Content found in this wiki may not reflect official Church information. See Terms of Use for more information.
Stake Kindoo Manager Instructions
Meetinghouse Access > Kindoo Overview > Stake Kindoo Manager Instructions
Kindoo Introduction
Kindoo is an electronic building access solution that allows authorized users to unlock a building using their smartphone instead of a physical key or fob. Using this type of system improves the security of our meetinghouses. Members and guests can be granted temporary access making buildings more accessible. Access is controlled by the stake manager. Stakes can still have physical keys in case of emergency.
Stake Kindoo Manager Responsibilities
The stake Kindoo manager is the stake building representative or another individual that the stake president assigns. He or she will manage building access for the stake in the Kindoo application. Additional individuals can be assigned as a manager in the Kindoo system. As the licenses are controlled at the stake level, it is recommended that there only be no more than one or two managers per stake.
Instructions on granting user access as well as details about who will be receiving automatic access can be found below.
How does Kindoo access work?
Instead of keys or fobs, Kindoo has licenses or user seats that grant users access to buildings in their stake. Kindoo user seats are permanently tied to a specific Kindoo stake site. They are purchased by the FM group for a stake and do not expire.
For the Church, each agent stake is set up as a site in Kindoo. Members of that stake with a Kindoo who is assigned a license (user seat) can be granted access to any building in the stake but not to buildings outside of their stake. Individuals that need access to buildings in multiple stakes would need a user seat or license for each stake as they are not transferable from one stake to another.
Only one person (email address) can be assigned to a user seat at a time. Once the user seat is assigned, it is reserved until it is set to expire. For example, if a stake had a total of 100 user seats and 90 were assigned, the Kindoo managers would have 10 user seats available to use to grant temporary guest access. If six user seats are assigned on Monday for use on a Saturday morning. Only 4 user seats would be available until those assigned user seats expire.
A Kindoo account can only be used on one device at a time. Members should not share their password with others so that they can access church buildings. Access should be requested through the stake Kindoo manager(s). If a member’s account consistently switches between devices, their access may be revoked.
Granting Access
Access is granted through the Kindoo app.
Kindoo can be synchronized with member calling data based on information in Leader and Clerk Resources (LCR). When a member is assigned a calling in LCR that is approved for Kindoo access they receive an invitation and when they are released they are removed from Kindoo. The stake president determines which callings should receive automatic access for their stake. After the callings are synchronized the stake managers will only need to manually add members to Kindoo who are not on the list.
If your stake does not have automatic calling access set up, access will need to be managed manually for all members in the Kindoo application.
Temporary and Other Calling Access
Some members may require short-term or temporary access that are not on the list of those who are automatically granted access. Below are some examples of individuals that may need building access. These individuals will need to be granted access manually by the stake Kindoo manager.
- Members needing repeat access due to a calling not included on the default list
- Early-morning seminary teacher (stake calling)
- Primary activity day leaders
- Counselor in Young Women’s organization Stake YW athletic directors
- Members or guests needing access for a series of events
- Self-reliance courses
- Youth basketball practices
- Weekly community volleyball nights
- Members or guests needing to unlock a meetinghouse for a single activity or event
- Wedding receptions
- Family parties
- Blood drives
- Full-time missionaries in the area (see section below called “Granting Local Full-time Missionaries Access)
These types of users are defined as temporary or guest users.
If a member needs access to buildings in more than one stake, they need to have a license to each stake.
Requesting Access Form
To simplify the process of individuals requesting access, the stake Kindoo manager may wish to create a form that will collect all the data they will need from the individual. Request information such as name, email, ward, and when they need access.
See the image below for an example of questions you could put on a form.
Individuals could also email their Bishopric or ward building representative and the request would be forwarded to the stake Kindoo manager who can grant access.
Because the number of available user seats is only viewable at the stake level in the Kindoo application, each stake should ensure if there are multiple ward managers for Kindoo that each ward manager is aware of how many seats are available to use at any given time. For example, if a stake only had 10 extra user seats and it had five wards, the stake Kindoo manager could inform ward managers that they only have two extra users seats available to use for guests.
Granting Access in Kindoo
These steps can be done through the mobile app or on a computer at https://web.kindoo.tech/.
Step 1: Ensure there are user seats available
When adding users, you can see how many user seats are assigned and how many are available.
User seats are purchased by the FM group. An error will display if there are no seats available. As soon as a user is created (even if the date they have access is in the future), that user is using a license. Until that access expires (which can be set when creating the user), that license or user seat can't be used for another user.
Stakes with multiple Kindoo managers will need to coordinate so that the stake does not run out of user seats.
If the stake runs out of seats, first review the Kindoo usage reports and see if anyone can be removed. Additional user seats should only be requested by the stake Kindoo manager to the FM. As user seats are permanent and cannot be refunded, they should be added only when necessary. Before requesting more seats the stake should use the current number of licenses for a few months and then review logs to determine if there are any users that are not using their license.
Step 2: Define Access Rules
An access rule specifies when a user is able to access a specific building and which door(s) they can access. Some access rules may have been set up by your facilities manager. Access rules should only be created by the stake Kindoo manager.
Here are a few examples:
- Redmond Bishop
- Bishop can always enter the Redmond Ward Meetinghouse 24 hours a day, 7 days a week
- Redmond Member
- Member can enter the Redmond Ward Meetinghouse Mondays – Sundays between 6:00 a.m. and 12:00 p.m.
- Redmond Activity Days Leaders
- Users can enter the meetinghouse Tuesdays between 2:00 p.m. and 9:00 p.m.
- Single-Day Event (for example: a wedding or a blood drive)
- Users can enter the meetinghouse on Saturday, February 11 between 9:00 a.m. and 9:00 p.m.
Creating access schedules before you add additional users helps keep the building secure by only allowing access when it is needed.
Some access rules will be useful for several individuals and can be used repeatedly. Other access rules should have an expiration date/time to avoid having too many access rules in the app. An example of an access rule that should have an expiration date is if someone is using the building for a wedding. They will only need access for one day, so they don't need a lasting access rule.
Some access rules will already be created in the Kindoo app. For example, users who gain automatic access based on their calling data in Leader and Clerk Resources (LCR) will be assigned to an already created access rule.
Create an Access Rule
To create an access rule, follow these steps:
1. Log in to the Kindoo mobile app.
2. Click the Home icon at the bottom of the screen and select the Stake/Site you want to add an access rule for.
3. Click Access Rules.
4. Click Add Access Rule at the top of the screen.
5. Put an access rule name at the top of your screen (for example: Red Church General Member Access).
6. Under Access Schedules, select how you would like to put in the time periods users are allowed access.
§ Weekly: Some users, like activity days leaders, may need access every week on a certain day. Select Weekly to allow access on a certain day each week.
§ From-To: Select this option for single-event access for events like weddings or blood drives.
7. Click on the Entry Points tab and select the doors you want guests to access with this access schedule.
8. Add users. You can either add users from the access rule or add an access rule to an individual user.
§ Adding users from an access rule: Click on the Users tab and toggle the switch on a previously created user’s card to add them to this access rule.
§ Adding access rules to a user: From the user’s profile, select Add Access Right at the top of the page. Select the access rule you want that user to have.
9. Click Save.
Step 3: Add a User
Note: When adding users, keep in mind that there are a limited number of user licenses. Only give access as needed. If more licenses are needed, please contact your local FM after identifying if any current users can be removed.
After you’ve added access rules, you can add users and select the access rule they will use.
1. Click the stake you want to give the individual access to.
2. Select Users. The app will display a list of authorized users for the stake.
3. At the top of the screen, click on Add Users.
4. Select Add a Single User.
5. Enter the email address of the user in the text field at the top.
6. The user role should be Guest.
7. Put in a description of who the user is. We recommend this naming convention: [Unit Name] - [Calling Name]. Example: Redmond 1st Ward – Bishop.
8. Click Save.
9. If the user you are inviting does not have a Kindoo account, Kindoo will confirm that you want to invite them to Kindoo. Click OK.
10. You will then be asked if you would like to define the access rights for the user. Click Yes.
11. If you’d like to add an access rule you’ve already created to this user, select Access Rule and click Next.
12. Select the access rule(s) you created prior that will allow this user to access the correct building(s) and door(s).
13. Click Save and select the back arrow in the upper left corner to leave the screen once you have confirmed everything looks accurate for this user. The system will send the user an invite from Kindoo.
Adding Users in Bulk
You can add users in bulk by following the prompts in the app: download the .CSV template, fill it out with the user data, and then upload it. Up to 50 users can be added at a time. Reports can be run in Leader and Clerk Resources (LCR) to gather email addresses. Create separate .CSV files for each access rule you have specified so that you can apply the access rule to the group. For example, you would include all of the member access for a particular building in the same file and the leader access in a separate file.
Granting Local Full-time Missionaries Access
Each stake Kindoo manager will need to reach out to the missionaries serving their stake and give them building access. Every teaching area for missionaries has a teaching area email. This is the email that should be associated with access to the buildings. Missionaries will log in to Kindoo using that email instead of having to transfer Kindoo access every transfer. The local missionaries know their individual teaching emails and can give you the specific email to add. The teaching emails are formatted like the following: 123456789@missionary.org.
Troubleshooting
Resending the Invitation Email
If a user has not accepted the email invite to join Kindoo, there will be an option next to the user’s name to resend the invitation email. Simply click on that button to resend the invitation.
Further Troubleshooting
See the Kindoo Troubleshooting page.
Frequently Asked Questions
How do I give members access for ward building cleaning?
If members assigned to clean the building do not already have a user seat, you can assign members a temporary user seat the week they will clean the church. Do not create the users or assign the licenses too far in advance as those user seats will not be able to be used by others until that access expires..
How do we request more user seats?
User seats are permanently tied to a stake and cannot be refunded or returned. Before requesting additional seats, review the usage logs in Kindoo and determine if you have users that have not used their account or no longer need access.
If additional user seats are still needed, contact the facilities management group.
Can a stake have more than one manager, such as building or ward managers?
As the user seats are managed at the stake level, it is recommended that a stake only have one Kindoo Manager. Setting up an approval process to request access will help manage access.
If a stake has many requests for temporary access, a stake president may assign more Kindoo managers to help manage the temporary guest access for each building. The stake-level Kindoo manager will need to ensure that he/she is coordinating with ward- or building-level managers to ensure that there are enough temporary licenses available at any given time.
Ward Kindoo managers may be more convenient for members, but would likely be more challenging to coordinate. The stake Kindoo manager needs to ensure that there are always enough guest user seats to go around, even if there are ward-level managers assigning user seats. One possible solution would be for the stake Kindoo manager to allot a certain number of user licenses for each ward to use to ensure that each ward has licenses available. The stake Kindoo manager could inform each ward of the guest user seats available for them to use.
A best practice would be to have the bishop approve any callings that need a user seat for the duration of their calling that do not automatically receive access. Temporary guest access for a single day could be determined by the building schedulers in coordination with the stake Kindoo manager.
If a building has more than one stake attending, the agent stake will manage access to the building. The FM group would purchase additional licenses for the guest stake. The guest stake would coordinate with the agent stake Kindoo manager to gain access. If the guest stake is temporarily at the building, consult with the FM group as one door could be assigned to one stake and another door could be assigned to the other or two devices could be installed in one door.
How do the user seats transfer when a stake splits or when a building moves to a different stake?
If a stake splits, the new stake would need to be created as a Kindoo site and new licenses would need to be purchased in that site. If the name of a stake is changing, it can be renamed in Kindoo.
If a building becomes part of a new stake, the FM would make adjustments to move the entry points to the new stake. Potentially additional licenses would need to be purchased if there are not enough licenses in the stake
How does someone access the building if they have a device without a data plan?
The individual could connect to the Church Wi-Fi before opening the Kindoo app to enter the building. See this page for details about logging in to Church Wi-Fi.
Why does assigning a user for an event a month in the future use a user seat now?
As soon as a user is created in a Kindoo site, that user is taking up a user seat. In order to make sure that there are enough user seats available for those who need temporary access, please only create temporary users close to the time that they will need access. The user seat will continue to be occupied by a temporary user until that user’s email is removed from the Kindoo site.