WebLock is a cloud-based online access control system that lets you manage doors remotely and automate sharing of access credentials.

You can sign in to the management console at login.valnes.ee.

Once you have signed in to WebLock management portal and you want to grant the first access you need to do the following.

1. Under "Persons" in the main menu add persons to whom you want to grant access to 
2. Under "Groups" in the main menu add access group to which each person should belong to
3. Go back to Persons and assign each person to a specific access group
4. Under "Rights" in the main menu add access rights to the access groups to specify which specific time, date or period these groups can access the door(s)
5. Under "Cards" in the main menu you can now grant access (PIN codes, cards, App key) to the persons.

That's it, you are good to go. You can change and add the items you added at the ongoing basis.

"Devices" in the main menu shows all the active doors in the system along with the statuses: 

1. Is it connected or not
2. Is it open or close
3. What is the battery level (if the installed device is battery powered)

A green "Open door" button in the "Door" column means the door is physically closed. Pressing it opens the door.

A red "Open" button in the "Door" column means the door is physically open.

It means the access controller currently has no internet connection. 

1. On Devices page click on the door name you wish to keep unlocked
2. Click on "add new time" button
3. Select the period and set status "Active" to "yes"

The door is kept unlocked during the period and on the days you set. For example, you can set the door to be open every Wednesday and Friday within a given period and closed on other days. After the open time ends, the door can only be opened with a valid access right.

To pause the unlocked rule, set the "Active" dropdown to "No". 

You can see it on the "Events" page.  

Event "Card OK" shows who entered the door and when. 

"Card OK" appears when a door is opened by someone with valid rights. The system records when and which person opened which door.

These events appear when a door is opened or closed without a PIN code or card, for example with a physical key or from inside. 

"Unknown card" means that a card or a code, which is not registered in the system is used . An unknown card does not open the door. If  access card is presented, its unique ID number is shown, which you can copy and use to register the card in the system.

It means that at the moment the card was presented or the code entered the person was not allowed to open the door. If the person should have access, check whether the group's access right is valid, whether the person was added to the group with a time limit, and whether a time limit was set on the card or PIN code.

It means an administrator opened the door from the management portal. The event includes the name of the person who opened it. The same event is also shown when the door is opened using the WebLock mobile app.

The "Persons" window shows everyone added to the system. There you can add new users and edit or delete existing ones.

Open the "Persons" window and click "Add new person". Fill in the person's details – fields marked with an asterisk are required – and click "Save".

In the list of persons find the person you want to delete and click the red trash bin icon in the end of the row 

Yes. Always add "#" at the end of the code. For example, if the PIN is 1234, enter "1234#" on the keypad.

• A key card opens the door when shown to the card reader 
• A PIN code opens the door when entered on the keypad.
• An App key allows the door to be opened through the "WebLock" mobile app.

1. Open the "Cards" window from the menu
2. Click "Add new card", and from the "Card type" dropdown choose "Key card"
3. Enter the unique Card number in the "Card number" field
4. Choose the person from the "Related person" dropdown
5. Add validity times in "effective date" and "expiration date" (if applicable)
6. Click "Save".

There are different options to get the ID nr of  the RFID card.

1. Present the card to a card reader  connected to a door active in your WebLock platform.

• A new "Unknown card" event appears in the "Events" window together with the card's number (for example FBA05B4D). Copy that number and enter it in the "Card number" field when adding the card. 

2. Present the card to a USB card reader connected to your computer

• When you have the "Add new card" menu open, click in the "Card number" field and when you present the card, the number will appear automatically.

3. Present the card to special mobile app like "NFC tools". 

• Once you show the card to the active app you an see the card number in the app and copy it to the "Card number" field

1. When you manually create a new PIN code, the system automatically generates a 6-digit code. If you prefer, you can enter your own code instead of the automatic one, the code can be from 4 to 8 digits. In that case make sure the code is not easy to guess (for example 123456 or 000000).
2. If you use WebLock together with an integration to a 3rd party app like booking system or PMS, then all the PIN codes are generated and sent to the customer automatically, with no manual work needed. 

No. You must always choose a user in the "Related person" dropdown. A card, code, or App key cannot be created without being linked to a user.

Yes. You can give a card, code, or App key a validity period – the time range during which it works on the door. You can also limit it by number of uses: for example, entering 5 means the code works on the chosen door only 5 times. If you leave the fields empty, no limits are applied.

1. Open the "Cards" window from the menu
2. Click "Add new card", and from the "Card type" dropdown choose "PIN Code"
3. Choose the person from the "Related person" dropdown menu
4. Add validity times in "effective date" and "expiration date" (if applicable)
5. Click "Save".

Access groups are used to separate people accessing your premises by different access rights.

For example customers belong to an access group, which has rights to enter the door from 08:00 AM to 4:00 PM while the manager belongs to an access group, which has rights to enter the door 24/7

Example: an apartment building has two WebLock-controlled doors – the main door and the gate.

• A "Residents" group can be given the right to pass through both the main door and the gate at any time.
• A "Courier" group can be given the right to pass only through the gate and only at a specific time (for example every weekday from 06:00 to 10:00). At other times members of that group have no access.

1. Open the "Groups" window
2. Click "Add new group"
3. Enter the group's name, and click "Save".
   
   

1. Open the "Persons" window and select a person
2. Open the "Groups" tab
3. Choose the group from the "Add to group" dropdown (you can set how long the person stays in the group if needed), and click "Add to group".

An access right works on a door only when all five steps are done:

1. Person is created
2. Access Group is created
3. Person is added to the group
4. Access right is added to the group
5. A card, PIN code, or App key is added to the person

1. Open the "Rights" window
2. Click "Add new rule"
3. Choose the door in the "Device" dropdown and the group in the "Groups" dropdown.
4. Tick the weekdays when the group has access, and set the start and end dates and times if needed.
5. Finally click "Save".
   
   

   

1. Click on the rule for the access right you want to suspend
2. Click on "Active" dropdown menu just above "Save" button and choose "No"
3. Click "Save"

If you want to activated it again just change the "No" back to "Yes" 

Two-factor authentication also requires a mobile app (for example Google Authenticator).

1. Open the "Two-factor authentication" tab
2. Click "Generate a new two-factor authentication code".
3. The system creates a QR code that you scan into the mobile app.
4. The app generates a code in response, which you enter in the WebLock management system – two-factor authentication is then ready to use.

When you create an App key, the system automatically generates a code that you send to the mobile app user. The user enters it in the app's "Enter Key" window, after which the doors they are allowed to use become visible in the app.

If you are using WebLock together with a 3rd party integration, which has App Key sending enabled, the App Keys will be sent to the customers automatically

In the mobile app you can open a WebLock-controlled door with a press of a button. The app is not a management console and cannot be used to grant access rights.

If you have battery powered WebLock device, you can also see the battery level in the app

You can download the app from the Play Store on Android and from the App Store on iOS.

On first use, tap "Create Account" and enter your name, email address, and a password. Before the account is created, a confirmation email is sent to the address you entered. Once you confirm the account, you are good to go.

Doors become visible in the app only after an App key has been added to the user from the management portal.

You can open a door by tapping "Open".

1. Open the "Cards" window 
2. Click "Add new card", and from the "Card type" dropdown choose "App Key"
3. Choose a person from the "Related person" dropdown
4. Add validity times in "effective date" and "expiration date" (if applicable)
5. Click "Save".

If you are using WebLock together with a 3rd party integration, which has App Key sending enabled, the App Keys will be created and sent to the customers automatically.

Lot of things can influence the work of newly created access keys be it PIN code, Card or App Key

Configuration in management portal

• Check if the person to whom the access key was created to is added to an access group.
• Check if there are access rights applied to the access group
• Check if the access rights allow the access group, thus also the person access the door at the time when you tried the access key

Connectivity issues

• Check if the WebLock device on site is connected to internet if it's not then the access key was not synced to the device and thus the door doesn't open

If all of the prerequisites above are fulfilled, but the access key still doesn't work, then contact your reseller as most likely the issue is mechanical.

Don't worry all the access keys created in WebLock management portal are immediately downloaded to local devices, so all the Pin codes, cards or App keys, that were created before the connectivity outage, still work. 

This is why we suggest to create emergency access keys for every door, so you could still access the door while internet connection is down or there are issues with WebLock platform.

Alternatively physical keys can still be used if you have lock cylinder installed.

Yes you can still open your door even if for some reason the reader on the wall is not working anymore. There are two possibilites:

1. If there is connectivity you can still open the door through WebLock management portal or from WebLock app.
2. If you have a lock cylinder installed together with the lock you can still open the door with a key

When the battery on your WebLock Shield device is dead you have still some options left for opening the door.

1. If you are using a 2026 Shield model, then you have the option to use the emergency power socket. You can find it either in the bottom or on the side of the phone. You can use a regular USB-C cable and a smartphone or a battery pack to give some extra juice to the device. 
2. If you are using pre 2026 models or you do not have possibility to give the device extra power, you should use a physical key to open the door as we usually install Shield units with a lock cylinder.

Though to avoid such situations we recommend you to keep an eye on the battery levels shown in the WebLock management portal and not to ignore battery notifications sent on your email.

If your Shield unit is blinking red, then it could mean two things.

1. If you show a card or enter a code and the device is blinking red, then the card or code is not registered in the system or you do not have rights to open the door at that time.
   
   
2. When the Shield unit is blinking red even if you are not trying to access the door, then probably the device battery is empty and you should change it.