# Door access

> Connect your Igloohome smart locks so every paid facility booking gets its own door access code by email, timed to the booking.

Canonical: https://www.clubpal.app/docs/facility-hire/door-access
Section: Facility hire

Door access gives each facility booking its own code for the door. Connect your club's Igloohome account, choose which lock opens each facility, and ClubPal makes a code for every paid booking and emails it to the hirer before they arrive. The code only works around the booking's times, so nobody has to hand out keys or be there to open up.

| Where | What happens there |
|---|---|
| **Admin > Facility Hire > Door access** | You connect Igloohome, name your locks and choose when codes are sent. |
| The facility's edit page | You choose the lock that opens the facility, under **Door lock**. |
| The admin booking page | You see the booking's code, and send or resend it. |
| **Admin > Facility Hire > Dashboard** | You see the codes for today's and tomorrow's bookings, to read out to someone at the door. |
| The hirer's email and booking page | The hirer gets their code, the lock it opens and when it works. |

## Before you start

- You need the **Manage Facility Hire** permission. See [Permissions](https://www.clubpal.app/docs/general/permissions).
- You need Igloohome locks that support PIN codes, such as keyboxes, padlocks and door locks, set up in the igloohome app, and the sign-in for your club's Igloohome account.
- Each lock's property in the igloohome app needs a time zone. Without one, ClubPal cannot make codes for that lock.

> **Info: Igloohome bills your club directly**
>
> Igloohome charges your club a monthly fee for each lock ClubPal uses, after a free trial, and bills you directly, not through ClubPal. Add a payment method in your Iglooconnect account before the trial ends, or bookings will stop getting door codes. See Igloohome for their current prices.

## Connecting Igloohome

1. Go to **Admin > Facility Hire > Door access**.
2. Click **Connect Igloohome**.
3. Sign in to your Igloohome account and allow ClubPal access.

You come back to **Door access**, which says **Your Igloohome account is connected.**

![The Igloohome card on the Door access page before connecting, with a line saying to connect your Igloohome account so hirers get a door code, a note that Igloohome charges the club a monthly fee per lock and bills it directly, and a Connect Igloohome button](https://www.clubpal.app/img/docs/facility-hire-door-access-connect.png)

*Read the billing note before you connect: the fee for each lock is between your club and Igloohome.*

## Naming your locks and choosing when codes are sent

Once connected, **Door access** lists every lock in your Igloohome account that can take a code. Bridges are not listed, but a lock linked to one shows **Yes** under **Bridge**.

![The Door access page once connected, with two locks: Court 3 gate, which has a bridge and no facilities yet, and Main gate, renamed from the Igloohome name Keybox 3, which opens Village Hall. Both are Ready. Below, the Access codes card is set to send codes 24 hours before the booking, with codes working at least 30 minutes before and after](https://www.clubpal.app/img/docs/facility-hire-door-access-locks.png)

*Main gate was renamed from its Igloohome name, Keybox 3. The name you give a lock is the one hirers see in their email.*

For each lock you see:

- **Name**: the name hirers see in their email and on their booking, such as "Main gate". It starts as the lock's Igloohome name; type over it to change it.
- **Igloohome name**: the name in the igloohome app.
- **Bridge**: whether the lock is linked to an Igloohome bridge. This matters when a booking is cancelled (see [Cancelled bookings](#cancelled-bookings)).
- **Status**: **Ready** when the lock can make codes, or what is stopping it (see [Lock statuses](#lock-statuses)).
- **Facilities**: the facilities the lock opens. Click one to open its edit page.

Under **Access codes** you choose:

- **Send access codes this long before the booking (hours)**: from 1 to 24 hours. The default is 24.
- **Code works at least this long before the booking (minutes)**: from 30 to 1440 (a day). The default is 30.
- **Code works at least this long after the booking (minutes)**: from 30 to 1440. The default is 30.

Click **Save Changes** to save the names and the settings together.

### Codes start and end on the hour

Igloohome codes work in whole hours, so ClubPal moves the start back and the end forward to the hour. With the 30-minute defaults, a booking from 10:00 to 12:00 gets a code from 09:00 to 13:00: 09:30 rounded down, and 12:30 rounded up. A booking from 10:30 gets a code from 10:00. That is why the settings say "at least": a code often works a little longer than the margins.

## Choosing the lock for a facility

1. Go to **Admin > Facility Hire > Facilities** and click **Edit** on the facility.
2. In the **Door lock** card, choose the lock that opens it. Choose **No lock** for a facility without one.
3. Click **Save Changes**.

![The Door lock card on a facility's edit page, with Main gate chosen and a Manage locks on Door access link below](https://www.clubpal.app/img/docs/facility-hire-door-access-facility-lock.png)

*The Door lock card only appears once Igloohome is connected.*

A facility has one lock, but one lock can open several facilities: a front door that gives access to three rooms, for example. Choose the same lock on each of them.

**Manage locks on Door access** opens **Door access** in a new tab, so nothing you have typed on the facility is lost. When you come back, the list of locks is brought up to date with any you renamed.

## When hirers get their code

A booking gets a code once it is confirmed and paid in full, or has nothing to pay. A booking still held at checkout gets none, and one with money still owed (payment outstanding, or a deposit paid with the balance still to come) gets its code only once it is paid.

ClubPal makes the code when the booking is within your **Send access codes** time of its start, for example 24 hours before. A booking that is already that close when it is paid gets its code straight away. ClubPal also checks every 15 minutes, so a booking whose payment clears later gets its code soon after.

The hirer is sent:

- An email titled "Your access code for" the facility, with each lock's name, the code, and the date and times it works.
- A notification in the app saying the code is ready. The code itself is only in the email and on the booking, never on the lock screen.

![An email titled Your access code for Village Hall, saying here is your access code for your booking on Thursday, then Lock: Main gate, the code 418205937 in large type, Date: Thu 12 Nov and Time: 09:00 to 13:00, with a View Booking button](https://www.clubpal.app/img/docs/facility-hire-door-access-email.png)

*The email gives the code's own times, 09:00 to 13:00, not the booking's 10:00 to 12:00.*

Hirers cannot turn the access code email off: it is the key to their booking. A hirer with no email address gets the notification only, and finds the code on their booking page.

### What the hirer sees on their booking

The code is also on the hirer's booking page and their list of bookings, from when it is made until it stops working.

![A hirer's booking page with the booking reference and, below it, a green Your door access code box showing Main gate, the code 418205937 and Valid Thu 12 Nov, 09:00 to 13:00, above the facility, date and time of the booking](https://www.clubpal.app/img/docs/facility-hire-door-access-hirer-booking.png)

*Codes stop showing once they no longer work, or as soon as the booking is cancelled.*

Before the code arrives, the booking confirmation email and the booking page say when it will come:

- "You'll get an access code for the door by email 24 hours before your booking." (with the number of hours you chose)
- "You'll get an access code for the door once your booking is paid." while money is still owed.
- "You'll get an access code for the door by email shortly." when the booking is already inside the send time.

If the booking has started and the code has still not been made, the booking page says it is coming shortly and to ask the club if it has not come when they arrive.

### Bookings longer than a day

A booking over 24 hours gets one code for the whole booking, up to 28 days. Igloohome stops such a code working if it is not used in its first 24 hours, so the email and booking page tell the hirer: "Use this code at least once within its first 24 hours, or it will stop working."

## Sending a code yourself

Open the booking from **Admin > Facility Hire > Bookings**. The **Door access code** card on the right shows each code, the lock, when it works, and when it was sent and by whom.

If the booking has no code yet, click **Send access code** to make one and email it to the hirer now. This works whether or not the booking is paid and however far it is from the send time, so use it when a hirer has paid another way, or needs their code early.

![The Door access code card on an admin booking page, saying no access code has been made for this booking yet and that sending one makes it and emails it to the hirer whether or not the booking is paid, with a Send access code button](https://www.clubpal.app/img/docs/facility-hire-door-access-booking-send.png)

*Send access code makes the code and emails it in one step.*

Once a code exists, click **Resend** to email it again, for example when the hirer cannot find the email. You are asked to confirm first.

![The Door access code card with the lock name Main gate, the code 418205937, Valid Thu 12 Nov, 09:00 to 13:00, a line saying when it was sent and by which admin, and a Resend button](https://www.clubpal.app/img/docs/facility-hire-door-access-booking-code.png)

*The sent line says who sent it. A code sent automatically just says when.*

The buttons are not offered while Igloohome is disconnected, nor once the code's time is over. ClubPal refuses a code more than 10 days before it would start working, because Igloohome cannot remove a code made that far ahead. A code can still be sent after the booking ends, until the margin after it runs out, for a hirer who needs to get back in to return a key.

If something stops the code being made, the message says why: the facility has no lock, Igloohome is not connected, or it could not be reached (try again in a moment).

## Today's and tomorrow's codes

**Admin > Facility Hire > Dashboard** lists the codes for today's and tomorrow's confirmed bookings, so whoever answers the phone can read one out to a hirer at the door.

![The Access codes for today and tomorrow card on the facility hire dashboard, with one row for tomorrow: the booking reference, Village Hall, the lock Main gate, the code 596031748 and Valid Wed 11 Nov, 17:00 to 21:00](https://www.clubpal.app/img/docs/facility-hire-door-access-dashboard.png)

*A booking that ran late last night stays on the list until its code stops working.*

## Sharing a lock between bookings

Igloohome can make three different codes for one lock and the same hours. When more bookings than that need the same lock for exactly the same hours, they share a code with another current booking of that lock and those hours. If no code can be shared, none is made and your facility admins are told. Bookings at different times always get their own codes.

## Cancelled bookings

When a booking is cancelled, its code disappears from the hirer's booking page straight away. What happens on the lock depends on whether the lock has a bridge:

- **With a bridge**, ClubPal asks the lock to delete the code. The admin booking page shows **Cancelled: being taken off the lock** until the lock confirms, and then **Revoked**.
- **Without a bridge**, nothing can reach the lock, so the code keeps working until it expires. The admin booking page shows **Cancelled: still works on the lock until** the time it stops.

> **Warning: A cancelled code can still open the door**
>
> On a lock without an Igloohome bridge, a cancelled booking's code keeps working until the end of its time. If that matters for a facility, use a lock with a bridge. With a bridge, ClubPal tells your facility admins if the lock could not delete the code.

## Lock statuses

| Status | What it means | What to do |
|---|---|---|
| **Ready** | The lock can make codes. | Nothing. |
| **Lock not found** | The lock is no longer in your Igloohome account. | Check the lock in the igloohome app, or choose another lock for its facilities. |
| **Needs a time zone in the igloohome app** | The lock's property has no time zone. | Set the property's time zone in the igloohome app. ClubPal notices within a few hours, or as soon as you open **Door access**. |
| **Doesn't support access codes** | This lock cannot make PIN codes. | Use another lock for its facilities. |

## When something goes wrong

Everyone with **Manage Facility Hire** is told by email and in the app, under "Access codes need your attention", when:

- **Igloohome needs paying.** "Igloohome needs a payment method before ClubPal can use your locks." Add one in your Iglooconnect account, then open **Door access** to check. Until then, bookings do not get codes.
- **The sign-in has ended.** "ClubPal is no longer signed in to your Igloohome account." Click **Reconnect Igloohome** on **Door access**.
- **The sign-in is about to end.** ClubPal's sign-in to Igloohome lasts a year. You are warned 30 days before, with the date; reconnect before then.
- **A lock has a problem**: it has gone from your account, its property has no time zone, or it does not support codes. See [Lock statuses](#lock-statuses).
- **A booking has no code close to its start.** "We couldn't make an access code for" the hirer's booking, "Please make sure they can get in." This is sent when ClubPal has tried and failed, or the booking starts within two hours with no code. Let the hirer in another way, or use **Send access code** once the problem is fixed.
- **A cancelled booking's code could not be removed** from a lock with a bridge, or Igloohome was disconnected. The message says until when it works.

The same problem with your account is told at most once a day, and each booking's problem once. **Door access** also shows an account problem at the top of the page until it is fixed, and a lock's problem under **Status**. You can choose how you hear about these in your notification settings, under "Facility access code problem".

ClubPal checks the connection every day and refreshes it, so most problems are found before a booking needs a code.

## Disconnecting

On **Door access**, click **Disconnect** and confirm. New bookings stop getting door codes, and **Send access code** is no longer offered. Codes already sent keep working until they expire. Your lock names and the facility each lock opens are kept, ready for when you connect again.

## Tips

- Name locks after the door, not the device: "Main gate" means something to a hirer, "Keybox 3" does not.
- Use the 12-hour setting if you would rather codes did not go out a whole day early, for example so a booking cancelled the day before never had a code to share.
- If you take payment for some bookings outside ClubPal, mark them paid, or use **Send access code**, so the hirer still gets their code.

## See also

- [Managing facilities](https://www.clubpal.app/docs/facility-hire/managing-facilities)
- [Managing bookings](https://www.clubpal.app/docs/facility-hire/managing-bookings)
- [Booking on behalf of a member](https://www.clubpal.app/docs/facility-hire/booking-on-behalf-of-a-member)
- [Making a booking](https://www.clubpal.app/docs/facility-hire/making-a-booking)
- [Permissions](https://www.clubpal.app/docs/general/permissions)