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

  1. Open the "Rooms" tab
  2. Click "Add" and enter a room name, or click "Bulk Add" to register multiple rooms at once
  3. The added rooms appear in the list

Bulk add format examples:

  • 101, 102, 103 - comma-separated list
  • 101-110 - range (rooms 101 through 110)
  • 101-105, 201-205 - combined formats
  • Maximum 200 rooms per bulk operation

Step 2: Classify KEYVOX Units

  1. Open the "Unit Classification" tab
  2. All KEYVOX units registered to your facility are listed
  3. 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

  1. Open the "QR Code" tab
  2. A QR code card is shown for each registered room
  3. Click "Print All" to send the cards to your printer, then post each card at the corresponding mailbox or unit door
  4. 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.

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)
Email 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

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.

Delivery Person Authentication (/deliver)

Delivery persons use a no-login page accessible without authentication.

  1. The delivery person opens https://resident.unlockos.io/{facility-slug}/deliver on their smartphone (the property manager should post this as a QR code near the entrance)
  2. The delivery person enters the slip number from the package and taps "Verify"
  3. If the slip is valid, a PIN code (unlock code) is displayed for 3 minutes
  4. The delivery person enters the code on the entrance keypad to gain access
  5. After 3 minutes the code expires automatically (the screen shows "Expired")

Error Messages

Error Cause
Slip not found The entered slip number is not registered in the system
Expired The slip's expiration date has passed
Already used This slip number has already been used for a delivery
Too many requests Rate limit triggered due to multiple attempts in a short period
Entrance not configured The admin has not classified any KEYVOX 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: No. Each room supports one registered resident at a time. If a second person tries to register the same room using the QR code while it is occupied, they will see an error.

Q: What happens if no entrance unit is classified?

A: When a delivery person submits a slip number, they receive an "Entrance not configured" error and no unlock code is issued. Always ensure exactly one KEYVOX unit is set as the entrance in the Unit Classification tab.

Q: Where can I find the delivery person URL?

A: The URL follows the format https://resident.unlockos.io/{facility-slug}/deliver. Your facility slug is shown in Basic Settings under "App URL". We recommend converting this URL into a QR code and posting it at the building entrance.

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.

  • 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