Manage Smart Lock Key Access Codes in Mangobeds

Access Codes, Automation, Check-in, Digital Keys, Guest Access, Integration, Smart Locks

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.
  • Send keys automatically — use the variable in your communication templates, and guests receive their keys in the check-in email.
  • Manage all keys in one place — no more spreadsheets, sticky notes, or WhatsApp messages with door codes.

Table of contents

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

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.

Flexipass (Coming Soon)

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 from 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: Create Mobile Keys

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

  • Valid From date
  • Valid To date
  • Guest name (optional)
  • Guest email (required — the mobile key is delivered to this address)

Click Generate. Flexipass creates the mobile key and returns a key code. The guest can use the Flexipass app to access their room.

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).

TTLock (Coming Soon)

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

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: Create Keys

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

  • Valid From date
  • Valid To date
  • Guest name (optional)

Click Generate. TTLock generates a time-limited passcode automatically. If your lock has a gateway, the code is pushed directly to the lock. If not, the code is generated algorithmically and will work when entered on the lock’s keypad.

Managing Keys

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

Revoking a key: Click Revoke to delete the key. If the lock has a gateway, 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.

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 no key for the booking dates:

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

  • Create keys before the email sends — if you use scheduled check-in emails (e.g. 3 days before arrival), make sure the key exists before that date.
  • 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.

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.

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 an active key, the communication variable works regardless of where the booking came from.

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

Access Codes, Automation, Check-in, Digital Keys, Guest Access, Integration, Smart Locks

You may also like

More Channels, Cleaner Data, and Less Admin Work

More Channels, Cleaner Data, and Less Admin Work

We added VRBO, Check24, and Hopper Homes to the channel manager, introduced webhook logs, document signing in the guest portal, booking source insights, and a lot more. This update covers new channels, cleaner data, and less admin work across the board.