Operator Guide

Reference guide for Hygate operators — staff who manage day-to-day operations.

Overview

Operators have focused, operational access to Hygate. You can manage doors, devices, sessions, payments, and reports, but you cannot change integration settings, invite team members, or modify security policies.

What You Can Do

Access These Modules

Dashboard — View system health, active sessions, and recent payments
Doors — View, edit, and manage door status
Devices — View, edit, and manage device status
Locations — Rename locations
Payments — View payment history and details
Reports — View revenue and usage analytics
Sessions — Monitor active and completed sessions
Settings → General — Change your own password

Cannot Do These Things

Action	Why Not
Configure TTLock credentials	Requires administrator access
Configure Shelly settings	Requires administrator access
Configure Stripe	Requires administrator access
Configure email provider	Requires administrator access
Change security settings	Requires administrator access
Invite team members	Requires administrator access
Delete locations	Requires administrator access
Delete doors	Requires administrator access
Delete devices	Requires administrator access
View audit logs	Requires administrator access
Force-end sessions	Requires administrator access
Mark sessions as failed	Requires administrator access

Dashboard for Operators

Your dashboard shows the same information as administrators:

Active sessions with countdown timers
Module health indicators
Revenue overview
Recent payments
System overview

Use the dashboard as your morning check-in to see the current state of operations.

Managing Doors

Viewing Doors

Navigate to Doors to see all configured locks. Each door shows:

Door name and location
Current status (Active, Passage Mode, Maintenance Mode)
Last sync time with TTLock

Changing Door Status

Click on the door you want to manage
Change the status dropdown:
- Active — Normal operation
- Passage Mode — Door stays unlocked (schedule must be configured)
- Maintenance Mode — Door unavailable for payments
Save

Generating QR Codes

Open a door detail page
Click Generate QR Code
Customize the header, subtitle, color, and footer
Download and print

Editing Door Details

You can edit:

Name — Change the display name
Description — Update the description
Notes — Add or update notes

You cannot change:

Location assignment
Access price (overrides)
Access duration (overrides)

Managing Devices

Viewing Devices

Navigate to Devices to see all configured relays. Each device shows:

Device name and location
Status (Active or Maintenance Mode)
Number of usage plans
Current relay state

Changing Device Status

Click on the device you want to manage
Change the status dropdown:
- Active — Normal operation, payments accepted
- Maintenance Mode — New payments blocked, existing sessions continue
Save

Manually Controlling Relays

You can manually switch relays:

Power ON — Turn the relay on immediately
Power OFF — Turn the relay off immediately

Use these controls for testing or emergency situations.

Editing Device Details

You can edit:

Name — Change the display name
Description — Update the description

You cannot change:

Location assignment
Usage plans (view only)
Add/delete devices

Managing Locations

Viewing Locations

Navigate to Locations to see all configured spaces. Each location shows:

Location name and address
Number of doors
Number of devices

Renaming Locations

Click on the location
Change the name or address
Save

You cannot create new locations or delete existing ones. Contact your administrator for structural changes.

Viewing Payments

Navigate to Payments to see the complete transaction history:

All payments with status (PENDING, SUCCEEDED, FAILED, REFUNDED)
Filter by date, module, status, and location
Export payment data

You can view payment details but cannot initiate refunds. Contact your administrator for refund requests.

Viewing Reports

Navigate to Reports for business analytics:

Revenue breakdown by module and location
Usage analytics and session metrics
Revenue charts (daily, weekly, monthly views)
Export capabilities

Viewing Sessions

Navigate to Sessions to monitor device access:

See all active, completed, and cancelled sessions
Filter by status, device, or location
View session details and countdown timers

You cannot force-end sessions or mark them as failed. Contact your administrator for session recovery actions.

Changing Your Password

Go to Settings
Open the General tab
Click Change Password
Enter your current password and new password
Confirm the new password
Save

Tips for Operators

Daily Operations Checklist

Check the dashboard for active sessions
Verify module health indicators are green
Review recent payments for failed transactions
Check for any sessions stuck in an abnormal state

Common Tasks

Task	Where to Go
Temporarily close a door	Doors → Select door → Maintenance Mode
Temporarily disable a device	Devices → Select device → Maintenance Mode
Print a new QR code	Doors → Select door → Generate QR Code
View today's revenue	Reports → set date range to Today
Manually control a device	Devices → Select device → Power ON/OFF
Rename a location	Locations → Select location → Edit name

When to Contact Your Administrator

Situation	Who to Contact
Stripe payment issues	Administrator — needs to check Stripe config
TTLock sync not working	Administrator — needs to verify TTLock credentials
Device not responding	Administrator + Shelly support
Need to add a new door or device	Administrator
Need to change integration settings	Administrator
Need to refund a payment	Administrator
Need to recover a stuck session	Administrator
Security concern	Administrator immediately

Understanding Your Role

Operators are trusted to manage day-to-day operations without administrator privileges. This separation of concerns:

Protects sensitive configuration — Integration credentials stay secure
Prevents accidental damage — Can't delete doors, devices, or locations
Maintains security policies — Can't change 2FA or session policies
Enables delegation — Trusted staff can operate without full admin access

If you need access to a feature you can't see, contact your administrator.