top of page

Welcome to the Whoo Family!

On the day of installation, you will receive an invitation to access our Whoo Console — the platform you’ll use to add residents and invite them to connect with the new intercom system being installed at your building(s).

What You’ll Need to Get Started:

  1. Tenant Details
    Including resident names, apartment numbers, and contact information (email and/or phone number) to properly configure the intercom and send app invitations.

  2. Credit Card Information
    For activating your subscription. Payments are processed automatically through our secure system.

Create Your User Account

You’ll receive an email invitation that looks like the example below:

crate-accunt
invitation-email.jpg

How to Activate Your Account

  1. Click the blue "Activate My Account" button.
    This will open a new window in your web browser.

  2. Press "Continue" and follow the prompts to create a password.
    This step completes the account creation process.

  3. Important:
    Once your account is created, make sure to save your login information. This is how you'll access your building, so keeping this information secure is essential.

set-up-resident

Getting Started in the Whoo Console

When you first log in to the Console, you may see an empty homepage with no Properties listed.
This simply means your account setup is still in progress. Your Sales Representative is working on adding your Properties and Buildings, and will notify you once everything is ready.

Setting Up Your Building

Once your Property(ies) and Building(s) have been added, you’ll need to complete the Resident Setup for each building.

Follow these steps:

  1. Click on the name of the Property that shows a status labeled “Setup Residents.”

  2. Then, click “Setup Residents” on the associated building card.

This will take you to the Building Setup screen, which consists of 2 simple steps to complete your configuration.

​Step 1 of 2 – Upload Resident Info

a. Download the Template
Click to download the Excel template provided in the Console.

b. Fill Out the “My Building” Tab
Open the file and go to the “My Building” tab. You’ll see helpful tooltips and column headers starting in Row 3. Follow these instructions carefully:

ColumnDescription:

​

  1. Unit#- This is the most important field. Each unit number creates a button on the intercom.-The intercom system displays this information

  2. Label.  (e.g., “LAST NAME”, “Front Desk”) -The intercom system displays this information

  3. Resident Name  Used for your internal reference only and is searchable. Please put First Name, Last Name

  4. Email- Required if you want the tenant to receive a pairing email to download and connect the app.

  5. Phone #- (Optional )unless the tenant is not using the app. If no app is paired, the system will use this number to call the tenant.

You can refer to the “Examples” tab in the spreadsheet to see how the formatting should look, but only enter your data in the “My Building” tab.

Understanding Intercom Behavior

The Whoo intercom is designed primarily for residents to use the Whoo mobile app. The way the intercom behaves depends on whether or not the resident has paired their app:

✅ Scenario 1 – App Paired
When a tenant downloads the app and completes pairing, their status in the Console changes from “Not Paired” to a green checkmark.
Once paired, the intercom ignores the phone number and calls the app directly.
Benefit: The tenant can answer from anywhere, see who is at the door with one-way video, and speak using two-way audio.

📞 Scenario 2 – App Not Paired
If the tenant has not downloaded the app (status shows “Not Paired”), the intercom will call the phone number listed in the system.
Note: This will be audio only.

☎️ Scenario 3 – App + Landline (both can be called)
If you also need a landline to ring, create a separate resident contact for the same unit with the landline number:

  1. Open the unit in the Console

  2. Click + Add Resident Contact

  3. Enter a clear label (for example, “Unit 2 Landline” or “Front Desk”)

  4. Add the landline phone number and do not pair an app for this contact

  5. Save

With this setup, the intercom can call the paired app contact and the separate landline contact.
Result: The app user gets video and audio, while the landline receives an audio call.

Multiple Users per Unit and Pairing Devices

You can add multiple users (roommates, family members, staff) to the same unit/button. If all have the app installed and paired, the first person to answer will get the video feed and speak to the visitor.

Pairing Tablets or Additional Devices

If you want to pair a tablet, additional phones, or any additional device

  • You must create a separate entry in the spreadsheet for each device, even if it belongs to the same unit.

  • This is because the system provides only one pairing code per device

  • Each device needs its own pairing code to be linked to the intercom.

🔐 Important: Pairing codes are unique per user. If you want to pair more than one device, each one must be added as a separate contact in the sheet.

c. Upload the Completed File
Once your information is filled out under the “My Building” tab, go back to the Console and upload the file.

d. Click “NEXT” to proceed to Step 2.

​

Step 2 of 2 – Subscription Confirmation & Payment Method

This screen will display the number of subscriptions being added to your account.

You have two options:

  • Click “Pay Now” if you’re ready to enter your payment details.

  • Click “Send Invoice” if someone else (e.g., your Accounts Payable team) will handle the payment.

You will then be redirected to our secure payment provider, Stripe, where you can:

  1. Enter your credit card information

  2. Click “Subscribe” to complete the transaction

Your card will be charged annually based on the number of active subscriptions.

✅ Onboarding Complete

Once payment is submitted, you’ll receive a confirmation message letting you know that your onboarding is complete and your system is ready to use.

invite-residents

Inviting Your Tenants

Once your tenant list has been uploaded, you’ll see all the residents displayed in the Console.

To invite them to connect with the intercom:

  1. For each tenant, click the “Not Paired” button next to their name.
    This will generate an auto-filled email containing a unique pairing code.

  2. Send the email to each tenant individually so they can download the app and complete the setup.

pairing-code

Two Ways to Send a Pairing Code to Your Tenants

You can send the pairing code using either of the following methods:

1. Click the “Not Paired” bubble
This will automatically open your email client and generate a pre-filled email containing everything the tenant needs to pair their phone with the intercom system.

2. Click the Person Icon in the Action Column
Then select “Send Pairing Code.”
Just like above, this will open your email with a pre-filled message ready to send to the tenant.

Both methods provide the tenant with the unique pairing code and clear instructions for getting started.

​

adding-tenants

Adding an Additional Tenant or Device to a Unit

To add another resident or a device (like an iPad or tablet) to an existing unit:

  1. Locate the unit you’d like to update and click the house icon.
    From the dropdown menu, select “Add Resident Contact.”

  2. Enter the name, phone number, and email for the new resident or device, then click “Done.”

The Number of Contacts (NOC) will automatically update to reflect the addition.

To view all contacts assigned to that unit, click the arrow next to the house icon.

Note: To pair a device such as a tablet or lobby screen, follow the same process as adding a resident. Each device must be added as a separate contact in order to receive its own unique pairing code.

​

remove-residence

Removing a Resident from a Unit

You can add or remove residents at any time — either immediately or for a future date.

To remove a resident:

  1. Click the house icon next to the unit.

  2. Select “Remove Resident” from the dropdown menu.

  3. Choose the removal date (now or in the future), then click “Submit” to confirm.

adding-resdence

  1. Click “+ Add Residence.”

  2. Enter the Unit Number and/or a Label (e.g., "Penthouse" or "Smith").

    This information will appear on the intercom screen.

  3. Select the Move-In Date — this can be today or a future date — then click “Submit.”

  4. Add the tenant’s Name, Phone Number, and Email, then click “Done.”

Your new unit and resident will now be added to the system and ready for pairing.

​

Set up Keyless Access Buttons in Whoo Console 

​​

  1. Click “Add Residence.”

  2. Uncheck the option for “Keyless Entry Only.”

  3. From the Label dropdown menu, select the appropriate option for the unit or space.

  4. Click “Submit.”

  5. A new window will open, allowing you to enter any additional information if needed.

  6. To share the PIN code, you can copy it manually or click the icon on the left, which will open a pre-filled email you can send directly to the intended recipient.

How Property Managers Can Share Pin Codes with Couriers

To ensure secure and efficient deliveries, property managers should follow these steps when sharing building pin codes with couriers:​

​

1. Set Up Keyless Access Buttons in the Whoo Console

- Log In to the Whoo Console: Access your property’s account in the Whoo console.
- Create Keyless Buttons: Add a button for each courier (FedEx, UPS, USPS,) in the system.
  - Free of Charge: These buttons are complimentary and designed to simplify access for couriers.
- Label Each Button Clearly: Assign clear, courier-specific names such as *FedEx Access*, *UPS Delivery*, *USPS Entry*, or *Management*.

2. Contact Courier Offices

- Locate Contact Information: Identify the regional or local office contact details for each courier.
- Courier-Specific Preferences:
  - FedEx & UPS: Use email to submit building codes and access instructions.
  - USPS: Visit or call your local post office, as they may require a physical form or additional confirmation.

3. Share Key Information

When communicating with couriers, provide the following details:
- Building Address: Include full details for clarity.
- Assigned Pin Codes: Specify codes for entry through the intercom system.
- Delivery Instructions: Highlight access hours, designated drop-off locations, or any other special instructions.

4. Explain Keyless Buttons

  • Inform couriers that the keyless buttons are secure and user-friendly, providing hassle-free entry for authorized drivers.

  • Highlight that this system simplifies the delivery process. Simply add the pin code under the "DELIVERIES" section in the intercom system.

5. Confirm Receipt

- Request confirmation from the courier office to ensure the codes have been received and properly distributed to their drivers.
- For Amazon, verify receipt through their platform or delivery support team.

6. Maintain Ongoing Communication

- Update Promptly: Inform couriers immediately about any changes to pin codes or delivery instructions.
- Encourage Feedback: Let couriers know they can contact the property manager if they encounter issues accessing the building.

​

By following these steps and leveraging the Whoo console, property managers can enhance building security while ensuring efficient and seamless delivery experiences for couriers.
Courier Pincodes
Keyless
bottom of page