mandatory fields, such as API Key, Pin Range, and Pin Length.
6. Click Connect To <Integration Type>.
   
7. In the Integration Portal page, login and complete the setup.
   Note: To configure the satellite property, you must create an area for that access control connection. You can then assign each space to the newly created area from the spaces tab, or by using the bulk edit feature in spaces. Once a space from the other access control system is assigned to the area, you will be given access to only that gate system.

PTI Desktop and Other Flat File Integrations

Facilities with flat file integration require additional steps in the onboarding process because they do not offer a direct API to retrieve this information automatically.

All properties will initially have one default Access Area. Each space and user will be linked to this default area. For this example, we'll showcase setup using PTI Storlogix.

1. Log into PTI Storlogix and select Setup Access Levels from the Setup menu to review your Access Hours.
   
   
2. Manually create the same Access Hours in Hummingbird, ensuring the Access Hours ID and Access Hours name match those set in Storlogix.
   Note - To ensure Access Hours populate correctly, it is essential that the Access Hours ID and Access Hours name in Storlogix match those in Hummingbird. If they do not match, the Access Hours will not display properly.
   
3.  Synchronize Storlogix and Hummingbird.
4. Download the Tenant Access Level report from Storlogix by navigating to the All Users with Codes page under Users in the Reports menu.
   
5. Download the report as an .xls (Excel) file.
   
6. Upload the file to Hummingbird via Access Control Settings and click Onboard.
   Note: The Onboard button will disappear once the synchronization is completed. 
   
7. Verify that all tenants have been assigned the correct Access Hours by checking the Gate Access Report. Manually adjust the Access Hours for any tenants not affected by the sync by going to their tenant profile.
   
8.  Create your Access Areas and assign the Access Hours previously imported from Storlogix, then click Save.