Solvotix

Solvotix portal

User manual

A practical guide to daily work in the Solvotix web portal, from signing in and reading the dashboard to managing access, automation and integrations.

Open the portal

What you see depends on your user role, selected tenant, connected devices and activated modules. Administrator-only features are marked in this guide.

1

Sign in and get started

Open portal.solvotix.org and sign in with your account.

What to do

  1. 1How to sign inUse email and password, or the available Google or Apple sign-in.
  2. 2How to reset your passwordSelect Forgot password to request a reset link, and check your spam folder.
  3. 3How to create an accountCreate an account only when your organization has asked you to do so.
  4. 4When to use Remember meUse Remember me only on a private, trusted device.
Open the portal
2

Navigate the portal

The sidebar gives access to the areas available for the selected tenant.

What to do

3

Understand the dashboard

The dashboard summarizes device health, arrivals, temperatures and recent activity.

What to do

  1. 1How to check device healthReview totals for online, offline and low-battery devices.
  2. 2How to review today’s arrivalsCheck today’s arrivals and temperature cards when those data are available.
  3. 3How to handle required actionsUse Actions required to find offline devices or gateways.
  4. 4How to show relay eventsRelay on, off and pulse events are hidden from the timeline by default. Enable Show relay events when investigating power or opening commands. The switch changes the visible timeline; it does not change the selected target or date range.
  5. 5How to read the booking summaryWhen a room is selected, read Booking summary first. It uses the newest booking event in the result to show room, guest, status, code, start/end, contact details and check-in/check-out state. Missing fields mean they were not present in the event data.
  6. 6How to read access activityRead Access activity as grouped successful code use. Each row combines the same code, actor and target and shows how many times it was used and the latest use. The actor can resolve to a lock user, booking guest or portal user.
  7. 7How to use highlightsTreat Highlights as investigation clues, not separate alarms. They can identify late checkout, staff access after a booking ended, first guest arrival, sent access codes, message and pulse totals, and devices or gateways changing online state.
  8. 8How to navigate the timelineRead the timeline from top to bottom: events are grouped by day and newest appears first. Added MIFARE cards use blue formatting with a separate UID; accepted cards use green with UID and slot fields. Rejected cards use orange with Assign card, and removed cards use red. Current ranges refresh every two seconds; historical ranges are not polled.
  9. 9How to compare related eventsUse the timeline to correlate booking creation/update/deletion, messages, cleaning changes, valid or invalid lock use, device alarms, online/offline changes, gateway state and relay operations. Compare timestamps before deciding that two events are related.
  10. 10How to investigate an issueFor an investigation, start with the room and a narrow time range, then review Booking summary, Access activity, Highlights and finally the detailed timeline. If nothing appears, widen both dates and apply again; the previous filter is retained briefly when you leave and return to the dashboard.
Understand the dashboard – portal screen
4

Monitor gateways

Gateways connect local Solvotix devices to the cloud and carry commands and status updates between them. One gateway can communicate with multiple devices, and one device can be reachable through multiple gateways. When more than one route is available, the system initially selects the suitable gateway with the strongest reported signal—not necessarily the one that is physically closest—to provide the most reliable connection.

What to do

  1. 1How to check online statusCheck the round indicator at the bottom-right of the gateway card. A green circle with a check means Online; a red or orange circle with an X means Offline. This status comes from the gateway’s online flag and refreshes with the page’s five-second polling. Do not use the Gateway state text alone to decide whether it is online.
  2. 2How to find the last contactRead the date and time beside the clock icon at the bottom of the card. This is Last heard from in dd.mm.yyyy HH:mm format. For an offline gateway, it shows the last time the portal received contact from it; it does not prove the exact moment power or network was lost.
  3. 3How to restart a gatewayTo restart, first confirm the gateway name and tenant, then select the clock/date button. The clock changes to a spinning restart icon and the button is disabled. Leave the page open: the portal polls every five seconds and stops the restart indicator when last contact, online status, or gateway state changes. Do not click repeatedly or restart during a firmware update.
  4. 4How to refresh connected nodesThe round number at the bottom-left counts the nodes in the gateway’s reported node list. Select the number to request Refresh connected nodes. Wait for the next automatic refresh and check whether the count changes. Gateway state may also show Connecting to node or Connected to node followed by the device name; a Close connection button appears while directly connected.
  5. 5How to control the relayRelay controls are shown only on gateway versions beginning with SmartPlug or SmartRelay. Read Smartplug: On, Off, or Unknown above the gateway state. Select the power icon to send Relay on or the prohibited-circle icon to send Relay off. The request is asynchronous, so wait for the displayed state to update before sending another command.
  6. 6How to read gateway stateRead Gateway state as the current operation: for example Scanning, Connecting to node, Connected to node, Connection closed, Disconnecting, Booting, or Upgrading firmware with progress. This operational state supplements—rather than replaces—the online indicator. On SmartRelay models, the small plug indicator separately shows whether main power is in use.
Monitor gateways – portal screen
5

Manage devices

The Devices page gives you a complete overview of all locks, relays, thermostats and sensors in the selected tenant. From each device card, you can check its current status and use the controls available for that device type. The system supports any number of devices; when you have many, use the device-type groups and filters to quickly find and manage the equipment you need.

What to do

  1. 1How to pulse open, open and closeFor a smart lock, select the large play button for Pulse open: the lock opens for its configured interval and then closes again. Select Actions for the separate Open and Close commands. Open leaves the lock open until a Close command is delivered; Close locks it. Each click queues a physical command, so confirm the device name and do not repeat a command merely because delivery is delayed.
  2. 2How to check online statusRead the signal icon at the bottom of the device card. Green means Online and red means Offline; the percentage beside it is the best gateway signal, not the battery. Select it to see signal strength by gateway. Offline means the portal cannot currently reach the device, so commands may wait in its queue.
  3. 3How the command queue worksOpen the three-dot menu and select Queue. Each row is a command waiting for this device and shows its action, optional sub-action, creation time and message ID. The backend delivers commands in order, one at a time per device, through an eligible gateway; it retries when no gateway is available, a gateway is occupied, or the device has not acknowledged delivery. An empty queue means no command is waiting—not proof that the physical action succeeded. Delete only a command you are certain must not run; Delete all cancels all still-pending commands, but cannot undo one already delivered.
  4. 4How to add a lock codeTo add a code manually, select Actions on the lock, find Code slots and select Add code. Enter 4–7 digits only—for example 4826—and confirm. If the lock already has codes, the new code must have the same number of digits as the first code. The portal allocates a free slot and queues Add codes; refresh the slots and wait until it is no longer shown as being added before giving the code to a guest.
  5. 5How to read and set temperatureOn temperature sensors, the large °C value is the current reading; the secondary value is humidity. Select the reading to open temperature history. On a wall thermostat, the card shows the measured floor temperature and the target temperature. Select Actions, enter the desired numeric target under Target temp and select Set target temperature. This is queued: wait for the target shown on the card to update before trying again.
  6. 6How to check the batteryRead the battery percentage at the top-right of devices that report battery level. Select it to open battery history. N/A means the device is offline, has not supplied a usable battery value, or battery reporting does not apply; it does not mean 0%. Treat a falling percentage as a trend and plan replacement before the device goes offline. Wall thermostats intentionally do not show this battery button.
Manage devices – portal screen
6

Manage lock users and codes

Lock users are access profiles for people who need ongoing access to selected smart locks, such as janitors, cleaning staff and other employees or members. Each profile combines contact information, PIN codes and assigned locks. Do not create lock users for guests; guest access should be created from their booking under Property Management so that it follows the booking period.

What to do

  1. 1How to create a lock userSelect Create user and follow the three steps: first enter the required name and optional contact details, then add at least one unique 4–7 digit PIN code, and finally select every lock this person may use. Select Create user on step 3. Use Back to review earlier steps before saving.
  2. 2How to modify a lock userOn the user card, select the pencil. Change contact details, select a code chip to remove it, use Create PIN code to add another, and select or deselect locks. Review the selected count, then select Update lock user. Newly added code-and-lock combinations are queued for installation; removed combinations are queued for removal only when no other lock user or room still uses that same code on that lock.
  3. 3How to delete a lock userSelect the orange trash button on the correct user card, verify the name in the confirmation, and confirm. The profile disappears immediately. The backend then queues removal of its code from each assigned lock unless another lock user or room still references the same code-lock combination. Deletion therefore does not prove that the code has already left the physical lock.
  4. 4How to add or remove PIN codesThe credential step displays a warning until a credential is present. Existing users may continue with either a saved card or a unique 4–7 digit PIN. New users must add a PIN first because cards require the user to be saved before they can be added.
  5. 5How to assign locksIn step 3, select Select locks to open the lock-selection overlay. Choose individual locks or Select all, then select Done. The selected locks appear as removable chips in the main wizard; select a chip to remove it or Change lock selection to reopen the overlay. Confirm the chips before saving.
  6. 6How to understand code uploadingThe clock warning and “upload still pending” count represent code-and-lock combinations not yet confirmed as Added to lock. Assigned lock chips with a pending code or card are highlighted orange and show a clock, so you can identify the affected locks. Saving creates queued commands; an offline device, unavailable or busy gateway, or missing acknowledgement can delay them. The page checks pending users every two seconds and removes the highlight and warning after confirmation. Until then, do not promise that the credential works.
  7. 7How to assign a rejected MIFARE cardFor a rejected MIFARE card event, select Assign card. The first dialog contains only Create user and Add to existing user. Create opens the normal Lock Users creation wizard. Add to existing asks which user to open, then opens that same wizard in edit mode. The rejected card is staged under credentials and the source lock is automatically selected.
  8. 8How to view and add cards on a lock userOpen a saved lock user with the pencil. MIFARE cards lists each card UID and whether it uses card-only or card-plus-PIN access. Select Add card, enter a 4, 7 or 10-byte hexadecimal UID and optional PIN, confirm, and queue it. New lock users must be saved before cards can be added. To remove a card, select its trash button, verify the UID in the confirmation overlay and select Remove card. The user is updated immediately, while physical removal from eligible locks remains queued.
Manage lock users and codes – portal screen
7Administrator

Configure automation

Automation brings recurring operational work into one place. Activate the modules your organization needs—such as automated SMS and email messages, power optimization and automatic temperature control—then configure their rules and monitor the resulting activity. Only activated modules appear for the selected tenant.

What to do

  1. 1How to activate an automation moduleOpen Automation and select Manage modules. Switch on Automated Messages, Power Optimization, Temperature Control or another required module, then save/close the dialog. Wait until the page shows Synced; the enabled module appears as a card with its Configure action and as an available navigation item. Switching a module off hides its interface, so review active rules before disabling it.
  2. 2How to create an automated messageActivate Automated Messages, open its card and select Configure automated messages, then New message. Choose a trigger, recipient mode and delivery channel, complete the channel content and any required time, then select Save automated message. The new rule appears as a card showing its trigger, time, channels and recipient. Use one fixed email address or phone number per rule for reliable delivery; booking-guest mode reads contact details from each matching booking.
  3. 3What each trigger meansOn day of arrival sends once on the booking start date at or after the selected tenant-local time; past arrivals are skipped. When start time has passed sends after the booking start, before its end, while it is not checked out, and only for starts after the rule was activated. On day of departure sends on the booking end date at or after the chosen local time. On booking created applies to bookings created after the rule was activated, before their start, and not already checked in/out. On check in applies while checked in and not checked out; sending also updates the booking start time to the send time. On checkout applies after checkout for up to 48 hours after the booking end. Template only stores reusable text and never sends automatically. Sensor alarm, alarm cleared, offline and online are offered by the configuration API, but the current backend dispatcher does not process them; do not rely on those four triggers until backend support is added and verified.
  4. 4What every message field meansTrigger selects the event or schedule. Recipients is a fixed email or phone; Send to booking guest instead takes email/phone from each matching booking and disables the fixed field. Time of day is required for arrival/departure and uses the tenant timezone. Delivery channels enables SMS, email or both; a channel is sent only when the resolved recipient has that contact type. SMS message is the text body. Email title is the subject and Email message is the body. Fallback message supplies content when a channel-specific body is missing. Templates prefill text; room-specific messages insert marked blocks and only the block matching the booking room is sent. Booking messages can use {name}, {room}, {code}, {departureDate} and {guestportal}; missing booking data becomes blank.
  5. 5How to edit an automated messageOpen the three-dot menu on the rule and select Edit. The overlay loads the saved trigger, recipient, time, channels and content. Change the required fields and select Update automated message. Editing resets the rule’s activation/modified time, which matters to Booking created and Start time passed: they ignore bookings created or starting before the updated rule became active. Review the card after saving.
  6. 6How to delete an automated messageOpen the three-dot menu on the correct rule, select Remove, verify the trigger name in the confirmation and confirm. The rule disappears and no new automatic sends are created from it. Deleting does not recall messages already sent and does not remove their delivery logs. If you only need reusable copy without automatic delivery, edit the rule and choose Template only instead.
  7. 7How to schedule lock automationActivate Lock Automation under Automation > Manage modules, then open Configure lock automation and select New task. Name the task, pick one trigger — Open keeps locks and lock controllers open and holds relays closed, Close locks and opens the relay circuit, Pulse open opens briefly — and select the locks, lock controllers and relays it applies to. Set the schedule as Once, Daily, Weekly or Monthly with a repeat interval, weekdays or days of month, a time of day and a start date, plus an optional end date and time zone. The schedule runs in local time, so a task keeps its clock time across daylight saving changes; an 08:00 opening and a 16:00 locking are two separate tasks. Confirm the safety acknowledgement before saving, because the task operates physical access with no operator present. These endpoints are restricted to superusers, tasks only run while the module stays enabled, the scheduler polls once a minute so a trigger fires within about a minute of its time, and a missed occurrence is skipped rather than run late. Use the card menu to edit, disable or delete a task, and verify every executed and failed operation per device in the event log.
Configure automation – portal screen
8Administrator

Connect integrations

Integrations connect Solvotix with the systems your organization already uses—such as booking and property-management platforms, AI services and messaging channels. Activate an integration to share the right operational data and extend automation across third-party software. The first available modules are Property Management and WhatsApp.

What to do

  1. 1How to activate an integrationOpen API / Integrations and select Manage integrations. Enable Property Management to use the Booking overview, or WhatsApp to use the messaging tools, then save/close and wait for the module to appear in the menu. Connecting a third-party PMS may require provider credentials, room mapping and booking rules such as default check-in/out times and code strategy. This setup can be complex; Solvotix Support will be happy to help configure and verify it.
  2. 2How to create a bookingOpen API / Integrations > Booking overview and select Add booking. Enter the guest and stay details, choose the room, review the Checked In and Checked Out flags, then select Create booking. The portal creates the Booking ID automatically and reloads the overview. Confirm that the booking appears under the expected date before relying on its room access or message automations.
  3. 3What every booking field meansGuest Name identifies the reservation and is required. Email and Phone are optional contact routes used by guest communication and automated messages. Room is required and determines the mapped room, devices and access code. Check-in and check-out each require a date in dd.mm.yyyy and a 24-hour time in HH:mm; check-out cannot precede check-in. Checked In and Checked Out are operational flags, not date filters—mark them only when those events have occurred. Booking ID is generated and read-only; when editing, Source shows where the booking came from and Room Code shows its current access code.
  4. 4How to edit a bookingOpen the three-dot menu on the correct booking and select Edit booking. Change the guest contact details, room, stay dates/times or Checked In/Checked Out flags, then select Save booking. Recheck room and dates before saving because they control access and booking-triggered automation. The Booking ID and source remain read-only; use Refresh room code separately when the access code must change. On Property management, Refresh first synchronizes Mews when the Mews integration is enabled. Keep the Syncing Mews overlay open; the booking list reloads automatically when synchronization finishes.
  5. 5How to delete a bookingOpen the booking’s three-dot menu, select Delete booking, verify the Booking ID in the confirmation and confirm. The card is removed after the overview reloads. Deletion is not an archive operation and can affect access or automations tied to that booking, so delete only the intended reservation and correct an existing booking with Edit whenever possible.
  6. 6How to refresh a room codeOpen the booking’s three-dot menu and select Refresh room code. Choose Generate random for a new code, or enter a unique numeric code of 4–7 digits and select Set code. A conflict means the code already belongs to another room or booking. After success, reload and verify the displayed Room Code; mapped lock devices may still need time to receive the change, so do not give the code to a guest until delivery has been confirmed.
  7. 7How to filter bookingsUse Status to choose Active, All, Checked In or Checked Out. Active returns stays that have started and not yet ended for the selected date; Checked In and Checked Out use the explicit booking flags. Under Date choose Today, Tomorrow or Range; for Range select both start and end dates. Changing a control reloads the list, while Refresh repeats the current query. Use All when looking for a booking that its status flag would otherwise hide.
  8. 8How to read the booking groupsWith Status set to Active and one day selected, Checking In contains bookings whose check-in date is that day. Checking Out contains bookings ending that day, except same-day stays already shown under Checking In. Still Active contains stays spanning the selected day that neither begin nor end on it. These headings describe dates; they do not mean that the Checked In or Checked Out checkbox has been set.
  9. 9Review booking detailsOn the Property management page, each booking card shows the total amount and amount paid when the PMS supplies those values. Amounts are shown in the source system’s currency. Open the three-dot menu to find the booking ID. If a booking is marked checked out before its scheduled checkout time, the room-code field warns that the code expired because the guest checked out. The booking list is sorted naturally by room number; bookings in the same room are ordered by start time. When both values are available, payment is shown in one field as Amount: paid of total. The payment field turns green when the amount paid equals the total amount. The booking start and end are shown together without a label, using the numeric dd.MM HH:mm format. The guest name uses the full width at the top of each card in a fixed 15px font and remains on one line; hover it to see the full name if it is exceptionally long. The guest name is styled as the booking card header with a navy gradient and divider. The room appears below the name on the left, with check-in and arrived badges on the right. The room identifier is displayed without a Room label in a prominent 26px font. The portal viewport stays fixed while the booking content scrolls inside the application, avoiding a second page scrollbar. Missing guest name, payment amount, total amount, email or phone values are shown as — instead of hiding their fields. A missing room code is shown as Room code: Inactive; an available code is shown without the Room code label. Booking-card icons use consistent widths and spacing so all detail values align clearly. When a booking has a valid arrival timestamp, its Arrived badge also shows the local arrival time as HH:mm. Select Message sent on a booking card to load that booking’s successful delivery records and open an overlay with every delivered message, newest first, including date, channel, recipient and available email or SMS content.
Connect integrations – portal screen
9Administrator

Rooms

Rooms connect bookings, guest access and physical devices so daily operations can be managed and verified in one place.

What to do

  1. 1Create a roomOpen Rooms and select Create room. Enter the guest-facing name and optionally a stable room ID; otherwise the portal creates the ID from the name. The overview sorts naturally, keeps numeric room names visible and places clear technical IDs behind Show all rooms.
  2. 2Add devices to a roomOpen a room card and choose Add device under Connected devices. Select an available device; it is saved immediately and uses the same card, status, readings and controls as the Devices page. Remove disconnects it from the room without deleting the device. Locks, temperature sensors and mouse traps then appear in the room overview.
  3. 3Add codes to a roomUnder Room access codes, select Add random code or enter unique 4–7 digit numeric codes separated by spaces or commas. Each code shows availability, assignment, booking and lock-delivery progress. A spinner means upload is pending, and a subrow names locks still missing the code. The visible page polls for changes; acceptance does not prove physical delivery.
  4. 4Change the room temperatureOpen the room and locate its thermostat or temperature device. Read the value and request a target on the shared device card. The command may remain queued for a sleeping or offline device, so follow its spinner and state and verify the thermostat confirms the change.
  5. 5Delete a roomOpen Property management → Room sensors, locate the room and select Delete room. Verify the room and tenant in the confirmation. Deletion is destructive; first review devices, codes, bookings and automation that depend on the room.
  6. 6Read bookings and indicatorsThe overview uses left icons for Checking out, Checking in and Current booking; a booking checking in or out today is not repeated as current. Date appears before guest name. On the right, blue means arrived and green means checked in, with checked in taking priority. A green check means paid, an orange dollar means unpaid, and no payment icon means unavailable data. Open the legend with Info and select a booking for dates, arrival, code, amounts, email, phone and message status. Subfooters show device queues and pending code uploads, polled once per second only while visible and after the previous request completes.
  7. 7Send messages from bookingsSelect a booking and then Send message. The same dialog as the booking overview opens with recipient, template, email, phone, subject and email/SMS content. Review the preview before sending. Success means accepted or queued, not necessarily delivered; the overlay updates immediately and a teal paper-plane icon appears on the booking row, while delivery records remain the final confirmation.
Smart room connected to a lock, keypad, temperature sensor and booking calendar
10Administrator

Administration and settings

Settings contain tenant-wide configuration and account administration.

What to do

  1. 1How to update tenant detailsMaintain tenant identity, address, website and IANA timezone.
  2. 2How to manage administratorsIn Administrators, select Create administrator, enter a name and email, then optionally select one or more roles: Janitor, Cleaning, Receptionist, Restricted or User. Leave all roles empty for unrestricted access. The same choices are available when editing an administrator.
  3. 3How to create system usersIn System users, select Create system user, enter a name, select Janitor, Cleaning, Receptionist, Restricted or User access (or leave the role unrestricted), and optionally set an expiration date. Save the token immediately; it is shown only after creation or rotation.
  4. 4How to configure messages and locksConfigure messaging, email branding, smart-lock master code and notifications.
11Administrator

Offers and PDFs

Create and review customer offers in the CRM.

What to do

  1. 1Check tax-exclusive line totalsOpen an offer and choose Preview PDF or Print / Save PDF. In the Hardware, Software and Monthly licensing tables, Total is the line price after discount and excluding tax. Tax is shown separately, and the summary identifies totals excluding and including tax.
12

Troubleshooting

Start with context, connection and pending work before changing configuration.

What to do

  1. 1When a page is missingConfirm the selected tenant, your role and whether the required module is active.
  2. 2When a device is offlineCheck gateway and device online state and last contact time.
  3. 3When a command does not runInspect pending queues or code-upload warnings and allow connected devices time to receive commands.
  4. 4When an integration does not synchronizeReconnect an expired integration session; contact support if the problem remains.

Need more help?

Contact Solvotix support

If a device remains offline, an integration cannot connect, or your account lacks the expected access, include the tenant name and a clear description when contacting us.

Email support