Everything LockerLine Systems does, in plain language — for customers, tenants, and the office team. This page is updated in the same release as any feature change, so it always matches the software you're using.
LockerLine Systems is the software; your facility is the brand. Customers see your facility's name, colors, and photos on the public website and in the Tenant Portal — exactly as if the system were built just for your business. The LockerLine Systems name appears only where you work — the admin portal and this walkthrough — plus the small footer credits on the website: a “Powered by LockerLine Systems” line and the copyright line, “© LockerLine Systems. All rights reserved.” To make it yours, set your facility name and contact details in Settings, pick your two brand colors under Settings → Branding, and add photos to your unit sizes on the Units tab — the getting-started checklist on the admin dashboard walks you through it.
LockerLine Systems can run several storage facilities from one website and one database. Each facility (location) has its own name, address, phone, gate and office hours, unit sizes, inventory, prices, protection plans, promotions, late-fee schedule, and lease template. Nothing is shared between locations except tenant accounts: a customer uses one email login and can hold leases at several locations at once.
/f/<location>/ — for example its own home page, unit sizes, facility map, online rental, reservations, and contact form. The header shows a Change location switcher whenever more than one location is active./units.html) keep working and show the default (first) location, so old links and bookmarks never break.The Unit Sizes & Pricing page shows the current location's sizes, prices, features, and a live list of available units with filters (size, max price, feature, search) plus a color-coded facility map (green = available — click one to rent it). Counts are computed from real inventory at the moment the page loads — never cached. Sizes with photos show the cover photo on their cards with a thumbnail strip for the rest, and each facility's pages wear that facility's brand colors when it has set them (see Unit photos and Branding & color themes under Daily Operations).
The same page — and the Locations page — also show live totals across all locations for each size, with a per-location breakdown (for example “10×10 — 12 available · Northside: 7 · Southside: 5”). A location with none of a size available shows Waitlist for that location.
Not ready today? The Reserve page holds a size (or a specific unit) for a move-in date. You set a portal password at reservation time; when the office approves the reservation, your portal activates and you're moved in. Reservations land in the admin leads pipeline automatically.
The chat bubble at the bottom-right of every public page (and in the Tenant Portal) answers questions from live data: sizes, prices, availability right now, hours, protection plans, promotions, paid add-ons, how renting and e-signing works, reservation and payment questions, and the location's actual late-fee schedule. If it can't answer, it offers “Send a message to the office” — that message lands in the office's message inbox and lead list tagged support-chat, and the facility phone number is shown. Signed-in tenants can also ask about their own account (balance, gate code, autopay, recent payments); the chat never shows anyone else's information, and signed-out visitors are directed to sign in for account questions. (If the business enables an AI model key, answers are generated by the AI from the same live data; without a key, the built-in assistant answers from the same data.)
Sign in with the email and password from your rental or reservation. On first sign-in a short guided tour walks you through the portal (replay it anytime with the Replay tour button).
Admins sign in at /admin.html. The very first visit runs a one-time setup to create the owner account. After that, three tools help new admins: a guided tour (auto-starts on first login; Replay tour button in the header), a getting-started checklist on the dashboard that checks itself off from real progress, and this walkthrough.
The header switcher picks the working facility. Every list, queue, map, ledger, and report follows it. All Facilities shows a combined dashboard (totals plus a per-facility breakdown table) and combined lists for reading; record-level actions (creating units, running billing for one site, editing settings) happen inside a single facility's context — pick the facility first. Staff only ever see the facilities they're assigned to (see Staff & roles).
The admin's 18 areas are organized in the sidebar by the kind of work they belong to:
The group containing the page you're on is marked, and the count badges (new leads, pending reservations, delinquency, gate changes, open tasks) still sit beside their items. On a phone or narrow window, the sidebar becomes one scrollable bar above the content with the same groups in the same order — nothing moves to a different place.
KPIs: total/available/occupied units, occupancy %, potential vs. actual rent, this month's revenue, delinquent count and past-due total, new leads, move-ins/outs. In All Facilities mode these are the combined totals with a breakdown table per facility.
Create, edit, and deactivate locations. Creating one copies the settings template (late-fee schedule, admin fee, lease template, gate hours) and the protection plans from the first facility, starts with empty inventory and no promotions, and auto-generates a unique web slug from the name (editable). Deactivating hides it from the public site; nothing is deleted.
Each facility's map — in admin and on its public site — starts out automatic: units are arranged for you in code order. Owners and managers can replace that with a saved layout that matches how the property is really arranged:
Approve a reservation to convert it into a lease (a unit at that facility is assigned, a gate code unique to that facility is issued, and the lead flips to “rented”). Deny to close it out. The walk-in move-in wizard does the same for in-office rentals and records the lease as “signed in office.” Move-outs produce a final statement with optional adjustments and set the unit to needs-cleaning.
Tenants are global accounts; their leases are per facility. Lease actions (record payment, manual late fee, overlock, remove overlock, lien notice, schedule auction, end lease) always act on that lease's facility and its settings.
On the Tenants & Leases tab, the Import Customers from a CSV File card brings your existing customers over in one pass:
Run billing posts monthly rent + protection plan + monthly paid add-ons for every active lease — each facility using its own late-fee schedule, admin fee, and settings — and applies late fees after each facility's grace period (including the optional second fee). Run it for the selected facility or for all facilities at once. The run is idempotent: running it twice for the same period never double-charges. Autopay leases are collected automatically in the same run (demo mode) or via checkout.
The delinquency report ages balances into buckets (1–10, 11–30, 31–60, 60+ days). Paying in full automatically restores gate access and removes overlocks. The workflow supports overlocking, lien notices (sent to the tenant's message inbox and logged), and auction scheduling, each stamped on the lease. Automatic tasks are generated for follow-ups, collections calls, overlock checks, lien windows, and auctions.
The Gate Access tab runs gate codes for whatever hardware a facility actually has — from a standalone keypad with no computer connection at all to connected controllers and vendor cloud systems. The software is the source of truth: the access list is built automatically from live leases, so there is no separate code table to maintain. A code is added at move-in, suspended when the tenant is overlocked, restored when the balance reaches $0 (or the overlock is removed), and removed at move-out — every change is recorded once in the facility's gate outbox and delivered four ways:
X-Gate-Signature header) to a URL you set — a gate controller, an automation service, or a vendor's cloud endpoint. Failed deliveries retry automatically and can be re-sent from the Sync Log with Retry failed.GET /api/gate/<facility>/codes (current allowed + denied lists) and /changes?since=<event_id>, and report gate activity back with POST /api/gate/<facility>/entries — those reports land in the tab's Entry Log. Entry history is admin-only; tenants never see it. With a manual keypad nothing reports entries, so the log stays empty.Modes are per facility (owner/manager), with a master switch for outbound delivery and a notes field to record the gate system's brand and model. Manual and CSV mean a person (or an import) applies the list; webhook and API pull are automatic to anything that can receive calls or poll. There are no built-in integrations with specific gate brands — vendor clouds connect through the webhook / API adapters, and a native adapter can be added when a vendor account and API key exist. The Overview also shows a "Gate: N changes waiting to program" line whenever keypad work is pending.
The catalog is built into the software: each add-on has a name, description, price, billing type (monthly or one-time), an optional facility scope, and an availability flag set by the software — only available add-ons are visible to tenants. Admins cannot create, edit, re-price, or delete add-ons; new add-ons arrive with software updates. The subscribers view lists who holds what, since when, and its status. Admins with the billing role can add an add-on to a lease manually (charged to the lease, or comped with no charge) or remove one; every change is in the ledger and activity log.
Every reservation, contact message, and support-chat message becomes a lead in a pipeline (New → Contacted → Reserved → Rented / Lost) with follow-up dates and automatic follow-up tasks. Leads belong to the facility the visitor was browsing.
Manual tasks plus automatic ones the system generates (delinquency follow-ups, scheduled move-outs, lead follow-ups, lien/auction dates). Tasks are per facility; complete or cancel them from the Tasks tab.
Service requests and office messages are facility-scoped; replies go back to the tenant's portal. The Support Chats view shows the support assistant's conversations (anonymous session id for visitors, tenant account for portal chats) for the selected facility, so the office can see what customers are asking.
Downloadable CSVs: Occupancy, Rent Roll, Delinquency, Income by Month, and Move Activity. Each report follows the facility switcher; in All Facilities mode the CSV gains a Facility column covering every location.
The owner also manages facility assignments: each non-owner account is assigned to one or more facilities and can only see and act on those — enforced on the server for every screen and action. The owner login with the ADMIN_PASSWORD environment value remains as an emergency fallback that sees all facilities.
Per facility: public site info (name, tagline, address, phone, email, gate/office hours), the late-fee schedule (grace days, flat or percent fee, optional second fee), the administration fee, and the lease template text.
Settings → Branding gives each facility its own look: a primary color (headers, links, accents) and an accent color (the main buttons), typed as hex values, picked from the color swatches, or chosen from one-click presets (Classic Green, Deep Forest, Burgundy, Charcoal & Gold, Navy & Teal) with a live preview before you save. The theme applies to that facility's public website and its tenants' Tenant Portal (a tenant's portal wears the branding of the facility their lease is at); the admin portal always keeps the standard theme. Darker shades for headers and footers — and dark-or-white button text — are derived automatically from your two colors, so light brand colors never produce unreadable buttons. A facility with no branding saved uses the default theme, and Reset to Default clears a saved theme. Branding belongs to the facility alone: a newly created facility starts on the default theme until it sets its own colors.
Google Analytics (optional): enter a facility's GA4 Measurement ID (like G-XXXXXXXXXX) and that facility's public website — home, unit sizes, rental, reserve, and contact pages — carries the Google tag with that facility's own ID. Each facility can use a different ID, the global Locations page uses the first facility's ID, and the tenant and admin portals are never tracked. Leave it blank and no analytics code is sent at all. The support chat's optional AI mode uses OPENAI_API_KEY (and optionally OPENAI_MODEL) the same way — one key for the whole business.
Each facility can take payments on its own Stripe account, so its tenants' card payments settle in that facility's Stripe balance and pay out to its own bank account — the money never has to pass through anyone else's account. LockerLine takes no cut of the payments. The way to do it is to paste the facility's own Stripe API keys in Settings. The Payments card in Settings always shows one line — "Payments currently run through: …" — naming the route that is actually live for that facility.
Paste your own Stripe keys (facility owner only). Payments run on the facility's own Stripe account directly, with no platform keys involved at all — the keys path works even when the deployment has no platform Stripe keys of its own.
pk_live_…) and a secret key. A restricted key (rk_live_…) is recommended: create one under Developers → API keys → Restricted keys with Checkout + Sessions read/write permission, so the key stored here can do nothing but run checkouts. The publishable and secret keys must come from the same mode — both live or both test; the form refuses a mix.https://YOUR-APP-ADDRESS/api/stripe/webhook with the checkout.session.completed event, then paste that endpoint's signing secret (whsec_…) into the third field. With it, payment confirmations sent to that webhook are verified against your secret. Without it, payments still confirm when the customer returns from Stripe Checkout — the webhook is a backstop, not a requirement.pk_test_ / sk_test_) work for a dry run, and Settings flags them loudly: TEST MODE — no real money moves. Swap in the live pair before taking real payments. Removing the keys (owner only) returns the facility to the next route below.How payments route, per facility: a facility with its own pasted keys takes payments on its own Stripe account (move-in, portal payments, autopay checkouts, add-ons). A facility without keys falls back to the platform Stripe account, and with no keys at all the app stays in demo mode. Payouts land in the operator's bank on Stripe's standard payout schedule (typically 2 business days for US accounts).
Removing the keys (owner only) returns the facility to the platform account (or demo mode) — it changes nothing inside the Stripe account itself, and money already paid out is unaffected. Managers can view a facility's payment status, but saving, removing, and testing keys are owner-only, and every facility's keys are its own: saving keys for one facility never touches another.