FAQs for site admins and owners

How do I add a new unit to an XS4 Com iGO site?

Both site owners and site admins can add a new unit to an XS4 Com site. Here's how:

1. Go to the main XS4 Com dashboard.
2. Select the Add Unit option from the Quick Actions drop-down menu.
3. Provide the required information:
   • Enter the Unit Name or Number.
   • Choose the floor from an existing drop-down menu or create a new one if necessary.

What does a site owner need to do after receiving an invitation email for XS4 Com iGO?

If the site owner is new to Salto KS and XS4 Com, they will receive an invitation email with a link to complete their profile setup and accept the terms of service on the XS4 Com platform. This step is necessary before they can manage the site and its settings.

How can a site admin correct site information in XS4 Com iGO?

If the site admin notices incorrect information on the Site Overview page, such as the Site Name or Site Address, they can make corrections directly through the platform. This ensures that all site information remains accurate and up to date.

For updates to the QR code, corrections should be made on the Entrances page, as QR codes are associated with specific entrances.

How does a site admin add residents to XS4 Com iGO?

To add and manage residents on an XS4 Com site, follow these steps:

1. Go to the Users tab in the XS4 Com, then select Residents.
2. Click Add Resident and enter the resident's email, first name, and last name. Assign the resident accordingly. For Residential sites, assign them to a specific unit and floor within the site. For Company sites, assign them to a specific company profile within the site.
3. After adding the resident, they will receive a notification email with a link to download the XS4 Com app (available for iOS and Android).
4. If the resident is new, they must accept the invitation to complete their profile and activate access.
5. To edit or remove a resident, go to the Residents list and select Edit or Remove next to the resident's name.

How does adding a resident differ for a company site compared to a residential site?

For residential sites, residents are assigned to a specific unit and floor within the site.

For company sites, residents are assigned to a company profile within the site.

How can site admins enroll additional site admins for a site?

Only existing site owners can enroll additional site admins for an XS4 Com site. Here's how:

1. Go to the Users tab in the XS4 Com, then select Site Admins.
2. Click on Invite Site Admin and enter the email, first name, and last name of the new site admin.
3. The new site admin will receive a site invitation email with a link to access XS4 Com, along with links to download the XS4 Com app from app stores. If they are new to Salto KS or XS4 Com, they will also receive a profile completion email prompting them to complete their profile setup first.

Only site admins can manage other site admin enrollments. Once enrolled, the new site admin will have access to manage the site and its residents.

What is the maximum number of users XS4 Com can support in a single unit?

XS4 Com can technically support an unlimited number of users in a single unit. However, the number of users allowed may depend on the subscription plan you have. This ensures that XS4 Com can meet the needs of both small and large installations, with the flexibility to scale as needed.

What options are available for customizing how residents' names are displayed in the XS4 Com phonebook?

You can choose Full Name (default), First-Initial + Last Name (or vice versa), Initials Only, or use a resident's alias if assigned. Configure the display per entrance in Intercom Config. Then select the desired entrance and Phonebook Display. If a resident has an alias, the alias will appear in the phonebook for that entrance.

How does the Site Admin choose how residents' names are displayed in the XS4 Com phonebook?

Open Intercom Config, select an entrance, then open Phonebook Display. Choose the preferred format (Full Name, Initials, or First-Initial + Last Name).

How can a Site Admin assign an alias to a resident in the phonebook?

To assign an alias to a resident, log in to XS4 Com and navigate to the Residents section.

Click the three-dot menu next to the resident's name and select Set Alias to customize their alias.

Enter the desired alias in the Alias field (maximum of 100 alphanumeric characters).

Save changes. The alias will now appear in the phonebook instead of the resident's full name.

How can I enable or disable the Welcome Screen?

From Intercom Config, select an entrance, then open Welcome Screen. Here you can turn the Welcome Screen on or off and show up to three quick-call buttons for contacts like concierge, delivery, or security.

How can I customize the Welcome Screen design?

From Intercom Config, select an entrance to customize its individual settings. Then open Welcome Screen. Choose up to three quick-call buttons, use the default background or upload your own image, and preview the layout before saving.

How can I change the order in which residents appear in the phonebook?

In Intercom Config, select an entrance, then open Phonebook Display. Choose sorting by First Name (A—Z / Z—A), Last Name (A—Z / Z—A), or Date Added. Residents are always grouped by unit. If a resident has an alias, the alias is used for sorting.

How can I adjust call duration and ring timeout?

From Intercom Config, select an entrance, then open Call Properties to set call duration and ring timeout for that specific entrance. Here you can set how long a call will remain active before ending automatically and how long the system will ring before stopping.

How can I set ringtones for calls?

From Intercom Config, select an entrance, then open Call Properties. Here you can set the ringtone for outdoor calls from the predefined list. This setting applies per entrance.

Residents, on the other hand, can choose their indoor ringtone from the same predefined list or use their own device's tone. The indoor ringtone is the same across all entrances and sites.

What are Call Options in XS4 Com?

Call Options are three predefined options or categories for calling in XS4 Com: Reception, Deliveries, and Security. Site Admins can assign one or multiple residents to these options. If enabled, visitors can select one of these options from the Welcome Screen when arriving at an XS4 Com entrance, allowing the call to be routed to all assigned residents instead of doing an individual call. This way, the call can be picked up by whoever is available first.

How does a Site Admin assign residents to a Call Option in XS4 Com?

To assign residents to a Call Option in XS4 Com, log in to the web application and follow these steps:

1. On the navigation menu, under Site, click on Intercom Config, select a specific entrance from the table, and make sure to be on the Main Screen chip, which will show all the configuration options for the phonebook display on the Welcome Screen.
2. On the screen, under Call Options, you will see the three available options: Reception, Deliveries, and Security. Check the box next to each name to enable the group you would like to create.
3. By checking the box, a new field will appear underneath the name for you to search and assign residents to the option. From the same search bar, you can select multiple people by checking the boxes next to their names.
4. When finished, the number of selected residents will be displayed in the same search bar, e.g.: "6 residents selected."

Which Call Options are available in XS4 Com?

Site Admins can enable and assign residents to three predefined Call Options:

• Reception: For front desk or reception staff, responsible for greeting and assisting visitors.
• Deliveries: For personnel handling deliveries, couriers, and package reception.
• Security: For security staff, responsible for monitoring and managing building access.

What is the maximum number of residents a Site Admin can add to a Call Option?

Site Admins can add up to 15 residents to the same Call Option.

How does the alias work across multiple sites for a Resident?

An alias is a site-level property, meaning it is specific to each site. If a resident is listed in more than one site, the alias must be set individually for each site. For example, if a resident belongs to two sites, you will need to assign the alias for each site separately.

How can a Site Admin configure the display of building details in the phonebook?

Open Intercom Config, select an entrance, then Welcome Screen. Choose how building information is shown: Site Name & Address, Site Name Only, or Address Only.

How can a Site Admin configure the display of unit details in the phonebook?

To configure the display of unit details, log in to XS4 Com and go to Phonebook Configuration under the Site section.

Select how unit information is shown:

• Unit name & number
• Unit name only (if applicable)
• Unit number only

You can also control whether the unit list is:

• Expanded on load
• Collapsed on load

These settings will define how unit details appear in the phonebook.

What does an Unsubscribed Resident status mean?

An Unsubscribed Resident is a user who is no longer counted toward the site's subscription. While their profile remains in the system, they do not have access to site functionalities within XS4 Com. Site Admins can manage a resident's subscription status through the Residents page.

Example usage:

• For KS: Unsubscribed Residents do not count toward the voucher limit and cannot use site functionalities.
• For Homelok: Unsubscribed Residents are not included in the site's subscription and are not counted in the billing. They also cannot use site functionalities.

Can Site Admins change a resident's status to Subscribed/Unsubscribed?

Yes, Site Admins can change a resident's status between Subscribed and Unsubscribed. To do so, they need to navigate to the Residents section within the Users page of XS4 Com. Here, they can toggle the subscription status for each resident.

Can a Site Admin manage unsubscribed residents?

Yes, Site Admins can manage unsubscribed residents, but these residents cannot access the site.

Can a Site Owner be unsubscribed?

Yes, but they must first transfer ownership of the site. Once ownership is transferred, the previous Site Owner can be unsubscribed.

When does a Resident appear in the XS4 Com phonebook?

Residents will appear in the XS4 Com phonebook after they complete their first login to the XS4 Com app. They also need to be Subscribed Residents. If a resident is unsubscribed, they will not be listed in the phonebook, even if they were previously active. In addition, Unsubscribed Residents cannot issue Remote Opening commands.

What happens if a Site Admin tries to subscribe a Resident, but the subscription limit has been reached?

For KS, if a Site Admin attempts to subscribe a Resident and the subscription limit has been reached, they will receive a message informing them of this. The resident will not be subscribed. If the Site Admin is inviting a new resident and the limit has already been reached, they will have the option to create them as unsubscribed or cancel the invitation.

For Homelok, there is no subscription limit, so this scenario does not apply.

Can an unsubscribed Resident be invited to the site again?

An Unsubscribed Resident remains in the system but does not have access to the site. Site Admins can change their status back to Subscribed from the Residents section within the Users page. There is no need to send a new invitation unless the resident was previously deleted.

Can a Site Admin unsubscribe themself?

No, a Site Admin cannot unsubscribe themself. Subscription management must be done by another Site Admin with the necessary permissions.

Can an unsubscribed Site Admin perform any actions on the site?

An unsubscribed Site Admin can log in but has only read-only access. They cannot invite people, create units, or manage Residents.

How can I update my phone number as a site admin?

You can update your phone number through the XS4 Com platform or Salto KS you have access to. Here's how to do it via the XS4 Com platform:

1. Log into your dashboard.
2. Click on your profile icon at the top right of the page.
3. Choose View Profile to open your details.
4. Next to your current phone number, select Change.
5. Enter your new phone number.
6. Click Save to confirm the changes.

What are the network requirements for an XS4 Com KS installation?

Check the FAQ for the access control solution you're using for additional network requirements. The KS network requirements are available on the KS support site.

What are Live Captions in XS4 Com?

Live Captions in XS4 Com provide real-time captions during calls between visitors and residents. Live Captions are enabled by default on all XS4 Com entrances. During a call, visitors and residents can turn the feature on by pressing the Live Captions icon in the call menu. When the feature is on, captions are only visible to the person who has enabled them.

How do I set languages for Live Captions in XS4 Com?

When Live Captions are enabled, captions will automatically try to use the visitor's chosen language, followed by up to three additional languages configured by the site admin.

To configure the languages, log in to the web application and follow these steps:

1. On the navigation screen, under Site, click Intercom Config, select a specific entrance from the table, and make sure to be on the Call Properties chip, which shows all the options available for a call.
2. On the screen, you will see Enable/Disable Live Captions. Live Captions are enabled by default for every entrance and will be available for every call.
3. Below, the site admin can choose up to three fallback languages for Live Captions by clicking the Select Languages drop-down menu and selecting the languages.
4. When finished, click Save in the right-hand corner of the screen.

For more information, see What language will Live Captions use in XS4 Com?.

Can I disable Live Captions in XS4 Com?

Yes. Live Captions in XS4 Com are enabled by default for every XS4 Com entrance. To disable Live Captions, the site admin can log into the web app and navigate to Intercom Config on the navigation screen. Select a specific entrance and make sure to be on the Call Properties chip. On the screen, you will see Enable/Disable Live Captions. To disable, toggle off Live Captions, and the option will no longer be available to visitors and residents during a call.

What language will Live Captions use in XS4 Com?

The Live Captions language in XS4 Com will be dynamically set at the start of the call. The first language that is detected locks the Live Captions language for the remainder of the call.

In XS4 Com iGO entrances, the first language detected will be determined by one of the following criteria:

1. Live Captions will initially be determined by the visitor's browser locale. Microsoft Azure Speech-to-Text (STT) supports more than 140 languages, allowing captions to be generated even if the language is not currently supported by XS4 Com.
2. Before the call starts, the visitor can also set a language other than the browser locale using the language selector chip in the top-right corner of the screen. This will become the initial language detected for Live Captions.
3. If the visitor or resident begins speaking one of the fallback languages selected by the site admin, this will be detected and used for the Live Captions throughout the call.

What happens if the language spoken is not supported in XS4 Com?

If the spoken language is neither the visitor's initially selected language nor one of the three fallback languages set by the site admin, the captions will display illegible text.

For more information, see What language will Live Captions use in XS4 Com?.

Will Live Captions always show in a call if they are enabled in XS4 Com?

No. Live Captions in XS4 Com are enabled by default for every entrance, but visitors and residents must turn them on for themselves during a call by pressing the Live Captions icon. Residents can choose to set Live Captions on by default, in which case captions will appear on every call.

What will the visitors and residents see if I disable Live Captions in XS4 Com?

If Live Captions are disabled for an XS4 Com entrance, visitors will see a normal call screen with the Live Captions icon hidden. The resident will always see the captions icon in the call menu. If they turn it on during a call, they will receive a pop-up message indicating captions cannot be used because the site admin has disabled Live Captions on this entrance.

How are Live Captions generated in XS4 Com?

Live Captions in XS4 Com are generated through artificial intelligence and speech recognition technologies. A pop-up with the message "Live Captions are generated by AI" will appear when captions are optionally enabled by either the visitor or resident. This means the XS4 Com platform utilizes MS Azure Speech-to-Text (STT), which uses machine learning and AI to convert speech to text and configure the captions. The Live Captions AI disclaimer can be dismissed at any time.

Will visitors and residents know whether the other person has turned on Live Captions in XS4 Com?

No. There is no notification when the other person turns on Live Captions. Captions appear only on the screen of the person who has enabled them. Audio streams are processed as follows:

• If the resident turns on Live Captions, only the visitor's audio stream is sent to Microsoft Azure Speech-to-Text (STT) for processing and caption generation. The visitor will not be notified that the audio stream is sent.
• If the visitor turns on Live Captions, only the resident's audio stream will be sent for processing and caption generation. The resident will not be notified that the audio stream is sent.
• Only if both parties independently enable Live Captions are both audio streams sent for processing and caption generation. Neither party is notified that both audio streams are sent.

Audio streams are processed for immediate use only. Salto does not retain any of the audio, captions, or transcriptions generated through the Live Caption functionality in XS4 Com.

What is Service Status in XS4 Com?

Service Status shows the current health of XS4 Com platform services. It appears as a tab in the app menu with an icon. A green circle with a check mark means services are fully operational. An orange circle with an exclamation mark means minor issues. A red triangle with an exclamation mark indicates a significant incident.

How do I use Service Status in XS4 Com?

Select the Service Status menu item to open a pop-up with a short summary, and in case there's an active incident or issue, the option to View latest updates.