Give your guests their door key before they arrive. Mangobeds lets you manage smart lock keys and access codes for every unit in your property.

Whether you use a smart lock provider or simply manage door keys and codes by hand, Mangobeds gives you one place to assign keys, track validity dates, and send them to guests at the right time.

Why Smart Lock Keys?

If you manage a property with self check-in, you know the routine: text the guest a door key or code, hope they received it, change it after checkout. It works, but it doesn’t scale.

With Smart Lock Key Management in Mangobeds, you can:

• Assign digital keys per unit — each room, apartment, or bed gets its own key linked to its own lock.
• Track key validity dates — keys are tied to check-in and checkout dates, so you always know which keys are active.
• Generate and send keys automatically — once a unit is linked to a lock, Mangobeds creates the access code on its own a couple of days before each guest’s check-in. No manual work per booking.
• Manage all keys in one place — no more spreadsheets, sticky notes, or WhatsApp messages with door codes.

Table of contents

• How automatic key generation works
• Manual
• TTLock
• Flexipass
• Inlet
• TESA Smartair
• Sending Keys to Guests
• Frequently Asked Questions

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How automatic key generation works

Once you connect a smart lock provider and link a unit to a lock, Mangobeds takes over the day-to-day work:

• Confirmed booking, far in the future — nothing happens yet. We wait so your access codes are timely, not stale.
• About 48 hours before check-in — Mangobeds automatically creates the access code with your lock provider. The code is now active and stored in Mangobeds.
• Booking dates change — if you push back a check-out or extend a stay, Mangobeds updates the code’s validity dates with your lock provider. No re-issuing.
• Booking cancelled — Mangobeds revokes the code with your lock provider so the original guest can no longer enter.

You don’t need to click anything for any of this. It just works.

If you do need to issue a code outside this flow (a maintenance visit, a friend staying for the weekend, a long-term arrangement), you can still create a passcode manually from the Smart Locks app at any time.

Coordinating with your check-in email: because access codes are generated about 48 hours before check-in, schedule your pre-arrival emails that include the access-code variable to send 48 hours before check-in or later. Earlier-scheduled emails will still go out, but the access-code field will say “No access code for these dates” because Mangobeds hasn’t generated it yet.

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Manual

The Manual provider is the simplest option. You manage everything yourself — lock names, key codes, and validity dates. No external hardware or accounts required.

When to use Manual:

• You have a keypad lock and change the key code between guests
• You use a lockbox with a combination key
• You want to track door keys in Mangobeds without connecting hardware
• You’re not ready to invest in smart lock hardware yet

Manual is also the right choice if you want to keep full manual control even when you have hardware — some properties prefer to issue codes themselves rather than have Mangobeds do it.

Setting It Up

Step 1: Open the Smart Locks App

In your Mangobeds dashboard, go to Apps and select Smart Locks.

Step 2: Connect

Click Get Started, select Manual as your provider, and click Connect. No credentials are required.

Step 3: Link Units to Locks

You’ll see a list of all your units. For each unit, type a lock name (e.g. “Front Door”, “Room 101”, “Gate”) and click Link.

Each unit can be linked to one lock. You can unlink and re-link at any time.

Step 4: Create Keys

Click Passcodes on a linked unit, then New passcode. Enter:

• The key code (e.g. “1234”, “8675”)
• Valid From date
• Valid To date
• Guest name (optional)

Click Generate. The key is now active and will appear in guest communications.

Managing Keys

Editing a key: Click Edit next to any key to change the code, check-in, or checkout dates.

Revoking a key: Click Revoke to remove a key from Mangobeds. You’ll need to change the physical lock code separately.

Lock details: Click Details to see the lock name.

Keys are stored in Mangobeds and can be sent to guests via the template variable.

Note: automatic generation is not available with Manual — there’s no hardware for Mangobeds to generate a code on. You’ll create each passcode by hand. If you want automation, use one of the hardware integrations below.

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TTLock

TTLock is a smart lock platform that supports a wide range of Bluetooth and Wi-Fi enabled locks. TTLock smart locks are widely available on Amazon and other retailers, making them a cost-effective smart key solution for properties of any size.

Once connected, Mangobeds can:

• Fetch your lock inventory automatically
• Generate time-limited digital keys for guest stays
• Push keys directly to locks via gateway (no manual entry)
• Revoke keys on checkout or cancellation
• Keep keys in sync with booking date changes

A TTLock gateway is required for the lock to be remotely managed (creating, modifying, and revoking codes from Mangobeds). Locks without a gateway can be linked but the integration won’t be able to push codes to them automatically.

Setting It Up

Step 1: Open the Smart Locks App

In your Mangobeds dashboard, go to Apps and select Smart Locks.

Step 2: Connect

Click Get Started and select TTLock as your provider. Enter your TTLock account credentials:

• Username — your TTLock account email
• Password — your TTLock account password

Click Connect. Mangobeds will authenticate with TTLock and fetch your lock inventory.

Step 3: Link Units to Locks

You’ll see a list of all your units. For each unit, select a lock from the dropdown (pulled from your TTLock account) and click Link.

When linking, any existing passcodes for that lock are automatically imported into Mangobeds.

Step 4: Let Mangobeds Do the Rest

That’s it. From here on, Mangobeds creates a code about 48 hours before each guest’s check-in and revokes it on cancellation.

You can still create a passcode manually from the Passcodes panel at any time — e.g. for a maintenance visit or an off-booking access.

Managing Keys

Editing a key: Click Edit to change check-in or checkout dates. The key validity is updated on the TTLock system automatically.

Revoking a key: Click Revoke to delete the key. The code is removed from the lock immediately. The guest can no longer use it.

Lock details: Click Details to see the battery level and gateway connection status in real time.

Requirements

• A TTLock-compatible smart lock (Bluetooth + Wi-Fi gateway, or Wi-Fi-native)
• A TTLock gateway for the lock you want to manage from Mangobeds
• The TTLock app, with your locks already added to your account
• TTLock V3 locks with passcode algorithm version 4 or higher (older models can’t be remotely managed)

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Flexipass

Flexipass is a smart lock middleware that connects to enterprise hotel lock systems. A single Flexipass integration gives you access to:

• ASSA ABLOY (VingCard Visionline and Vostio)
• Salto (Space BLE and KS online locks)
• Dormakaba (Ambiance)

This is ideal for hotels and larger properties that already use enterprise lock systems and want to automate guest key management without replacing hardware.

Setting It Up

Step 1: Open the Smart Locks App

In your Mangobeds dashboard, go to Apps and select Smart Locks.

Step 2: Connect

Click Get Started and select Flexipass as your provider. Enter your Flexipass credentials:

• Username — your Flexipass account username
• Password — your Flexipass account password
• Company Token — the token assigned to your property by Flexipass

Click Connect. Mangobeds will validate your credentials with Flexipass.

Step 3: Link Units to Doors

You’ll see a list of all your units. For each unit, select a door from the dropdown (pulled from your Flexipass system) and click Link.

Step 4: Let Mangobeds Do the Rest

About 48 hours before each guest’s check-in, Mangobeds creates the mobile key with Flexipass and the guest can use the Flexipass app to access their room. Date changes and cancellations are handled automatically too.

Managing Keys

Editing a key: Click Edit to change check-in or checkout dates. The key is updated on the Flexipass system automatically.

Revoking a key: Click Revoke to delete the key. The mobile key is removed from the Flexipass system and the guest can no longer use it.

Lock details: Click Details to see the door type (room or common area).

Requirements

• An active Flexipass account with access to the Mobile Keys API
• ASSA ABLOY, Salto, or Dormakaba locks already paired with your Flexipass installation
• Guest email on the booking (the mobile key is delivered to that address)

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Inlet

Inlet is a Norwegian smart lock middleware. A single Inlet integration connects you to a wide range of lock systems with one set of credentials:

• Salto Systems
• ASSA ABLOY
• Dormakaba
• EVVA
• Igloohome
• Iloq
• Paxton Net2
• 2N Access Control
• Danalock
• Schneider Electric Security Expert
• Siemens Sipass
• Johnson Controls CCure
• Livionkey
• Metra Smart Locker
• Stroxx

This is the broadest single-integration coverage Mangobeds offers. If you have a mixed-vendor portfolio or you’re already using one of these systems, Inlet usually has you covered.

Setting It Up

Step 1: Open the Smart Locks App

In your Mangobeds dashboard, go to Apps and select Smart Locks.

Step 2: Connect

Click Get Started and select Inlet as your provider. Enter your Inlet API Token — a single property-scoped token Inlet provides at sign-up. No username or password.

Click Connect. Mangobeds validates the token with Inlet by fetching your lock list.

Step 3: Link Units to Locks

You’ll see a list of all your locks (only those that support PIN-code access — mobile-key-only or auto-unlock-only locks are filtered out for now). For each unit, select a lock from the dropdown and click Link.

Step 4: Let Mangobeds Do the Rest

About 48 hours before each guest’s check-in, Mangobeds asks Inlet to grant access for the booking dates. Inlet sets a PIN on the lock, returns it to Mangobeds, and you can deliver it to your guest via the access-code variable in your check-in email. Date changes and cancellations are handled automatically too.

Managing Keys

Editing a key: Click Edit to change check-in or checkout dates. Mangobeds updates the access window with Inlet automatically.

Revoking a key: Click Revoke. Mangobeds asks Inlet to revoke the access. The PIN no longer works on the lock.

Lock details: Click Details to see the lock system, location, group, and online status.

Requirements

• An active Inlet partnership and an API token (contact Inlet to set up)
• A lock system supported by Inlet, already paired in their platform
• The lock must support PIN-code access (most do; mobile-key-only models are not supported in this first release)

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TESA Smartair

TESA Smartair is a wireless access control system by ASSA ABLOY, widely used in hotels across Europe. Smartair locks communicate wirelessly with a central server at your property, and Mangobeds connects directly to that server to automate guest check-ins and key delivery.

This is ideal for hotels and properties that already have TESA Smartair locks installed and want to automate guest access management from their PMS without replacing any hardware.

What Mangobeds can do with Smartair:

• Automatically create PIN access for guests linked to room dates
• Update or revoke access automatically when bookings change or are cancelled
• Manage check-in across multiple Smartair rooms in one place

Setting It Up

Step 1: Open the Smart Locks App

In your Mangobeds dashboard, go to Apps and select Smart Locks.

Step 2: Connect

Click Get Started and select TESA Smartair as your provider. Enter your Smartair server details:

• Server address — the address of your Smartair Server Platform (ask your Smartair installer or IT administrator)
• Operator name — an operator account created in your Smartair system for the integration
• Operator password — the password for that operator

Click Connect. Mangobeds will validate the connection to your Smartair server.

Step 3: Link Units to Rooms

You’ll see a list of all your units. For each unit, select a room from the dropdown (pulled from your Smartair system) and click Link.

Step 4: Let Mangobeds Do the Rest

About 48 hours before each guest’s check-in, Mangobeds runs a precheckin against your Smartair server with a generated PIN. You can deliver the PIN to your guest via the access-code variable in your check-in email. Date changes and cancellations are handled automatically.

Managing Keys

Editing a key: Click Edit to change check-in or checkout dates. The access dates are updated on the Smartair system automatically.

Revoking a key: Click Revoke. Mangobeds calls Smartair’s precheckinCancel, the guest can no longer open the room.

Lock details: Click Details to see the room name and group.

Requirements

• TESA Smartair locks already installed — Mangobeds connects to your existing system, no new hardware required
• Smartair Server Platform reachable from the internet — your Smartair server needs to be reachable so Mangobeds (a cloud PMS) can communicate with it. Typically this means a static IP and a port-forward to the server’s internal port (your Smartair installer can help)
• SOAP API feature enabled in your Smartair license — ask your Smartair provider (e.g. CIHO, or your TESA distributor) to confirm this is active
• An operator account created in Smartair specifically for the Mangobeds integration

If you’re unsure about any of these requirements, contact your Smartair installer or distributor. They can verify your setup and provide the server address and credentials you need.

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Sending Keys to Guests

The real power of Smart Lock Key Management is the template variable. Add it to any communication template, and Mangobeds automatically inserts the keys for the guest’s booked units.

How to set it up

1. Go to Communications and open (or create) a template — typically the check-in email
2. Click Variables to see all available template variables
3. Under Smart Locks, click the variable to copy it
4. Paste it into your email template where you want the keys to appear

What the guest sees

If the guest booked one unit:

Room 101: H91L72

If the guest booked multiple units:

Double room 1: H91L72
Room Marta: 385291

If a unit has a lock but the access code hasn’t been generated yet (e.g. the booking is still more than 48 hours away from check-in):

Double room 1: No access code for these dates

If the property has no smart lock app connected, the variable is left empty (nothing appears in the email).

When does it work?

The variable is available in all booking-related communications:

• Booking confirmed emails
• Booking requested emails
• Scheduled check-in emails (e.g. “5 days before arrival”)
• Scheduled checkout emails
• Manually sent communications

It is not available in birthday emails or cancellation emails (where access codes are not relevant).

Tips

• Schedule pre-arrival emails 48 hours before check-in or later. That’s when Mangobeds generates the code with your lock provider. Earlier emails will go out without the code.
• Use with the pre-arrival email — the best time to send smart lock keys is in your pre-arrival communication, when the room is confirmed and ready.

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Frequently Asked Questions

Do I need smart lock hardware to use this?
No. The Manual provider lets you manage any kind of key or access code — keypad locks, lockboxes, gate codes — without any smart lock hardware integration. If you do have hardware (TTLock, Flexipass, Inlet, or TESA Smartair), Mangobeds takes the work off your hands.

When are codes actually generated?
About 48 hours before each guest’s check-in. Earlier than that and many vendors reject the request as too far in advance. Closer than that and your pre-arrival emails risk going out without a code. 48 hours is the sweet spot.

What if I need a code outside the booking flow — maintenance, friends, owner stays?
Click “New passcode” on the linked unit’s panel. You can create a passcode for any date range, with or without a booking. The automatic generation only kicks in for confirmed bookings.

What happens if the booking gets cancelled?
If the code was already generated, Mangobeds asks the lock provider to revoke it. The original guest’s access stops working immediately.

What if the guest changes their dates?
Mangobeds updates the validity dates with the lock provider. The same access code/key keeps working, just for the new dates.

Can I have different keys for different units in the same booking?
Yes. Each unit has its own linked lock and its own keys. If a guest books two rooms, they get two separate keys.

Can I use Smart Lock Keys with the Channel Manager?
Yes. Bookings from any channel (Airbnb, Booking.com, direct) create the same booking in Mangobeds. As long as the unit has a linked lock and the booking is confirmed, the integration works regardless of where the booking came from.

What if the lock’s vendor API is temporarily down when Mangobeds tries to create a code?
Mangobeds retries every few minutes for up to 30 attempts. If the vendor stays down long enough that we can’t get through, an alert is raised on our side and we follow up.

What do I need from my Smartair installer to connect?
Three things: the server address of your Smartair Server Platform, an operator username, and an operator password. Your Smartair installer or IT administrator can provide these. They also need to confirm that the SOAP API feature is enabled in your Smartair license, and that the server is reachable from the internet (typically via a static IP and port-forward).

Which lock brands does Inlet cover?
Salto, ASSA ABLOY, Dormakaba, EVVA, Igloohome, Iloq, Paxton, 2N, Danalock, Schneider Electric Security Expert, Siemens Sipass, Johnson Controls CCure, Livionkey, Metra Smart Locker, Stroxx. If you have a system in this list, Inlet is usually the right choice.

Inlet or Flexipass for ASSA ABLOY / Salto / Dormakaba?
Both work. Inlet covers a wider catalogue overall. Flexipass has been with us longer and is well-validated. Pick whichever you already have credentials for; if neither, Inlet’s broader coverage usually wins.

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Ready to simplify guest access? Go to Apps > Smart Locks, connect a provider, and start managing your smart lock keys today.