1
Sign in and get started
Open portal.solvotix.org and sign in with your account.
What to do
- 1How to sign inUse email and password, or the available Google or Apple sign-in.
- 2How to reset your passwordSelect Forgot password to request a reset link, and check your spam folder.
- 3How to create an accountCreate an account only when your organization has asked you to do so.
- 4When to use Remember meUse Remember me only on a private, trusted device.
3
Understand the dashboard
The dashboard summarizes device health, arrivals, temperatures and recent activity.
What to do
- 1How to check device healthReview totals for online, offline and low-battery devices.
- 2How to review today’s arrivalsCheck today’s arrivals and temperature cards when those data are available.
- 3How to handle required actionsUse Actions required to find offline devices or gateways.
- 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.
- 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.
- 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.
- 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.
- 8How to navigate the timelineRead the timeline from top to bottom: events are grouped by day and newest appears first. The icon and title identify the event; the detail rows show values such as room, guest, code, channel, recipient, booking state or message; the line below attributes it to a user, booking or lock user.
- 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.
- 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.
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
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
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
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
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
- 1How to create a lock userSelect Create user. Enter a required name and optional email, phone and description. Under Access codes, select Create PIN code, enter a unique 4–7 digit numeric code—for example 4826—and select Add code. Under Assigned locks, select every lock this person may use, then select Create lock user. At least one code and one lock are required.
- 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.
- 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.
- 4How to add or remove PIN codesCodes must contain only 4–7 digits and must be unique within the user. Select Create PIN code, enter the code and select Add code; select an existing code chip to remove it before saving. Do not reuse an easily guessed code. Adding or removing a code affects every assigned lock after Update lock user is selected.
- 5How to assign locksIn Assigned locks, select individual lock cards or Select all; selected cards show a check. Confirm the selected count and lock names before saving. Adding a lock queues all of the user’s codes for that lock. Removing a lock queues those codes for removal, except codes still referenced elsewhere.
- 6How to understand code uploadingThe clock warning and “upload still pending” count represent code-and-lock combinations not yet confirmed as Added to lock. 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 warning after the lock confirms delivery. Until then, do not promise that the code works. Refresh, check the lock and gateway online status and inspect the device queue if it remains pending. A warning after the configured delay—10 minutes by default—may also trigger a notification.
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
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
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
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
9Administrator
How to configure the rooms
A room is the unit that a property-management booking is assigned to. By connecting the room to its locks and other physical devices, Solvotix knows which equipment belongs to that booking. The guest’s booking code is made available on every code-capable lock assigned to the room, giving the guest access through all of the room’s connected access points. Relays, thermostats and sensors can also be assigned for room-level operation and monitoring, but they do not receive PIN codes. Maintain a pool of room codes so Solvotix can pre-upload them to the locks and reserve a ready code for future bookings.
What to do
- 1How to open room configurationSelect API / Integrations in the sidebar. On the Active integrations page, find the Booking overview card and select Configure rooms in the card header. Existing rooms then appear as cards. If a room is missing, enter a clear Room name and optionally a stable Room ID, then select Create room. The ID is generated from the name when left blank. Use the same room identity as the PMS mapping so bookings, guest messages, room events and access are attached to the intended space. If the Booking overview card is missing, an administrator must first enable the Property Management integration through Manage integrations.
- 2How to add devices to a roomOn the correct room card, open Add device and select the lock, relay, thermostat or sensor by its portal name. The device is saved immediately and appears as a chip on the room. Repeat for every device that belongs to the space. Check names carefully: assigned sensors make their events available in room views, while assigned locks receive the room’s access codes. A device may be represented in more than one operational context, so verify the complete room card rather than assuming its physical location from the name alone.
- 3What room codes meanThe numeric chips on a room are its reusable access-code pool. A code must contain 4–7 digits and cannot belong to another room. Add one or several manual codes separated by commas or spaces, or choose Add random code in the device list. A free code is not yet assigned to a guest; when a booking needs access, Solvotix reserves an available uploaded code for that booking, marks it as taken and shows View booking. The same booking code then operates every code-capable lock assigned to that room.
- 4How codes are pre-uploaded to locksRoom codes are pre-uploaded so a future booking can receive a code that is already present on every room lock. Synchronization is the cross-product of valid codes and assigned code-capable locks: three codes and three locks create nine code assignments. Relays, thermostats and ordinary sensors remain linked to the room but do not receive PIN codes. Adding a new lock queues all existing room codes for that lock; adding a new code queues it for every assigned lock. Delivery can wait while a lock is offline, so a stored room code is not by itself proof that every lock has received it.
- 5How to remove assignments and resync codesSelect an assigned device chip to remove it from the room; existing room codes are then queued for removal from that device when it supports codes. Select a code chip to remove that code from the room and all assigned locks—check View booking first when the code is taken. Use Resync room codes to resend every valid room code to every assigned code-capable lock, for example after replacing or reconnecting a lock. The result reports rooms scanned, locks and commands queued; check device queues and online status until delivery is complete.
10Administrator
Administration and settings
Settings contain tenant-wide configuration and account administration.
What to do
- 1How to update tenant detailsMaintain tenant identity, address, website and IANA timezone.
- 2How to manage administratorsCreate administrators and assign Cleaning or Receptionist roles where appropriate.
- 3How to create system usersCreate system users and store newly shown API tokens immediately.
- 4How to configure messages and locksConfigure messaging, email branding, smart-lock master code and notifications.
11
Troubleshooting
Start with context, connection and pending work before changing configuration.
What to do
- 1When a page is missingConfirm the selected tenant, your role and whether the required module is active.
- 2When a device is offlineCheck gateway and device online state and last contact time.
- 3When a command does not runInspect pending queues or code-upload warnings and allow connected devices time to receive commands.
- 4When an integration does not synchronizeReconnect an expired integration session; contact support if the problem remains.