Users

 

Add new users, manage existing ones, and view key information for each account.

 

How to register a new user 

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

2. Click the ➕ icon in the lower-right corner.

3. Enter a user name.

4. Add a user photo if necessary.

5. Select the profile from created to give the user the required permissions.

6. Enter the user email to send the registration link.

7. Enter user phone number if necessary. 

8. If required, select a marker for the user.  

9. If necessary, enter the user address.

10. Add a user to a corresponding group using the 🔍, or create a new one using the ➕ icon.

11. Optionally, select existing access restrictions using the 🔍 icon, or create new ones using the ➕ icon. After clicking the icon, you will be redirected to the tab where restrictions can be created.

This step is not required in most cases. Access restrictions should only be set directly for the user if they need unique access rules. Otherwise, the restrictions assigned to the user’s group hierarchy will automatically apply.

12. If needed, select one or more available identifiers for the user using the 🔍. If no identifier has been created yet, you can add it later or ask the administrator to assign one.

13. Set the licenses available to the user to enable access to mobile apps, virtual numbers and UKEYs.

In case root groups have limits for SIP numbers and mobile applications, you must consider these limits when assigning licenses to a user. The number of licenses provided to a user cannot exceed the limits set for his root group.

14. Be sure that the Send registration invitation option is enabled.

15. Click 💾 Save icon in the lower-right corner when all necessary data is entered.

After receiving the invitation, the user must activate the profile. Detailed steps are provided below.

When you open the user entry after creating, you can check not only the information you entered, but also the Elevator access rules, Virtual numbers, and Mobile app clients available for the user, as well as any family members they have invited via the mobile app.

 

Assigning roles to common user types

When creating a new user, select a role that matches their purpose in the system. The assigned role determines what permissions and features the user will have access to:

• Company administrator
  Top-level role for managing the root group. Grants access to all company resources, including group structure, users, licenses, and system-wide settings;

• Site administrator
  For dealers or partners who manage groups, users, licenses, and access restrictions within a site. They can invite other users and assign roles;

• User
  For residents or tenants who will access intercom calls, mobile features, and door opening via the Link app. They cannot manage other users;

• Concierge
  For front desk staff who manage guest access, resident messages, bookings, and group devices. They cannot invite or manage other users.

You can review and edit role permissions in the Profiles section if a custom access level is required.

 

Completing user registration

After adding a user to the project, an email with instructions for completing registration will be sent to the provided address. This example describes the process of completing registration via the Link mobile App.

1. Install and open the Link App on your device.

2. On the main page, tap the I have an invitation button.

3. Select the required server region on the next page.

You can find this information in your welcome email. The email includes the name of the server that you need to select in the app.

It’s important to remember this region, as it will be required when logging in.

4. Enter the confirmation code sent to the specified email or scan the QR code from the email. Then tap Next.

6. In the following window, create a password, re-enter it for confirmation, and tap Next.

7. Once completed, you will be automatically redirected to the main menu of the Link App.

 

User profile overview

The user profile displays key sections that summarize user data, access rights, and linked features such as licenses, identifiers, and mobile app activity:

• Profile — user name, email, country, phone, markers, address, and assigned profile;

• Groups — the group or location assigned to the user, which defines access rights, available elevators, and intercom routing;

• Access restrictions — access rules applied directly to the user;

• Identifiers — linked access credentials like cards, UKEYs, QR, license plates;

• Virtual numbers — intercom numbers for mobile and device communication;

• Licenses — enabled features such as mobile application, guest access, etc;

• License state — current usage and group-wide limits;

• Elevator access rules — additional elevator access beyond group defaults;

• Linked users — family members added via the app;

• Mobile app clients — active mobile sessions for the user and sub-users.

 

Configuring user license settings

To configure licenses for access to mobile apps and other features:

1. Go to the Users tab in the User Management section and click ✏️ next to the resident.

2. Enable the Mobile application switch.

Enabling the license grants app access to the user and linked family members.

When a user is invited via the app, they become the main user. Family members invited by the main user are linked as sub-users and inherit the same group and access rights — but cannot invite others or change license settings. Inviting all residents via the app helps preserve the correct user hierarchy and avoids access conflicts.

3. Set allowed devices in the Number of licenses field.

4. Make sure this value does not exceed the available licenses in the group.

5. View license usage in the License state section.

 

License state panel

Use this panel to check how many licenses are already used and how many are still available.You can see the breakdown by type (mobile apps, virtual numbers, SIP trunks, etc.) and track usage across the user group and its parent groups.

This helps avoid exceeding license limits and makes it easier to reallocate licenses if needed.

 

Feature-based access

Use these toggles to enable extra licensed features, keeping within the license limits set for the user group:

• Virtual numbers — allow intercom calls via mobile app or web dialer;
  Set the allowed quantity in the Number of licenses field.

• SIP trunks — for external SIP calls via third-party providers;

• Web dialer — for browser-based concierge access or internal intercom calls.
  Can replace a physical monitor at the front desk;

• Mobile application — grants access to the Link mobile app:

  • Enable the Mobile application switch in the user profile;

  • Set the allowed number of devices in the Number of licenses field;

  • The main user can invite family members as sub-users — they inherit access rights but cannot invite others or manage licenses;

  • View active sessions in the Mobile app clients section of the user profile;

• Group forward rules, UKEY, Remote door opening, Family events, etc. — enable only if required;

• Elevator access rules — grants elevator access beyond default group permissions.

 

Users filtering 

With the help of

and

buttons, you can edit or delete restrictions. Also, there is a filter by name, profile, groups, phone, e-mail, and marker. So, you can configure a flexible data display and quick search. To do this, you need to click the Add filter button and set the necessary parameters. For some searches, results can equal your search (so to be exactly as you indicate), or contain (has) it. You can select a few parameters and choose whether the results will match all filters or any of them.

 

After assigning roles, configuring access, and issuing licenses, user registration is complete.
You can always return to the User Management section to edit user details or adjust access as needed.