Delivery Management (Okihai) Help
Overview
Delivery Management (置き配管理, Okihai) is an unattended delivery solution designed for apartment buildings and condominiums. Residents register their room via QR code and pre-register their delivery slip numbers. When a delivery person arrives, they enter the slip number to receive a time-limited unlock code for the building entrance.
Admin operations are handled in the "Delivery Management" page (5 tabs). Resident and delivery person interactions happen in a dedicated web app.
Key Features
- Add, bulk-add, and delete rooms (Rooms tab)
- Classify KEYVOX smart lock units as entrance or room locks (Unit Classification tab)
- View residents and process move-outs (Residents tab)
- Generate and print QR codes for resident registration (QR Code tab)
- Review delivery access logs (Delivery History tab)
Tabs Overview
| Tab | Description |
|---|---|
| Rooms | Add and delete rooms eligible for unattended delivery |
| Unit Classification | Classify KEYVOX units as "entrance" or "room" locks |
| Residents | View registered residents and process move-outs |
| QR Code | Generate and print resident registration QR codes |
| Delivery History | Review delivery person access logs |
Setup Guide
Follow these steps when setting up Delivery Management for the first time.
Step 1: Add Rooms
- Open the "Rooms" tab
- Click "Add" and enter a room name, or click "Bulk Add" to register multiple rooms at once
- The added rooms appear in the list
Bulk add format examples:
101, 102, 103- comma-separated list101-110- range (rooms 101 through 110)101-105, 201-205- combined formats- Maximum 200 rooms per bulk operation
Step 2: Classify KEYVOX Units
- Open the "Unit Classification" tab
- All KEYVOX units registered to your facility are listed
- Use the radio buttons on each unit card to assign a classification:
- Entrance: The shared building entrance lock (only one per facility)
- Room: An individual unit lock. After selecting "Room", choose the matching room name from the dropdown
- Unclassified: Units not used for delivery management
If no entrance unit is configured, delivery person authentication will not work. Make sure to designate exactly one unit as the entrance.
Step 3: Print QR Codes and Distribute to Residents
- Open the "QR Code" tab
- A QR code card is shown for each registered room
- Click "Print All" to send the cards to your printer, then post each card at the corresponding mailbox or unit door
- You can also click "Copy URL" to share the registration link via email or messaging
Step 4: Residents Register via QR Code
When a resident scans the QR code, the resident-facing web app opens at the room registration page. The resident enters their email address, clicks the magic link sent to their inbox, and is registered to the room.
After registration, the resident appears in the "Residents" tab.
Step 5: Configure the Webhook in the KEYVOX Management Console
When a delivery person unlocks the entrance, KEYVOX sends a webhook to UnlockOS, which automatically marks the delivery as "Completed" in the delivery history. To enable this, configure the following settings in the KEYVOX management console.
If this webhook is not configured, the delivery status will remain "In Progress" even after the entrance is unlocked.
Setup in the KEYVOX Management Console
Open the "Webhook Settings" page in the KEYVOX management console and enter the following values.
| Field | Value |
|---|---|
| Post URL | https://api.unlockos.io/functions/v1/keyvox-webhook |
| Action | Unlock |
| Unlock methods | Barcode, PIN code, Online QR code |
| Webhook Secret | Contact UnlockOS support to obtain the webhook secret. (For security, the secret value is not published in this manual.) |
Webhook Secret: Contact UnlockOS support (via the support page or your account manager) to obtain the secret value. The secret is not published in this manual for security reasons.
After saving the configuration, use the KEYVOX console's "Send Test" feature and verify that the event appears in the Delivery History tab in UnlockOS.
Detailed Features
Rooms Tab
Adding a Room
Click "Add" to show the inline form. Enter a room name and press Enter or click "Save".
Bulk Adding Rooms
Click "Bulk Add" to open the dialog. Enter room names using comma-separated values or range notation (e.g., 101-110). A preview of the rooms to be created is shown before you confirm. Click the "Create" button to add all rooms.
Deleting a Room
Only vacant rooms (no registered resident) can be deleted. The delete button is disabled for occupied rooms.
Room List Columns
| Column | Description |
|---|---|
| Room Name | Name of the registered room |
| KEYVOX Unit | Unit ID of the linked smart lock |
| Resident | Resident's name or email address |
| Status | Occupied / Vacant |
Unit Classification Tab
Classifies KEYVOX smart lock units by their role in the delivery system.
Classification Types
| Classification | Description |
|---|---|
| Entrance | Shared building entrance lock. Unlocked when a delivery person authenticates with a valid slip number (one per facility) |
| Room | Individual unit lock. Linked to a room name; unlocks when a slip registered for that room's resident is used |
| Unclassified | Units not used in the delivery workflow |
Notes
- Only one entrance unit can be set per facility
- Room units must be paired with a room name
- Classification changes take effect immediately
For detailed step-by-step instructions and troubleshooting, see the Unit Classification help page.
Residents Tab
Displays all residents who have registered via QR code.
Resident List Columns
| Column | Description |
|---|---|
| Room | Room name the resident registered to |
| Name | Resident's display name (if provided during registration) |
| Resident's email address | |
| Registered | Date of room registration |
Processing a Move-Out
Click the "Move Out" button next to a resident. Confirm the action in the dialog. After move-out, all of that resident's registered delivery slips are immediately invalidated and the room becomes vacant.
QR Code Tab
Shows registration QR codes and URLs for every registered room.
Actions
| Action | Description |
|---|---|
| Copy URL | Copies the room's registration URL to the clipboard |
| Print All | Outputs all room QR cards in a print-optimized layout |
How Registration URLs Work
Each QR code encodes a URL in the format https://resident.unlockos.io/{facility-slug}/register?room={roomId}. When a resident opens this URL they enter their name and email address, then verify with a 6-digit code sent by email to complete room registration.
The facility slug is set in Basic Settings under "App URL". If no slug is configured, QR codes cannot be generated.
If you change the slug, reprint and redistribute all QR codes. Previously printed QR codes (with the old slug) will no longer work.
Delivery History Tab
Records of every entrance unlock triggered by a delivery person's slip number verification.
Filters
Specify a date range using the "From" and "To" date fields and click "Search" to narrow results by time period.
Log Columns
| Column | Description |
|---|---|
| Date/Time | Timestamp of the unlock event |
| Room | Target room name |
| Slip Number | Delivery slip number that was used |
| Carrier | Yamato / Sagawa / Japan Post / Amazon / Other |
| Status | Delivery Completed / In Progress |
Family Member Management (Admin)
Rooms now support multiple residents. The primary resident (世帯主) can invite up to 5 family members per room (6 total). As a facility manager, you have additional oversight tools.
How Family Members Work
- The resident who first registers a room becomes the primary resident
- The primary resident can invite family members from their My Page
- Family members log in with their own email and share access to the room's delivery slips, history, and locker assignments
- Each family member has an independent login session
Admin Actions
Viewing Family Members
In the Residents tab, rooms with multiple members show all registered residents. The primary resident is indicated with a "Primary" badge.
Deactivating a Member
As a facility manager, you can deactivate any room member (primary or family):
- Go to the Residents tab
- Find the member you want to deactivate
- Click "Deactivate" next to their entry
- Confirm the action
When a primary resident is deactivated by the admin, all family members are also automatically removed and the room becomes vacant.
When a family member is deactivated, only that member loses access. The primary resident and other family members are not affected.
FAQ: Family Members (Admin)
Q: A resident says they cannot invite family members. What should I check? A: Only the primary resident (the person who first registered the room) can invite family members. If a family member is trying to invite others, they will see an error. Also verify that the room does not already have 6 members (the maximum).
Q: Can I transfer the primary resident role to another family member? A: Not directly. The current primary must move out (which removes all members), and then the new primary can register the room via QR code and re-invite family members.
Q: A family member's invitation expired. What should I do? A: Ask the primary resident to send a new invitation from their My Page. Invitation links are valid for 7 days.
Resident App Guide
Residents access https://resident.unlockos.io/{facility-slug}/ to manage their delivery settings. The facility slug is shown in Basic Settings under "App URL".
For detailed resident-facing instructions, see the Resident Delivery Service help page.
How Delivery Persons Gain Access (Slip-Number PIN)
Delivery persons do not use a dedicated page or app. As soon as a resident registers a slip, the last 6 digits of the slip number are registered automatically as the entrance unlock PIN.
- The resident registers the slip number and expected arrival date
- The system registers the last 6 digits of the slip number with KEYVOX as an entrance unlock PIN, valid only for the delivery period
- The delivery person enters the last 6 digits of the slip number from the package on the entrance keypad to gain access
- Once the entrance is unlocked, it is recorded as a completed delivery in the resident's delivery history
If no entrance unit (KEYVOX unit) is classified in Entrance Settings, no unlock PIN is issued when a slip is registered. Always set one unit as the entrance.
FAQ
Q: How do I create zero-padded room numbers in bulk add?
A: Enter ranges like 0101-0110. The system preserves the leading zero padding from the start value, generating 0101, 0102, ... 0110.
Q: What do I do when a resident moves out?
A: Go to the "Residents" tab, click "Move Out" for the departing resident, and confirm. Their registered slips are invalidated immediately. Then go to the "QR Code" tab, copy or print a fresh QR code for that room, and give it to the new resident.
Q: Can multiple residents share one room?
A: Yes. The primary resident (the person who first registered) can invite up to 5 family members from their My Page, for a total of 6 residents per room. Family members share access to delivery slips, history, and locker assignments. If someone who is not invited tries to register the same room using the QR code, they will see an error.
Q: What happens if no entrance unit is classified?
A: No unlock PIN is issued when a resident registers a slip, so the delivery person cannot gain access. Always ensure exactly one KEYVOX unit is set as the entrance in the Unit Classification tab.
Q: How do delivery persons gain access?
A: The last 6 digits of the slip number a resident registers are automatically registered as an entrance unlock PIN, valid only for the delivery period. The delivery person enters those last 6 digits on the entrance keypad. No dedicated page or app is required.
Q: A resident reports that the delivery person cannot enter.
A: The entrance PIN registration at slip-registration time may have failed due to a KEYVOX error (the system retries automatically a few times during registration). When it fails, the resident sees a warning asking them to contact the property manager. Check the KEYVOX integration connection status and the entrance settings. If it was a transient outage, ask the resident to re-register the slip — a new PIN will be issued.
Q: How should residents set the slip expiration date?
A: Residents set the expiration when registering a slip on their dashboard. The default is 7 days from today. We recommend setting a date slightly beyond the expected delivery window to avoid the slip expiring prematurely.
Q: What does the "In Progress" status mean in Delivery History?
A: It means the delivery person unlocked the entrance but delivery completion has not yet been recorded. "Delivery Completed" is recorded once the delivery is confirmed complete.
Related Pages
- Unit Classification - Detailed guide to classifying KEYVOX units (entrance, room, unclassified)
- Resident Delivery Service - Guide for residents: registration, slip management, and delivery history
- Basic Settings - Setting the App URL (facility slug)
- Lock Connection (registering KEYVOX units)
- Permissions