Summary
Facility Guests lets you grant and manage gate access for people who aren’t tenants on a lease — staff, vendors, leads, past tenants, and a tenant’s own guests such as a spouse, parent, or child. You manage guests from the Access Management tab, give each one an access code and access plan, and their code syncs to your connected gate system so they can enter the facility.
Facility Guests requires a connected gate system. Guest codes currently sync with PDK and SpiderDoor, with support for additional providers coming soon.
Required permissions:
Leads – View, Edit, Create
Tenants – View, Edit
Opening the Facility Guests View
To open the Facility Guests view:
From the left-hand menu, open Facility Management.
Select the Access Management tab.
Beneath the tab, use the toggle to switch between Manage Access and Facility Guests. Manage Access is selected by default and shows your existing access settings. Select Facility Guests to manage guests.
The Facility Guests table lists each guest with their Name, Type, Tenant, Access Code, Access Plan, Expiration Date, and Status.
To find a guest, use the search bar to match on Name or Tenant, or narrow the list with the Type, Access Plan, and Status filters. You can sort by Name or Tenant.
What Happens
The Status filter defaults to Active, Suspended, and Blocked, so disabled guests are hidden until you add Disabled to the filter.
The Expiration Date column shows an em dash (—) when no expiration is set, and the Tenant column shows an em dash for any guest that isn’t a Tenant Guest.
Adding a Guest
To add a guest:
From the Facility Guests view, click Add Guest.
Enter the guest’s Name.
Select a Type:
Lead
Past Tenant, Staff
Tenant Guest,
Vendor.
Enter an Access Code and select an Access Plan. These sit together on one line.
Optionally, set an Expiration date. This is a date only, with no time.
Click to save. The guest is created with Active status and appears in the table, and a confirmation reads “Guest added successfully.”
What Happens
Name, Type, Access Code, and Access Plan are required. Expiration is optional.
A guest who isn’t linked to a tenant is created with access to all facility segments. A guest linked to a tenant is created with access only to the segments assigned to the unit that tenant is renting.
Guest Types
Select the Type that describes the guest. Each is available in the Add / Edit Guest form:
Lead – A prospective tenant who needs temporary access.
Past Tenant – Someone who previously rented at the facility.
Staff – A facility employee.
Tenant Guest – A guest linked to a current tenant, who inherits that tenant’s facility-access state. See “Adding a Tenant’s Guest” below.
Vendor – A contractor or service provider.
Adding a Tenant’s Guest
A Tenant Guest is a separate person linked to a current tenant — for example, a tenant’s spouse or family member. The guest is linked to the tenant, but you still enter the guest’s own name.
To link a guest to a tenant:
In the Add or Edit Guest form, select Type = Tenant Guest.
In the Tenant field, search for the tenant. Enter at least 3 characters to begin — the search matches on tenant name and unit, and returns only active tenants at this facility.
Select the tenant from the results. Each result shows the tenant’s name, phone, email, and all of their current units.
What Happens
Once a tenant is selected, the Tenant column in the table links to that tenant’s page.
If the linked tenant has moved out, a Past Tenant badge appears after the name in both the field and the table.
A Tenant Guest inherits the linked tenant’s facility-access state. If that tenant is Suspended or Blocked, the guest shows the same status, and the guest’s status can’t be set to Active while the tenant’s access is not active.
Editing a Guest and Changing Status
To edit a guest or change their status:
From the Facility Guests table, click Edit on the guest’s row. Editing is the only row action — guests can’t be deleted.
The form opens with all fields prefilled, including a Status field set to Active or Disabled. Status can only be changed while editing, not when first adding a guest.
Change any field, then save. The table updates immediately.
What Happens
Setting a guest to Disabled clears the Expiration date and locks that field. Setting the guest back to Active makes the Expiration date editable again.
For a Tenant Guest whose linked tenant is Suspended, Blocked, or moved out, the Status field is restricted. Hover text explains why — for example, “Tenant access must be active for guest access to be enabled.”
Setting an Expiration Date
Give a guest an optional Expiration date in the Add or Edit Guest form to have their access end automatically — useful for a vendor or lead who only needs entry for a limited time.
Leave the Expiration date blank to give the guest access indefinitely, until you manually set their status to Disabled.
What Happens
Access stays valid through the end of the expiration date in the facility’s local time. The guest is automatically set to Disabled at midnight, at the start of the following day. For example, a guest set to expire June 30 loses access at midnight as July 1 begins.
When a guest is disabled by a passed expiration date, they are denied at the gate and their access code is disabled on your connected gate system. No action is needed from you.
The guest then appears with a Disabled badge in the table, still showing the now-past expiration date, and is included under the Disabled status filter.
To restore access, edit the guest, set Status back to Active, and either clear the expiration date or set a future one. Access re-syncs to your gate system, unless another condition still blocks it — such as a Tenant Guest whose linked tenant is Suspended, Blocked, or moved out.
Guest Access Statuses
A guest’s Status controls whether they can enter the facility. Statuses are shown consistently across the Facility Guests table, the Manage Access drawer, and gate activity:
Active – The guest can access the facility.
Disabled – The guest is blocked from the facility. You can set this manually, and it’s also applied automatically when an expiration date passes.
Suspended – System-derived for a Tenant Guest whose linked tenant is suspended. Not manually selectable.
Blocked – System-derived for a Tenant Guest whose linked tenant is blocked. Not manually selectable, and shown as a red badge.
Viewing a Tenant’s Guests from Manage Access
You can see a tenant’s guests in context without leaving for the Facility Guests table.
To view a tenant’s guests from Manage Access:
From the tenant’s page, open the Access tab.
Click Manage Access to open the Manage Facility Access drawer.
In the drawer, find the Tenant Guests section. Each guest is listed with their name, access code, and access status.
What Happens
If the tenant has no guests, the Tenant Guests section is hidden entirely.
Guest statuses in the drawer match the Facility Guests table exactly, so the two views never disagree.
Seeing Guest Activity in the Gate Activity Widget
Facility-guest gate access appears in the Gate Activity widget on the Facility Manager dashboard.
To see guest activity:
From the dashboard, switch to Manager view and locate the Gate Activity widget.
Review the guest events. Each event shows the guest as “Guest- [Guest Name]” with a Granted or Denied result. For a guest linked to a tenant, the tenant’s name appears in parentheses after the guest name and links to the tenant’s profile.
What Happens
When a guest is denied entry, the row shows a Denied badge and appends the reason — such as Blocked, Suspended, or Disabled — after the name in red.
How Guest Codes Sync to Your Gate System
When you add or update a guest, their access code syncs automatically to your facility’s connected gate system so they can enter. Disabling a guest, or an expiration date passing, disables their code on that system.
What Happens
Facility Guests currently supports PDK and SpiderDoor. Support for additional gate systems, including Noke, PTI, and OpenTech, is coming soon. If your facility uses a gate system that isn’t yet supported, guest codes won’t sync to it yet.