🔐 Using Operations Smart Lock Codes
Hospitable now supports Operations Smart Lock Codes – unique access codes generated for teammates like cleaners and maintenance workers. These codes are tied to tasks, not reservations, and can be used with Hospitable tasks and Cleanster bookings. This helps your operations team access the property securely and efficiently, without needing the guest code.
What are Operations Smart Lock Codes?
Operations Smart Lock Codes are automatically generated when a task is created or assigned to a teammate. These codes are separate from the guest access codes and are designed to give temporary, restricted access to the property during a specific operational task (e.g., cleaning after checkout, mid-stay maintenance).
They help:
Improve security by assigning unique codes to each teammate.
Ensure teammates have timely, task-specific access.
Eliminate the need to share guest codes with cleaners or other staff.
How to Enable Operations Smart Lock Codes
You can enable operations codes from your Task Rules. Here’s how:
Go to Operations > Task Rules.
Select an existing rule or create a new one.
Check the box: Generate a smart lock code for this task.
Save the rule.
How to Send Operations Codes to Teammates
Operations codes are sent using a new short code:
%operations_smartlock_code%
You’ll need to add this to your notification rules for the teammate assigned to the task. Here's how:
Go to Operations > Notification Rules.
Create a new notification rule (or edit an existing one).
In the message content, include
%operations_smart_lock_code%where you want the code to appear.
🔔 Example Message:
You have a cleaning task today at 123 Main St. Use the following code to access the property: %operations_smart_lock_code%
🧼 Cleanster Tasks:
We’ll automatically send the operations code to the assigned cleaner 1 hour before the task start time - no need to configure notification rules for those tasks.
⚠️ What Happens if the Code Fails?
In rare cases, a code might fail to provision on the lock - for example, due to poor connectivity or a lock sync issue. In these cases, Hospitable will email or text a back-up code to the assigned teammate 1 hour before the task starts, using their preferred contact method.
📊 Operations Codes Dashboard
You can view all active and scheduled operations codes in the Smart Lock > Operations dashboard. This dashboard provides full visibility into codes assigned to Hospitable tasks and Cleanster bookings, along with their activation settings and timing.
Each code is labeled by its activation mode to help you understand how and when it’s applied:
Manual Dates – Manually configured code with custom start/end times
Always On – Code that’s always active, with no end time
Task Synced (Task Rule Name) – Code generated via a Hospitable task rule
Task Synced One-off Task – Code linked to a one-time task created in the calendar
Task Synced, Cleanster – Code automatically generated for a synced Cleanster booking
Best Practices
✅ Use
%operations_smart_lock_code%only in task-based notification rules.❌ Avoid using
%smart_lock_code%in task-based notifications – it’s for guest codes tied to reservations.👀 If no notification rule exists for the task, teammates may not receive the code.
FAQ
Can I use the same code for multiple tasks?
No. Each task generates a unique operations code for improved security.
Can I use this with any smart lock integration?
Currently, operations codes are supported with our existing lock integrations (August, Yale, Schlage, etc.) where provisioning is possible.
How can I see the generated code?
The operations code will appear directly on the task in the task calendar or the smartlock operations dashboard within Hospitable once generated.