Automate ProDataKey access control with Zapier

Automatically manage storage unit access by connecting Storeganise and ProDataKey through Zapier. These pre-built automation templates handle everything from granting access at move-in to revoking access for overdue customers—eliminating manual key management and ensuring only authorized customers can access their units.

Prerequisites

Before setting up these automations, you'll need:
  • Active Storeganise account
  • Active ProDataKey account with access control system configured
  • Zapier account (free or paid plan, depending on automation volume)
  • ProDataKey API credentials (available from your ProDataKey dashboard)
  • Storeganise connected to Zapier

Field mapping issues after going live

If you see a yellow exclamation mark (⚠️) in the Configure tab or if fields aren't mapping correctly after going live:

  1. Go to Zap Runs in the left sidebar
  2. Select the latest run and click Use as test data
  3. Reconfigure your Zap using this live test record to remap all fields
  4. Test each step to verify correct mapping

Using real customer data from your live environment ensures accurate field mapping.

Available automation templates

Storeganise provides 5 pre-built Zapier templates that handle the most common access control scenarios:
1. Create ProDataKey holder and sync PIN at move-in (new customers)
Use this when: A customer moves in who doesn't already have a ProDataKey holder profile.What it does:
  • Creates a new holder in ProDataKey using customer details from Storeganise
  • Adds the holder to the appropriate access group for their storage unit
  • Generates a unique PIN code for facility access
  • Syncs the PIN code back to the customer's Storeganise profile
Use this Zap template
2. Add existing holder to group and sync PIN at move-in (returning customers)
Use this when: A returning customer moves in who already has a ProDataKey holder profile.What it does:
  • Finds the existing holder in ProDataKey by email
  • Adds them to the access group for their new storage unit
  • Retrieves their PIN code (or generates a new one if needed)
  • Updates their Storeganise profile with the PIN
Use this Zap template
3. Remove holder from group at move-out
Use this when: A customer has completed their move-out and no longer requires facility access.What it does:
  • Finds the holder in ProDataKey by customer details
  • Removes them from the access group for their former unit
  • Revokes their facility access permissions
Use this Zap template
4. Revoke access when unit becomes overdue
Use this when: You want to automatically lock out customers who haven't paid their rent.What it does:
  • Monitors for unit rentals marked as overdue in Storeganise
  • Finds the customer's ProDataKey holder profile
  • Removes them from their access group
  • Prevents facility access until payment is received
Use this Zap template
5. Restore access when overdue status is removed
Use this when: You want to automatically restore access after an overdue customer pays.What it does:
  • Monitors for unit rentals with overdue status removed
  • Finds the customer's ProDataKey holder profile
  • Re-adds them to their access group
  • Generates a new PIN code and syncs it to Storeganise
Use this Zap template

How PIN codes are stored in Storeganise

Before setting up your Zapier PDK automations, you need to create a custom field in Storeganise to store ProDataKey PIN codes.
Create the custom field
  1. Go to Main Settings → Custom Fields in Storeganise
  2. Click Add User Custom Field
  3. Configure the field:
    • Title: PDK PIN (or your preferred display name)
    • Code: pdk_pin   (this is the technical identifier you'll use in Zapier)
    • Field type: Text
  4. Click Save
Important: Make note of the field code (pdk_pin  ) as you'll need this when configuring your Zaps.
Configure Zapier to sync PIN codes
When setting up your Zap, you'll need to map the ProDataKey PIN to your custom field:
  1. In your Zap, find the Update User in Storeganise action step
  2. Click on the Custom Fields
  3. In the field mapping section, you'll see two options:
    • Field name - Enter your custom field code: pdk_pin   (not the display name)
    • Field value - Map PIN from the ProDataKey test data
  4. Click Test step to verify the PIN syncs correctly
  5. Check the customer's profile in Storeganise to confirm the PIN appears in the PDK PIN custom field

View a customer's PIN code
Once automations are running, you can view any customer's PIN code:
  1. Go to the customer's profile in Storeganise
  2. Scroll to the Custom Fields section
  3. Look for the field labelled PDK PIN
  4. The PIN code will be displayed here
Note: You can use a different custom field code (like access_pin   or pdk_access_code  ) as long as you use the same code consistently in all your Zaps.

Troubleshooting common issues

Holder not found when trying to add to group
Problem: Zapier shows an error: "Holder not found" when trying to add an existing customer to an access group.Cause: The customer's email or phone number in Storeganise doesn't match their ProDataKey holder profile.Solution:
  1. Check the customer's email and phone number in Storeganise
  2. Verify these match exactly in their ProDataKey holder profile
  3. Update either system to ensure matching contact information
  4. Re-run the Zap to process the customer again
Alternative: Use automation template #1 (create new holder) instead of template #2, which will create a new holder profile with the correct information.
Duplicate holders are being created
Problem: Returning customers are getting duplicate holder profiles in ProDataKey.Cause: You're using automation template #1 (create new holder) when you should use template #2 (add existing holder).Solution:
  1. Turn off the "Create holder at move-in" Zap (template #1)
  2. Turn on the "Add existing holder to group at move-in" Zap (template #2)
  3. For customers with duplicate profiles, manually merge them in ProDataKey
  4. Going forward, template #2 will find existing holders instead of creating duplicates
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Automate ProDataKey access control with Zapier