Project configuration in case of tenants availability

Here you can find detailed steps on how to manage users who rent places in the residential area. Steps 1-10 describe how to configure a basic house project and what to do when a tenant moves in. Step 11 provides list of actions when a tenant moves out.  

1. Configure basic server settings for the correct functioning:

2. Add user profiles for various users and configure their permissions. 

In general, 3 profiles are enough for the basic project, and they are created by default:  

  • administrator controls the whole system and has all possible permissions to perform system installation, configuration, and support.

  • concierge interacts with residents and visitors, manages access conditions, and sends announcements and messages: announces (can create/edit/delete/send announces, can view particular announces); calls (can receive call like concierge, can call to intercom); conversations (can create conversation/conversation message, can accept messages from descendant users); devices (can view devices, can view device events); elevators (can view elevators); emergency alerts (can view emergency alerts, can playback emergency alerts); group types (can view group type); markers (can view marker). 

  • user is a profile for residents with the following permissions: access restrictions (can view/create/delete access rules); announces (can particular announces); calls (can call to intercom); conversations (can create conversation/conversation message); devices (can view devices/all devices); group types (can view group type); identifiers (can view particular identifiers; can create/delete identifiers; can create guest identifiers, can export identifiers); profiles (can view available roles only).

If necessary, you can edit these profiles in the corresponding tab and add other permissions or create new profiles:  

  1. Go to the Profiles tab of the User management section.

  2. Click the plus icon (in the low left corner).

  3. Enter a profile name and add a description (if required).

  4. Select the required permissions.

  5. Save data by clicking the corresponding button in the low left corner.

Also, it is possible to use one server for several small projects, e.g., for some separate areas with few devices. You can read about this configuration by following the link.

3. Add a group(s) for the house/s. 

For example, there is 1 house with 2 units, 20 floors, and 4 apartments on each floor. So, manual group creation for example looks like this: 

  1. Go to the Groups tab in the User management section.

  2. Click Add group and select Add root group.

  3. Enter a group name, e.g. Heathfield House1.

  4. Select сustom for type.  

  5. Add a description, if necessary.

  6. Click the Save button in the low left corner when all required data is entered.

When the root (basic) group is created, you are required to add subgroups for each unit, floor, and apartment. To do this: 

  1. Find previously created root group in the list. 

  2. Click 3 dots near the group name.

  3. Select a new group. A menu for adding a group will open.  

  4. Enter all data that you've entered for the root group, but pay attention that this group stands for unit:   

    • enter a group name, e.g. Unit 1.

    • Select a unit for type.

    • Enter a logical address: Unit No., e.g. 1. 

    • Add a description, if necessary.

  5. Click the Save button in the low left corner when all required data is entered.

  6. Repeat steps 1-5 to add a group for the 2nd unit. Pay attention, logical address must differ for the 2nd unit. 

  7. Repeat steps 1-5 to add subgroups for 20 floors in every unit and 4 apartments on each floor. Select the corresponding group type.  Pay attention, that subgroups for floors must be added to a unit group, and subgroups for apartments must be added to a floor group.       

As a result, you will receive the following hierarchy: 

Also, you can enter data about groups you are required to create and they can be generated automatically. Detailed steps you can read here or watch the video.    

Further, you must add users and devices to the required subgroup (unit/floor/apartment) and set access restrictions for them.  

4. Add device(s) to the system.

All devices (panels, controllers, monitors) must be added to the Link server to associate physical devices with data on the server. To do it:

  1. Go to the Devices tab of the Device management section.

  2. Click the plus icon in the low left corner.

  3. Enter the device name.

  4. Select its type: panel, monitor, access controller.

  5. Select the device model.

  6. Indicate the device Serial number (check the Dashboard tab of the device web interface or device box).

  7. Select a group/subgroup where the device is installed.

  8. Set panels location geodata. This data is required for the Link app, when a visitor with a pass (added to Apple Wallet) approaches the available panel (with location), the pass will be automatically shown.

  9. Add a description, if necessary.

  10. Enable using a camera to identify license plates, if necessary. 

  11. Allow remote lock opening (from the device web interface, via API), if necessary. 

  12. Enter network settings for server and panel interaction:

    • select the MQTT communication protocol.

    • enter the device IP address and port (for HTTP only).

    • enter login and password that are used to enter the device web interface.

    • indicate server interaction password (is created in the Management system section (Network tab) of the device web interface).

Also, the same network settings as for the server must be entered in the device web interface. The management system must be enabled for the device:

  1. Log in to the device web interface. By default, the username is admin, and the password is 123456.

  2. Go to the Network tab > Management system section.

  3. Select the MQTT protocol.

  4. Enter all required data. 

  5. Submit settings.

Detailed instructions are here.

As an example, there is 1 entrance panel in the Heathfield House1 to access its territory, 1 panel is near the entrance for each unit and each floor, and 1 monitor is in each apartment. So, repeat all previous steps to add each device for the corresponding group. 

Also, you can remotely enter SIP, Network, and Address settings and send them on the device to prepare the device for functioning. More details you can read here

5. Add tenant(s) to the system.   

All tenants must be added to the Link: 

  1. Open the User tab of the User management section.

  2. Click the plus icon in the low left corner.

  3. Enter a tenant name.

  4. Add their photo if necessary.

  5. Select the user profile (created in step 2). Usually, the user profile has all permissions required for residents.  

  6. Enter the tenant email to send them the registration link.

  7. Enter their phone number if necessary.   

  8. Also, you can enter user address details.

  9. Add the user to a corresponding group created for the apartment they rent. For example, Mr. Clark rents the 5th apartment on the 2nd floor of the 1st unit in Heathfield House1. So, you must add Mr. Clark exactly to this group. 


  10. Set available for user licenses that they purchased (this section is available if you have the can edit user licenses permission assigned to your profile).

  11. Click the Save button in the low left corner when all necessary data is entered.

Thus, add all users who will live in the rented apartment. 

Further, you must add identifiers and set access restrictions for the user(s).     

The tenant will receive the registration link via e-mail. You can customize the default registration email if you need to provide some additional information.  

They open the link or scan the QR code from the letter and register with the Link. After successful registration, the user can access the server. This can be done via mobile phone or Link web version.

Also, the tenant can invite their family members (other users) with the help of the Link app. It is possible to invite up to 5 family members and share the functions of the app. Family members get the same rights as the one who invited them but cannot invite/remove other users. To invite family member user must complete the following steps:

  1. Open the Link app

  2. Log in to their profile.

  3. Swipe to the right or press the burger button  in the upper left corner and go to the Profiles section.

  4. Press Family in the profile tab.

  5. Press the Plus button in the upper right corner of the screen.

  6. Enter the new user first, last name, and email.

  7. Check the data and send an initiation by pressing the corresponding button.

As a result, this user will appear in the Family member menu. If an invited user has not accepted the invitation, a corresponding icon will be displayed. So, the new user must register on the server by invitation from the mail.  

6. Apply the device SIP number to the tenant.

We recommend adding users to the group at first, and then devices. But in the case of tenant(s) it is impossible as they are added to an already created group. If you add a device to a group without a user, the device virtual number applies to an administrator, but not to the group user. This is especially applicable to apartment groups and monitors.

For the automatic creation of forward rules feature correct functioning, it is required for a monitor virtual number to be assigned to an apartment resident. In another way, the automatically created forwarding queue will include the administrator instead of the user added to the apartment group.   

To solve the problem, an administrator is required to apply the number to the corresponding user: 

  1. Go to the Group tab of the Link server. 

  2. Find the group where the user to whom the virtual number must be applied is added.

  3. Click 3 dots near the group name and select Edit

  4. In the Devices section, find the monitor and click it.  

  5.  You will be redirected to the device settings tab. In the upper left corner, you can find the virtual number assigned to the device. This number you must apply to the user. 

  6. When you get device virtual number, go to the Virtual number tab of the Link server. 

  7. Find the device number from the list (e.g., 1049) and click to edit it. 

  8. Instead of the Administrator or empty field select the apartment resident in the User field and click the Save button in the left low corner to apply the number to the required user.

Be aware!

After deleting tenant(s) from the server, the monitor virtual number (applied to the tenant in this step) will be assigned to no one. So, when adding a new tenant do not skip Step 6 and assign the monitor number to a new resident. This is required for correct forwarding queue creation and functioning. 

7. Add access restrictions for created groups.

Access restrictions link devices, users, and schedules (if required) and you can quickly configure giving access or not to these or those devices and for concrete users. Access restrictions must be applied to groups with added devices and users.

To create access restrictions for tenant(s) group (i.e. their apartment), e.g. who live in the 1st unit and 1st floor to have access to the Heathfield territory, their unit, and floor: 

  1. Go to the Access restriction tab of the Access management section. 

  2. Click plus icon in the low left corner.

  3. Enter the restriction name.

  4. Enable the possibility to use this restriction for guest identifiers

  5. Add description, if required. 

  6. Select devices from the list to allow their use. So, to access the Heathfield territory, 1st unit, and floor, you must select devices added to these areas. 

  7. Select the number of locks (if 2 locks are connected) that are allowed to open by users: the first, the second, or all.

  1. Click the Save button in the low left corner after entering all required data.

  1. Go to the Groups tab and find the corresponding group for which the rule is created. In our case, it is for users who live in the 1st unit and 1st floor, so the 1st floor group must be selected. 

  2. Click 3 dots near the group name and select edit.

  3. Select the previously created access restriction.

  4. Save changes. 

7.  Provide identifier(s) for tenant(s). 

To provide an identifier, you must: 

  1. Go to the Identifiers tab in the Access management section.

  2. Click plus icon in the low left corner.

  3. Enter the identifier name.

  4. Select the user of this ID. 

  5. Select the identifier type (pay attention to a device characteristics) and enter its value:

    • card: EM-Marin or Mifare card. In the Identifier field, you must enter a card number in decimal format, without commas. Usually, the number is printed on the card in decimal or hexadecimal format. You can use this link to convert a value from one system to another.

    • UKEY allows using smartphones as identifiers (BAS-IP UKEY app is required). You must enter the identifier number in the Identifier field.

    • access code that must be entered on the panel keypad to open lock/s. In the Identifier field, you must indicate a numeric code that will be used to open a lock.

    • face ID allows opening the lock by scanning visitors faces. When adding this identifier type, you must upload a user photo with a well-lit face and real face proportions in .jpeg format.

    • the automatically generated QR code. Enable the Download QR code option and after saving the identifier, it will be saved to the computer. Then it must be uploaded to a mobile device for further use.

    • license plates can be added and used to open lock/s. In the Identifier field, you enter the plate number. For this identifier to work, you need an Axis camera for plate scanning and installed AXIS License Plate Verifier software to send a number to the panel.

  6. If necessary, enable and set restriction period restrictions for identifier validity.

  7. If necessary, enable and set the maximum number of passes in the passes restrictions field. 

  8. If necessary, select access restrictions from already added, e.g. Entrance panel.

  1. Click the Save button in the low left corner when all required data will be entered. The identifier will automatically be sent to all devices indicated in access restrictions. You can check where ID is added in the Synchronization section.

  2. Send the identifier to the tenant. 

Repeat these steps to create identifier (s) for all apartment renters. 

8. Create virtual numbers for tenant(s). 

To make a call between devices and users, virtual numbers are required. If the tenant used the Link app for registration, a virtual number is created and applied automatically. So, check the availability of the tenant(s) number in their profile.

If there is no number, create and apply it. Also, a virtual number is required for devices. To create the number complete the following steps:

  1. Go to the Virtual numbers tab of the Telephony settings section.

  2. Click plus icon in the low left corner.

  3. The system will automatically generate a SIP number. Enter a name for the number.

  4. Create the password for the number.

  5. Tick the Active box to turn on the number operating. 

  1. Select the user (from previously added in the User tab) of the number.

  2. If automatic creation of forward rules is enabled for the server, skip this step and eave the field blank as the server creates and applies the number to the device automatically. In other case, select the device on which the number must be used.

  3. If it is necessary, enable and set forward settings for manually or select a forward rule from previously created. 

  1. Click the Save button in the low left corner when all required data will be entered.

When you apply a number for a device, the ability to call this device () will appear in the Link app 

BAS-IP Link app is a perfect addition to the Link software.  Detailed information about all features you can read here. Here are the basic ones:

  • a user has a list of available for them places (property objects) with devices. They can watch a stream from entrance panels and/or monitors to check the situation at home or the office. Also, they can open the lock via Bluetooth, and call an elevator to the required floor. 
    Place/s displayed in the menu is a group/s to which the user is added on the Link server. All available devices are also added to the group together with the user. Also, access rules must be applied to the group for its display in the app; 

  • a user can call a device from the list available or get a call from the other device; 

  • a user can provide temporary identifiers for visitors;

  • a user can open the lock via Bluetooth;

  • a user can invite up to 5 family members to share the features of the app;

  • a user can use the app for an Apple watch;

11. When a tenant moves out complete the following actions: 

  1. Delete all provided for tenant(s) and their family members identifier(s).   

  2. Delete all virtual numbers applied to the tenant(s) and their family members.

  3. Delete tenant and their family members from users