Add and manage your locks on the Locks tab (add, sync, replace, move, switch off)

Every unit you rent out without staff (a kayak, a locker, a sauna door) is a lock in Rentalbuddy, and the lock is what makes a product bookable at an unmanned location. This guide covers the whole life of a lock: adding it, giving it a product, switching it off, replacing it, moving it and deleting it.

If a customer is standing at a lock right now, use the guide Customer has no PIN code (no code) or the guide The code is right but the lock won't open (hardware) instead. Setting up the Igloohome side (the Igloohome app, Igloo Connect and its payment method) has its own guide: Set up Igloohome for Rentalbuddy.

Where to find your locks: the Locks tab (the Stations page has moved)

Locks are no longer on a separate Stations page. They live on each location:

Open Locations in the menu.
Open the location.
Choose the Locks tab (the second tab, after Location settings).

If you open an old Stations link or bookmark, you land on Locations with the notice The Stations page has moved: "Your locks are now under the Locks tab on each location. Open a location to add, sync and manage its locks." If your account has only one location, the notice has a Go to locks button (not when that location is manned and has no locks, because it then has no Locks tab). Users who used Stations before the change keep a Stations menu entry marked Moved until they close that notice once.

What you see on the tab:

A heading with Active locks: and, if any, Inactive locks: for this location, and under it the plan line "{{active}} of {{limit}} locks in use on your plan, across all locations" (only when your plan has a lock limit).
The buttons Add new product, Sync Igloohome locks and Add lock.
One table per kind of lock: Igloo locks, Manual locks, Storage / access points, Allockate units, and Locks for a Gokaya 8E station.
Warnings above the tables when something stops customers from booking, getting codes or opening a lock. The Locks tab name itself gets a coloured mark with a tooltip: amber for something not set up yet (for example no locks, or no lock with a product), red when customers are booking locks that give no code (tooltip Bookings without PIN codes) or a lock unit is offline (tooltip Lock units offline).
If the location has Igloo locks synced from Igloohome and Rentalbuddy's nightly check finds that Igloohome refuses your login, a red igloohome connection needs attention notice sits at the top of the tab (see Set up Igloohome for Rentalbuddy).

Each lock row ends with its action icons: Sync this lock from Igloo (Igloo locks), Edit (the pencil), Move to another location (Igloo locks, when you have another location that takes locks), Replace lock (the swap icon, only on active locks) and Delete (the bin). On a phone they are collected in a menu on the row. When this guide says "the row actions", it means these.

A new location starts with No locks at this location yet: "Add a lock to make products bookable here, or sync locks you have paired in the Igloohome app."

Stations still exist behind the scenes as the grouping of a location's locks, but you no longer create or name them for Igloo and manual locks. The first lock of a kind creates the group for you.

Which kinds of locks you can add

Press Add lock. The dialog asks you to "Choose what you are adding. The next step asks for the details." The kind this location already uses is preselected.

Option in Add lock	What it is	How it is added
Manual lock	"A padlock or locker with a fixed code that you set yourself."	You type the locker number and the master PIN
Manual storage lock	"A coded lock on a box or cabinet where equipment is picked up."	You type the number, a name in each booking language, and the master PIN
Igloo lock	"A smart lock from Igloohome; codes are generated per booking."	Only by syncing from your Igloohome account (see below)
Allockate unit	"A connected locker bank where each door is its own lock."	You register the unit by its IMEI
Gokaya 8E station	"Legacy Gokaya 8E station hardware."	Only shown if your location already has one

Other smart-lock brands are not integrated. Before you buy locks, ask Rentalbuddy support which Igloohome models and door locks fit your setup.

How locks, products and codes fit together

This is the model behind most lock questions:

A lock carries one product. A product can sit on many locks, one per unit that can be rented at the same time.
The product's stock limits how many locks can carry it. In the lock's product list each product shows how many are still free, for example Kayak (3). A product at zero is greyed out and can't be picked. That's the answer to "I can see the product but can't select it": every unit is already on another lock. Raise the product's stock or free up a lock.
Each booked unit gets its own lock and its own code. A booking for two kayaks takes two locks, and the customer sees two codes.
Storage locks and access points are extra doors, not rental units. Every booking at the location also gets the codes of the location's active storage and access-point locks (for example the gate or the container), on top of the code for the rental lock.
Codes are only made at unmanned locations. A manned location takes no locks at all (see below).

On the customer's unlock page each code is shown with the product (or the storage lock's name), Lock: and the lock number, and PIN with the code.

Add a manual lock or manual storage lock

On the Locks tab, press Add lock.
Choose Manual lock (or Manual storage lock) and press Continue.
Fill in the form (the title shows Add lock · Manual lock):
- Locker number (required): the number on the sticker, which customers see as Lock:.
- Master PIN (required): the code set on the physical lock. You get Master PIN is required if it's empty.
- Product (manual lock only, optional): you can also assign it later in the table.
- Name (manual storage lock only): the name customers see with the code. English is required ("English name is required."); other booking languages show "Adding a translation for this language is recommended."
Press Save. You get Locks has been saved.

A new lock is added switched on. If your plan's active locks are all in use, Save is disabled and the lock-limit notice is shown (see The lock limit below).

The Master PIN can't be left empty, also not when you edit the lock later, and spaces before or after the code are removed. A manual lock that was saved without a code in the past is shown in red on the Locks tab: "Lock {{lock}} has no code saved. Customers who book it get no code." with "Open the lock on the Locks tab and enter its code." Open it with Edit, type the code that is set on the physical lock, and save.

Add Igloohome locks with Sync Igloohome locks

Igloo locks can't be typed in by Bluetooth ID any more. They only come from your Igloohome account, so every lock is linked to something that can issue its codes. Choosing Igloo lock in Add lock simply sends you to the sync ("Igloo locks are added by syncing, so each lock keeps its details from the device.").

Before you start, the lock must be paired in the Igloohome app, and your Rentalbuddy account must be connected to Igloohome. If it isn't, the dialog says "This account is not connected to Igloohome yet. Connect it to fetch your locks." and offers Get started with Igloohome. The guide Set up Igloohome for Rentalbuddy walks through that part.

On the location's Locks tab, press Sync Igloohome locks. (The same button is also under Settings → Integrations → Smart locks.)
Rentalbuddy fetches the locks paired in your Igloohome app. Locks that aren't at a location yet are listed with a tick box.
Tick the locks to add. For each one, check Location: it defaults to the location you opened the dialog from. With several locks you can use Set all to….
Switch Storage lock on for a lock that sits on a box or cabinet holding equipment. Leave it off for a padlock on the item itself.
Press Add lock (1) / Add locks (n). You get "{{count}} locks added".

Syncing alone doesn't put a lock at a location: a lock only appears on a Locks tab after you tick it, give it a Location and press Add lock (1) / Add locks (n). If you open the sync from Settings → Integrations → Smart locks, no location is preselected: pick a Location for every ticked lock (or use Set all to…). The add button stays disabled until every ticked lock has one.

What happens next:

The placed locks are switched on straight away, so each one uses one of your plan's active lock slots. On a plan with a lock limit the dialog shows "{{assigned}}/{{limit}} locks in use on your account (plan limit)." If you tick more locks than you have free slots, the remaining tick boxes are disabled with Locks limit reached.
Rentalbuddy tries to get a test code for every lock it places. If one fails, you get "{{count}} lock was placed but cannot create PIN codes yet. It is marked on the “Locks” tab." The lock is placed anyway. See PIN code warnings below.
A new lock arrives with its Igloohome name as its locker number. Change Locker number to your sticker number with the row's Edit action. The sync never overwrites a number you set.
Assign a product to each new lock (see below), otherwise it can't be booked.

Things you may see in the sync dialog:

Show connected locks: locks already at a location are hidden unless you tick this. They are then listed with their location and a Placed chip. If "only an old lock shows up" or a lock seems to be missing, tick it first.
No unplaced locks. Pair new locks in the Igloohome app, then fetch again. Every lock is already placed, or the new lock isn't paired yet. Pair it, then press Fetch again.
Already on another Rentalbuddy account: "These locks are in your Igloohome account, but another Rentalbuddy account already has them, so they cannot be added here. Contact support to have them moved." A physical lock belongs to one Rentalbuddy account.
Payment method required: Igloohome refuses the sync until a payment method is added in the Igloo Connect portal. Use Open Igloo Connect portal. Details are in the Igloohome setup guide.

Master PIN: manual locks and Igloo locks work differently

Manual locks and manual storage locks: the Master PIN is the customer's code. A manual lock has no electronics, so every booking on it gets the code in Master PIN. In the tables it is hidden; use Show Master PIN / Hide Master PIN to reveal it. Treat it as semi-public, since every past customer has seen it. To change it, set the new code on the physical lock and update the field at the same time. Customers' screens read the field live, so even a customer in the middle of a rental sees the new code once you save. Past customers still remember the old code, which is why season start is a good time to change it.
Igloo locks: the master PIN isn't in Rentalbuddy. The Igloo table says: "Master PINs are managed in the Igloohome app, not in Rentalbuddy. You can find them for each lock under Home → select lock → Access → Master PIN Code." There is no master PIN field for Igloo locks. Each booking gets its own code from Igloohome instead.

Assign a product to a lock

On the Locks tab, find the lock.
Pick the product in its Product column.
Press Save in the bar at the top of the page. The button turns orange while you have unsaved changes. Don't forget to press it.

A lock without a product shows No product assigned and can never be booked.
None at the bottom of the list clears the assignment.
The list shows the location's rental products. A product you just created is at the top with a New chip.
Storage locks and access points have no Product column. They are doors, not rental units.
No product here yet? Add new product on the Locks tab takes you to the product form.

Only product assignments wait for Save. Switching a lock on or off, adding, replacing, moving and deleting are saved on their own, straight away.

Changing the product on a lock that already has bookings. Rentalbuddy refuses the change while the lock has upcoming bookings sold under its current product. When you press Save, the Product not changed dialog says "{{lock}} has {{count}} upcoming bookings under its current product, so the product cannot be changed. Move them to another lock in booking management, then try again." and lists those bookings, each with a Booking link that opens it in a new tab. If you changed the product in the lock's Edit dialog, the same message shows inside that dialog. Move the bookings to another lock that carries the old product (Edit Lock on each booking, or drag them in Booking Management), then change the product and press Save again. Bookings already sold under the new product don't block the change. A lock's availability counts every booking on it, whatever product it was booked under, so the lock can't be sold twice for the same time. Replacing a broken lock is done with Replace lock instead (see below).

If no lock at the location has a product you get "Warning: No product is assigned to any lock at this location." with "Customers cannot book these locks until each has a product. Add unmanned products for this location if needed, then assign them in the table below."

Storage locks and access points

A storage lock or access point is a lock on a shared door: a container, a gate, a cabinet with paddles and life vests. It carries no product. Instead, every booking at the location that uses a lock also shows the codes of the location's storage locks. Customers see the storage lock's name with its code.

Igloo storage locks are marked with Storage lock during the sync. You can also change Locker type between Igloo padlock and Igloo storage lock with the row's Edit action.
Manual storage locks are added with Add lock → Manual storage lock, and customers get their Master PIN.
Storage codes are shown for the booking's whole visit. Manual storage codes show from 15 minutes before the start to 30 minutes after the end. Igloo storage codes follow the same window as Igloo padlocks (the no PIN code guide explains the windows).
Every booking gets every active storage lock's code, whether or not the customer booked what is stored behind it. If a store should only open for some customers, don't make it a storage lock.

The switch on a storage lock works a little differently ("When this one is on, customers see it during booking when products and PIN codes are shown. When it is off, customers will not see it during those steps.").

If a location has only storage and access-point locks, you get "Warning: This location has only storage and access-point locks.": "They do not take bookings. Add a lock to make products bookable here, or sync locks you have paired in the Igloohome app." The location's readiness strip then says No locks added.

Switch a lock off (take a broken unit out of service) or back on

This is the answer to "how do I block a kayak that's broken" or "how do I take a unit out of rental". Use the switch in the lock's Active status column.

On the Locks tab, flip the lock's switch.
Rentalbuddy asks you to confirm:
- Deactivate lock: "This lock will no longer be available for new bookings. Bookings already on it keep their access codes unless you move them." If the lock still has bookings you also see "{{count}} upcoming bookings are still on this lock." with Open booking management.
- Activate lock: "This lock will become available for bookings and count toward your subscription."
Confirm with Deactivate or Activate. It is saved at once: Lock deactivated / Lock activated.

The column's help icon: "When a lock is active, customers can book the product on that lock. When it is inactive, that product is hidden and cannot be booked. Inactive locks do not count toward your plan's lock limit." An inactive row gets a warning icon: "This lock is inactive. The connected product will not be bookable."

Switching off keeps the lock, its number, its QR code and its history. Switch it back on when the unit returns. It does not move or cancel bookings already sold on it. Move those to another lock in booking management, where inactive locks are shown hatched and take no new bookings (see the booking management guide), or cancel them.

If every lock at a location is off: "Warning: All locks at this location are inactive." / "Customers will not see any products in the booking widget." The Activate all locks button there asks you to confirm ("{{count}} locks will become available for bookings and count toward your subscription.") and switches them on. It only switches on locks that carry products: storage locks and access points are left as they are, and so are Igloo locks added by Bluetooth ID that can't create PIN codes (sync those first, see PIN code warnings below).

To close a whole location for a day or a storm, opening hours and closed dates are usually the better tool. See the opening hours guide.

The lock limit: only active locks count

Your plan includes a number of active locks. Only locks that are switched on count, across all your locations. Inactive locks, spare locks you keep switched off, and Igloohome locks you have synced but not placed at a location are free.

The Locks tab shows "{{active}} of {{limit}} locks in use on your plan, across all locations". Settings → Billing shows Active locks with "Total: {{total}}, inactive: {{inactive}}".
At the limit, the tab shows "You have reached the maximum number of locks for your subscription plan. Please upgrade your plan to add more locks." The upgrade your plan link opens Billing.
Switching a lock on when no slot is free opens No active lock slots available: "Deactivate another lock or add an active lock to your subscription." Choose Replace lock to swap it with an active lock, or Add active lock to go to Billing.
Activate all locks is disabled at the limit with "Activating all locks would exceed your active lock limit."
At the limit, Save is disabled when you add a manual lock, and the Igloohome sync won't let you tick more locks than you have free slots. Switch another lock off first, or add a slot.
Replacing and moving locks never need a free slot. The count stays the same.

Locks on a manned location still count while they are switched on, even though they do nothing there.

Replace a broken lock with a spare

Use Replace lock when a physical lock breaks and a spare takes its place. The spare takes over the old lock's spot, its product and (if you want) its bookings. Your number of active locks stays the same, so it works even when your plan is full.

Keep the spare switched off. For Igloohome, pair it in the Igloohome app and sync it (it can stay unplaced). A manual spare is added switched on like any new lock, so it needs a free slot for a moment: if your plan is full, switch another lock off first, add the spare, switch the spare off, and switch the other lock back on.
On the Locks tab, find the broken (active) lock and press the swap icon at the end of its row (Replace lock; on a phone it is in the row's menu). Only active locks have it.
"Choose the inactive lock that takes over from {{lock}}. Your number of active locks stays the same." Pick the spare. Candidates are grouped as This station, This location, Other locations, Not connected (synced Igloo locks not yet at a location) and Not available (Has upcoming bookings).
Read what will happen, for example "{{incoming}} takes over the product {{product}}." and "{{outgoing}} is taken out of service and loses its product."
If the old lock has bookings, keep Move {{count}} upcoming bookings to {{lock}} ticked to move them to the spare. (Without booking management rights you see that the bookings stay on the old lock.)
Press Replace. You get Lock replaced or Lock replaced, {{count}} bookings moved.

Good to know:

Only a lock of the same type can replace another (an Igloo padlock for an Igloo padlock, a manual lock for a manual lock). Allockate doors can only be replaced within their own unit, and Gokaya 8E slots can't be replaced.
The spare keeps its own number and its own QR code. Put the spare's QR code on the unit.
If the swap works but the bookings can't be moved, you get "The locks were swapped, but the bookings could not be moved. Move them in booking management."
If some bookings were made under another product, they stay on the old lock and you get "Lock replaced. Bookings moved: {{moved}}, still on the old lock: {{stayed}}. They were made under another product; move them in booking management."
A connected sauna heater moves to the spare together with the lock's place, unless the spare already has a heater of its own. Check the heater's Connected lock afterwards (see the Harvia guide).
The Bluetooth ID of an Igloo lock can't be edited ("The Bluetooth ID cannot be changed. To switch to another physical lock, use “Replace lock”."). Replace is the way to swap hardware.

Move a lock to another location

Igloo padlocks and Igloo storage locks can move between locations of your account, for example for a new season. Open the lock's row actions and choose Move to another location. The action only appears when your account has another location that takes locks.

"Choose the location that {{lock}} moves to." Pick it under New location.
If the lock has a product, decide What happens to the product {{name}}?:
- Leave it at this location: "The lock arrives without a product. Assign one at the new location."
- Copy it to the new location: "The lock gets the copy. The original stays at this location." The copy gets a new article number. EAN and related accessories aren't copied.
- Move it with the lock: "The product keeps its settings and booking history." Only possible when this is the product's only lock and the product has no upcoming bookings. Otherwise the option says why ("The product is also on {{count}} other locks, so it can only be copied." or "The product has {{count}} upcoming bookings, so it can only be copied.").
- If the product has related accessories: "Related accessories are not carried over. Link them again at the new location."
Press Move. A notice above the tables confirms it, for example "{{lock}} and its product moved to {{site}}.", with Open locks at {{site}}.

What moves along and what doesn't:

Upcoming bookings block a move. "This lock has {{count}} upcoming bookings and cannot be moved. Move them to another lock in booking management, or use Replace lock, then try again." The dialog lists those bookings, each with a Booking link that opens it in a new tab.
The connected heater follows: "The connected heater follows the lock to the new location."
The QR code keeps working after the move ("The lock's QR code keeps working after the move."). For older locks the dialog instead says "Printed this lock's QR code before {{date}}? Print a new one after the move. Codes printed later keep working." Stickers printed before that date still point at the old location.
Storage codes already handed out keep working ("{{count}} codes are in use for this storage lock. They keep working after the move.").
Product groups: if the old location shows its products under headings (Booking experience → Product groups), a product that moves with its lock is taken out of those headings there. At the new location a moved or copied product isn't in any heading yet, so it shows under Other until you add it to one.
The lock stays switched on, so your lock count doesn't change.
You can't move a lock to a manned location.

Manual locks, Allockate doors and Gokaya 8E slots have no move action. To move a manual lock, add it at the new location and delete the old one (the old QR code then stops working). A spare can also be brought to another location with Replace lock (group Other locations).

Delete a lock (blocked while it has upcoming bookings)

Open the lock's row actions and choose Delete.
The dialog Delete lock asks "Are you sure to delete this lock?"
Confirm with Delete lock. You get Lock has been deleted.

A lock with upcoming bookings can't be deleted. Every booking on the lock that hasn't ended yet, and isn't cancelled or returned, blocks the delete, including one that is running right now. The dialog then says "This lock has {{count}} upcoming bookings and cannot be deleted. Move them to another lock in booking management, or use Replace lock, then try again." and lists the bookings with the customer's name, the dates and a Booking link that opens each one in a new tab. Move them (Edit Lock on the booking, dragging in Booking Management, or Replace lock with the option to move the bookings ticked), or cancel them, and delete again.

Bookings that have ended don't block the delete. They stay in Bookings as history.
Deleting is final: the lock's QR code stops working, and there is no undo. For anything temporary (damage, repair, winter), switch the lock off instead.
A connected sauna heater is unlinked from the deleted lock and shows Not connected to a lock.
A deleted Igloo lock is still in your Igloohome account, so it shows up again, unplaced, the next time you sync. Deleting doesn't remove it from Igloohome.

Removing a whole Allockate or Gokaya unit (Remove unit: "Remove {{name}} and all its locks? This cannot be undone.") is refused while its locks have active or future bookings: "{{name}} has upcoming bookings on its locks and cannot be removed. Cancel them or move them to another lock first, then try again." The dialog lists those bookings too.

PIN code warnings on the Locks tab

Rentalbuddy keeps track of whether each lock can really give customers a code. There are two levels:

Red: customers are booking a lock that gives no code. The location still takes bookings, so this is an error. You see a red banner above the tables, for example "Lock {{lock}} can't create PIN codes. Customers who book it get no code." (or "{{count}} locks can't create PIN codes…", "No lock here can create PIN codes. Every customer who books gets no code."), the Locks tab name turns red (tooltip Bookings without PIN codes), the lock's Bluetooth id gets a red warning icon (hover it for the reason), the Locations list shows a red icon after the location's name, and Home shows Bookings without PIN codes with Open the Locks tab (or View locations when several locations are affected). Only locks that are switched on and carry a product count here. A marked lock that is off or has no product only gets the icon on its row.
Amber: a lock that can never get codes. An old Igloo lock typed in by Bluetooth ID with nothing to issue its codes. It can't be switched on, so nobody books it, and the location's readiness strip lists Locks can't create PIN codes.

The red banner's first line names the lock (or counts them). The lines under it say what is wrong and what to do:

What you see	What it means	What to do
"Rentalbuddy could not get a code for them the last time it tried, so customers who book them may get no code…"	Igloohome refused the lock's code requests: at the test when the lock was placed, or twice in a row for bookings close to their start.	Check that your Igloohome connection works, that a payment method is in Igloo Connect, and that the lock is paired in the Igloohome app. Then use Sync this lock from Igloo on each marked lock. That tests it again and clears the mark if it works. Reconnecting Igloohome also retests every marked lock.
"They may not be able to create PIN codes. First use “Sync Igloohome locks”: it checks again and clears this warning for every lock Igloohome still lists for you…"	Igloohome didn't list the lock for your account at the last sync, or another Rentalbuddy account synced it.	First use Sync Igloohome locks or Sync this lock from Igloo: that checks again and clears the warning if the lock is still yours. If it stays, the lock has moved to another Igloohome account. Move its bookings, delete it here and sync it from the account that holds it, or contact support.
"Lock {{lock}} has no code saved. Customers who book it get no code."	A manual lock without a Master PIN.	"Open the lock on the Locks tab and enter its code."
Warning: Some Igloo locks at this location cannot create PIN codes. with "They were added by Bluetooth ID and are not linked to your Igloohome account…" (amber)	An older lock typed in by hand, not linked to your Igloohome account. Customers can't book it, and it can't be switched on.	Press Sync Igloohome locks: the sync matches it by Bluetooth ID and links it in place, keeping its number, product and bookings. If it stays marked, it isn't paired in the Igloohome app. Pair it there, or replace it with a synced lock.

Waiting bookings get their codes by themselves. Under the red banner it says "Affected bookings are retried automatically once the lock is fixed; their codes arrive within a few minutes." Rentalbuddy keeps retrying a failed code request until the booking ends. A lock marked as failing is not asked again until the mark is cleared: by Sync this lock from Igloo, by reconnecting Igloohome, or by Rentalbuddy's own retest after an Igloohome-wide outage. Once it is cleared, the bookings that are still waiting get their codes within a few minutes. Bookings that have already ended get none. The no PIN code guide explains the retries and how to help a customer who is waiting right now.

Problem alert emails. Rentalbuddy emails you about a problem only when a booking is about to be affected: when a lock fails to create a booking's code, or a lock unit goes offline, and a booking on it starts within the next 12 hours. The email goes to the addresses in Account Contact E-mail under Settings → Account (or, if none are set, to the users who can manage users), in English, at most one such email per account per 24 hours. Its subject names the problem, for example Lock 12 at Harbour cannot create PIN codes: a booking starts soon. A problem without a booking that soon (for example a lock that failed its test when you placed it) is not emailed, and a broken Igloohome login isn't either. Those are only shown in the admin, on Home and on the Locks tab, so check them yourself. When Igloohome itself is down for many customers at once, Rentalbuddy holds these emails and retests the locks every hour instead.

The vendor-side fixes (connection, payment method, pairing) are in Set up Igloohome for Rentalbuddy.

Manned locations take no locks

A location with staff on site (Manned) doesn't use locks. Products are booked without them, and no codes are ever made there. So:

A manned location with no locks has no Locks tab at all.
You can't add, sync, move or replace a lock onto a manned location.
If a location has locks and is later set to manned, the Locks tab stays and warns "Locks do nothing at a manned location.": "Customers never get a code for them, but active locks still count toward your lock limit. Move them to another location or delete them." Add lock and Sync Igloohome locks are hidden there.

How to set a location's staff presence is in the locations guide.

Several items behind one door, shared rooms and "dummy" locks

One lock row is booked by one customer at a time, and one physical Igloo lock can only be one row. The old Copy action for Igloo locks has been removed, because two rows of one physical lock would be booked separately.

Many items in one container or room: put the Igloo lock on the door as a Storage lock (every booking at the location gets its code), and add one Manual lock per rentable item so each item can be booked on its own. Each manual lock is switched on and counts toward your lock limit. Give them numbers or names customers recognise (for example "Kayak 3"), since customers see the number as Lock:.
Copies you made earlier with the old Copy action keep getting codes from the same Igloohome lock.
If you are unsure how to set up capacity for your case, contact support before you buy locks.

Allockate units and Gokaya 8E box stations

Allockate units (if you use Allockate lockers): choose Add lock → Allockate unit. First pick an existing unit or New unit with a Unit name ("An Allockate unit is one locker bank with several doors."). Then enter the IMEI / Device ID. Its doors appear as locks by themselves. A device not yet set up in Allockate asks how you use it (Kayak, Sauna or Advanced). Each unit has its own table with an Online or Offline chip for each device (hover Offline to see "Last contact: …"), open and lock buttons per door, and a menu with Edit unit and Remove unit.
Doors added while the unit was offline can't be opened yet. The tab then shows a blue note: "Some doors are waiting for their unit to come online." with "They were added while the unit was offline and cannot be opened yet. They link by themselves the next time this page loads after the unit has connected." Once the unit is online, open the Locks tab again.
Gokaya 8E stations (legacy cabinets) show as a Locks table with Open and Open all, and a status chip in the table's header: Online (heard from in the last 15 minutes), No signal (not heard from lately, or never connected, but not confirmed offline yet) or Offline (confirmed by Rentalbuddy's checks). Hover the chip for "Last contact: …" or "This unit has not connected yet." If customers can't open a box, check its power and SIM card first.

Lock units offline. Rentalbuddy checks every box station and Allockate unit every hour, and a unit that looks offline again at quarter past, half past and quarter to. Only after three offline readings in a row is it called offline. While its locks can be booked, an offline unit is shown in red: a banner on the Locks tab ("{{unit}} at {{site}} has been offline since {{date}}. Customers can't open its locks." with "Check that the unit has power and a network connection. This notice clears by itself once the unit reports again."), a red Locks tab mark, a mark in the Locations list, and Lock units offline on Home. If a booking on it starts within 12 hours, you also get a problem alert email (see PIN code warnings above). If the location is closed for the season, you only see a blue note, for example "The location is closed until {{date}}, so no customer is affected. You will get a warning if a unit is still offline a week before it opens." If you switch a unit off on purpose, switch its locks off too so they can't be booked.

QR codes for each lock

Locks that carry a product (Igloo padlocks, manual locks and Allockate doors) have a QR Code column with Show QR code, Copy booking link and Download QR code (PNG). A customer who scans it lands in the booking flow for that lock. Storage locks have no QR code. There is no print button: download the PNG and print it at the size of your sticker. The look (Edit style) is shared by all QR codes of the location. More in the direct links and QR codes guide.

Sync one lock and see what Igloohome last reported

You don't need a full sync to check one Igloo lock. Use Sync this lock from Igloo in its row actions. It also tries to get a test code.

Lock synced from Igloo: all good.
A warning with the code-check text: the lock was found but couldn't get a code.
"Igloohome still does not list this lock for your account…": see the table above.
Payment method required. Please add a valid payment method in the Igloo Connect portal to sync your locks.
Could not sync lock from Igloo: the request failed. Check your Igloohome connection.

To see what Igloohome reported (including the battery level), open an Igloo padlock with Edit and expand Igloo sync metadata (Igloo storage locks don't have it): Last synced, Device list (Igloo API) and Device detail (Igloo API). It is a snapshot from the last sync, not a live reading. A lock without a bridge doesn't report anything in between.

Who can change locks

Account owners and account members (and partner owners and members) can add, sync, switch, replace, move and delete locks. Account viewers and Booking staff can open the Locks tab and see every lock, but they can't change anything:

Add lock, Sync Igloohome locks, Add new product, Replace lock and Move to another location are hidden.
The switches in Active status and the Product pickers are greyed out, and the edit, sync and delete icons on each row are hidden.
The open and lock buttons on Allockate doors, and Open / Open all on a Gokaya 8E station, are hidden, so they can't open a door remotely.
Show Master PIN is still shown, so they can read a manual lock's code to a customer.

Booking staff can still move a booking to another lock with Edit Lock on the booking.

A working order for a brand-new lock

Pair it in the Igloohome app (or set the code on a manual lock), charge it, and put the number sticker on the unit.
Make sure the location is unmanned and has a product for the unit.
On the location's Locks tab, press Sync Igloohome locks (or Add lock → Manual lock).
Tick the lock, check its Location and Storage lock setting, and press Add lock (1).
Set its Locker number to your sticker number with Edit.
Pick its Product and press Save.
Check that no warning shows on the tab.
Download its QR code and put it where customers will look.
Book it once yourself before your first customer, with Make a test booking in the location page's top bar, next to Save (see the setup checklist).

Common questions

Where did Stations go? I can't find my locks. Open Locations, open the location and choose the Locks tab. The Stations page has moved there.

How do I add an Igloo lock with its Bluetooth ID? You can't any more. Pair the lock in the Igloohome app, then press Sync Igloohome locks on the Locks tab and tick it.

I synced my Igloohome locks but they don't show on the Locks tab. Why? Synced locks stay unplaced until you tick them in the sync dialog, give each a Location and press Add lock (1) / Add locks (n). Opened from Settings → Integrations, the dialog preselects no location.

My new lock doesn't show up when I sync. What now? Tick Show connected locks in case it is already placed, and check that it is paired in the Igloohome app under the account you connected, then press Fetch again. If you see Payment method required, add a payment method in the Igloo Connect portal.

How do I block a broken kayak or lock for rental? Switch the lock off in the Active status column and confirm Deactivate. Move any upcoming bookings on it to another lock in booking management.

Why can I see the product in the list but not select it? Every unit of the product is already on another lock. Raise the product's stock or remove it from a lock.

Do spare locks cost anything on my plan? No. Only locks that are switched on count toward your lock limit, so keep spares switched off (or synced but unplaced) and use Replace lock when one is needed.

Why is Save greyed out when I add a spare manual lock? Your plan's active locks are all in use, and a new manual lock is always added switched on. Switch another lock off, add the spare, switch the spare off, then switch the other lock back on.

Activate all locks didn't switch on every lock. Why? It leaves out storage locks and access points, and Igloo locks added by Bluetooth ID that can't create PIN codes. Sync those with Sync Igloohome locks first.

Does the QR code change when I move a lock to another location? No. It keeps working after a move within your account. Only stickers printed before the date shown in the move dialog need reprinting.

What happens if I delete a lock that still has bookings? You can't. The delete is refused while the lock has upcoming bookings, and the dialog lists them. Move them to another lock (Edit Lock, Booking Management or Replace lock), or switch the lock off instead.

I removed a lock. Where are the bookings that were on it? Bookings that had already ended stay in Bookings. Look them up there by the rental date or the customer, or search for the lock number (the guide on finding bookings has the details). Upcoming bookings can't be left on a lock you delete: they must be moved first.

Why can't I change the product on a lock? It says Product not changed. The lock still has upcoming bookings sold under its current product. Move them to another lock that carries that product (Edit Lock or Booking Management), then change the product and press Save again.

Can a lock be double-booked after I change its product? No. The change is refused while bookings under the old product are still coming up, and availability counts every booking on the lock whatever its product.

Why are the lock switches greyed out and the edit icons missing for me? You are an account viewer or Booking staff, who can see locks but not change them. Ask an account owner or member to make the change.

The Locks tab is red and says Bookings without PIN codes. What do I do? A lock customers can book gave no code. Follow the line under the banner (usually Sync this lock from Igloo, or reconnect Igloohome). Waiting bookings get their codes automatically within minutes once the lock works.

I got an email "Lock 12 at … cannot create PIN codes: a booking starts soon". Why? That lock failed to create a code for a booking that starts within 12 hours. Open the location's Locks tab and fix the lock as described there; if the customer arrives before that, give them the master code.

What does No signal on my box station mean? Rentalbuddy hasn't heard from the station in the last 15 minutes, or it never connected, but it isn't confirmed offline yet. Check its power and SIM card if it lasts. Offline means it is confirmed.