Locker Settings Help (Admin)
Overview
Locker Settings is the administrative interface for configuring and managing the resident locker rental service at your property. Define locker types, pricing plans, and integration with KEYVOX smart locks to offer flexible storage options to your residents.
From the main navigation, select Locker Settings to access the configuration panel.
Key Concepts
Three Payment Plan Types
The locker service supports three billing models:
| Plan Type | How It Works | Best For |
|---|---|---|
| Storage Days Billing | Residents pay per day of storage (no minimum commitment) | Short-term, flexible storage |
| Usage Count Billing | Residents pay a fixed monthly fee for unlimited access during the month | Long-term, predictable costs |
| Hybrid Billing | Monthly subscription + additional per-day charges for days beyond the subscription period | Long-term with occasional overflow |
Locker Sizes
Organize lockers by physical size to support different storage needs:
| Size | Typical Use Cases | Capacity |
|---|---|---|
| Small (S) | Documents, small packages, accessories | 0.5 cu ft – 2 cu ft |
| Medium (M) | Suitcases, sports equipment, seasonal items | 2 cu ft – 8 cu ft |
| Large (L) | Multiple suitcases, large furniture, long-term storage | 8 cu ft+ |
Your building's actual dimensions and available inventory determine which sizes to offer.
Features
Feature 1: Locker Configuration Dashboard
From the Locker Settings main page, you can view and manage all locker configurations.
Display Information
The configuration list shows:
| Column | Description |
|---|---|
| Configuration Name | Internal identifier for the locker set |
| Plan Type | Storage Days / Usage Count / Hybrid |
| Status | Active or Inactive |
| Locker Count | Number of lockers in this configuration |
| Sizes Offered | Which sizes (S, M, L) are available |
| Last Updated | Date the config was last modified |
Action Buttons
| Button | Description |
|---|---|
| Edit (pencil) | Opens the configuration form to modify settings |
| Activate/Deactivate | Toggles whether residents can access this config |
| Delete | Removes the configuration (only if no active rentals exist) |
Feature 2: Creating and Editing a Locker Configuration
Step 1: Basic Settings
| Field | Description | Required |
|---|---|---|
| Configuration Name | Internal label (e.g., "Tower A Lockers", "Seasonal Storage 2026") | Yes |
| Description | Notes about this configuration (for admin use) | No |
| Active Status | Enable or disable new resident bookings | — |
| Currency | JPY, USD, EUR, or other | Yes |
| Timezone | Used for date/time calculations (default: Asia/Tokyo) | Yes |
Step 2: Plan Type Selection
Choose ONE plan type for this configuration. Cannot be changed later without creating a new configuration.
Option A: Storage Days Billing
Residents pay daily rate × number of days of storage.
| Field | Description | Required |
|---|---|---|
| Base Daily Rate | Default rate per day for all sizes | Yes |
| Day-Specific Rates | Different rates for weekdays vs. weekends/holidays | No |
Example Setup:
- Weekday rate: $3/day
- Weekend rate: $5/day
- Residents booking Monday–Friday pay $3/day; weekend bookings cost $5/day
Option B: Usage Count Billing
Residents pay a fixed monthly fee for unlimited access.
| Field | Description | Required |
|---|---|---|
| Monthly Rate | Fixed cost per calendar month | Yes |
| Billing Start Date | Day of month to reset the monthly cycle (default: 1st) | No |
Example Setup:
- Monthly rate: $30
- Residents pay $30/month regardless of how many times they access the locker
Option C: Hybrid Billing
Residents pay monthly rate + daily overages.
| Field | Description | Required |
|---|---|---|
| Monthly Rate | Fixed cost per calendar month | Yes |
| Overage Daily Rate | Rate per day for usage beyond the subscription | Yes |
| Billing Start Date | Day of month to reset the monthly cycle (default: 1st) | No |
Example Setup:
- Monthly rate: $40
- Overage rate: $2/day
- Resident's 45-day reservation = $40 (1 month) + $2 × 15 (overage days) = $70
Step 3: Define Locker Sizes
Each configuration must have at least one locker size. Add multiple sizes to offer choices.
| Field | Description | Required |
|---|---|---|
| Size | Preset (S / M / L) or custom name | Yes |
| Display Name | Label shown to residents (e.g., "Small – Documents") | Yes |
| Rate (by plan type) | Daily rate, Monthly rate, or both (depending on plan) | Yes |
| Locker Count | Number of lockers of this size | Yes |
| Physical Location | Building area or floor (e.g., "1F Entrance") | No |
| Notes | Internal notes (capacity, dimensions, features) | No |
Buttons:
- Add Size — Creates a new size row
- Delete (× button) — Removes a size row (at least one size must exist)
Step 4: KEYVOX Integration (Optional)
If your building uses KEYVOX smart locks, configure the device connection.
| Field | Description | Required |
|---|---|---|
| KEYVOX API Key | Authentication token from KEYVOX dashboard | Yes (if integrating) |
| Device Selection | Drop-down list of registered KEYVOX devices | Yes (if integrating) |
| Sync Availability | Auto-fetch box availability from KEYVOX in real-time | — |
Setup Process:
- Obtain your KEYVOX API Key from the KEYVOX dashboard (see Lock Connection for details)
- Enter the API key in the field
- Click Sync Devices to fetch all lockers registered to your account
- From the dropdown, select the device corresponding to your building
- The locker inventory (sizes and box counts) is populated automatically
Note: Manual entry is available if KEYVOX is not connected or you prefer to manage inventory manually.
Step 5: Review and Save
- Review all settings:
- Plan type and rates
- Locker sizes and counts
- KEYVOX integration (if applicable)
- Click Save Configuration to create/update
- Click Cancel to discard changes
Feature 3: Monitoring and Analytics
Locker Usage Dashboard
After creating a configuration, access the Usage Analytics tab to monitor activity.
| Metric | Description |
|---|---|
| Total Locker Rentals | Cumulative number of active and completed reservations |
| Active Rentals | Current number of occupied lockers |
| Revenue (this month) | Income from paid reservations in the current month |
| Revenue (lifetime) | Total income since configuration creation |
| Occupancy Rate | Percentage of available lockers currently rented (%) |
Reporting
Date Range Filter:
- View data for custom date ranges (e.g., "Last 30 days", "This fiscal year")
- Useful for tracking seasonal demand
Export Options:
- Export resident booking data (name, email, locker size, dates, amount paid) to CSV for accounting/reporting
Feature 4: Resident Access and Permissions
Who Can See and Rent Lockers?
Lockers are available to:
- All registered residents in your facility
- Guests (if guests can log into the Resident app at your property)
Residents access the locker service via the Locker tab in the Resident app.
PIN Code Issuance
After a resident completes a reservation and payment:
- A PIN code is generated automatically
- The code is displayed on the confirmation screen
- The code is also sent via email to the resident
Setup Guide (Step-by-Step)
Scenario: Set up a daily-rate locker service
Goal: Offer 10 small lockers and 8 medium lockers for short-term storage.
Step 1: Create a configuration
- Name: "Short-Term Storage"
- Plan Type: Storage Days Billing
- Base Daily Rate: $5
Step 2: Define sizes
Size 1: Small lockers
- Display Name: "Small"
- Rate: $3/day
- Count: 10
- Location: "1F Entrance"
Size 2: Medium lockers
- Display Name: "Medium"
- Rate: $5/day
- Count: 8
- Location: "1F Entrance"
Step 3: KEYVOX integration (optional)
- If using KEYVOX: Select your building device
- If manual: No additional setup needed
Step 4: Save and activate
- Click Save Configuration
- Toggle Active to enable resident bookings
Step 5: Share with residents
- Communicate the new locker service to all residents
- Direct them to the Locker tab in the Resident app
Understanding API Integration
How Residents Make Payments
- Resident clicks Reserve on a locker
- Chooses dates and plan
- Completes payment via Stripe
- UnlockOS updates the locker database
How PIN Codes Are Generated
The PIN code is derived from:
- Locker ID
- Resident information
- Rental period start/end
PIN codes are unique and expire automatically at the end of the rental period.
KEYVOX Sync Behavior
If KEYVOX integration is enabled:
- Box Availability: Real-time availability is fetched from KEYVOX. Residents see only available boxes.
- Access Logs: After a resident unlocks their locker, KEYVOX logs the access event (timestamp, box number, duration)
- Admin Reporting: You can view access logs in the KEYVOX dashboard to verify locker usage
FAQ
Q: What is the difference between plan types?
A: Storage Days charges per day used — ideal for variable-duration rentals. Usage Count is a fixed monthly fee for unlimited access — best for residents who need frequent access. Hybrid combines both for flexibility.
Q: Can I change the plan type later?
A: No. Create a new configuration with the new plan type. Existing residents on the old configuration are unaffected.
Q: How are residents charged with Hybrid billing?
A: The monthly fee is charged upfront. If the resident extends beyond the subscription month, additional days are charged at the overage rate.
Example:
- Monthly rate: $40
- Overage rate: $2/day
- Resident rents for 45 days (1 month + 15 days)
- Charge: $40 + ($2 × 15) = $70
Q: How do residents know the locker size?
A: The Display Name you enter (e.g., "Small – Documents", "Medium – Suitcases") is shown to residents during booking. Include capacity information in the display name if helpful.
Q: What happens if a resident doesn't pay?
A: The reservation is marked Unpaid. The PIN code is not issued. You can:
- Manually issue the PIN after payment
- Cancel the reservation to free the locker for other bookings
Q: Can I integrate with payment providers other than Stripe?
A: Currently, only Stripe is supported. Contact UnlockOS support if you need alternative payment methods.
Q: How do I handle a lost PIN or access lockout?
A: Residents can tap Reset PIN in the Resident app to receive a new code via email. Alternatively, you can manually issue a temporary PIN from the Admin dashboard (if this feature is available in your version).
Q: What if a resident extends their rental?
A: In the Resident app, they tap Extend Rental and select a new end date. The system calculates the additional cost and processes the new payment. The existing PIN remains valid; you do not need to issue a new one.
Q: What happens if KEYVOX is not connected?
A: You can still run the locker service using Manual Mode:
- Click Switch to Manual Entry during configuration
- Enter locker inventory (sizes, counts, box IDs) manually
- Residents book as normal; PIN codes are still issued automatically
Q: Can I have multiple locker configurations?
A: Yes. Create separate configurations for different buildings, floors, or pricing tiers. Each configuration is independent with its own residents, rates, and inventory.
Q: How do I monitor which lockers are in use?
A: Use the Usage Analytics dashboard. It shows:
- Total active rentals
- Occupancy rate (%)
- Revenue tracking
- Resident booking history (exportable to CSV)
Q: What happens if the locker is full (all sizes booked)?
A: The locker service shows "No availability" to residents. They cannot book until a locker becomes available (rental period ends).
Q: Can residents book multiple lockers?
A: Yes. Each locker is a separate reservation. Residents can have multiple active reservations simultaneously.
Q: How are cancellations and refunds handled?
A: You can configure a cancellation policy (e.g., full refund if cancelled 48 hours before start date). Residents cancel via the Resident app; you process refunds manually through your Stripe dashboard.
Q: How long does a PIN code remain valid?
A: The PIN code is valid from the start date until 23:59:59 on the end date of the reservation. After that, it expires automatically.
Q: Can I delete a locker configuration?
A: Yes, but only if there are no active rentals. Once all residents have checked out, you can delete the configuration.
Related Pages
- Lock Connection - KEYVOX integration and smart lock setup
- Base Settings - General facility configuration
- Locker Management - Guest-facing locker booking service (separate feature)
Last updated: 2026-04-02