Setting up the Hotel Intelligent Management Platform:

 

Training item

Training content

Install software

Before software installation, please make sure to verify the computer date and time, which cannot be changed after software installation. When selecting server type, please choose Access for standalone version, which enables one computer operation only. Please choose MS SQL Server for network version, which enables synchronous operations among several computers at the same time. 

Connect encoder

Connect the encoder together with the computer before running the software.

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Login to system

Click on the icon to run the software. There is no password needed.  Simply click OK to confirm. You can change this by selecting the "?" and updating the password. 

Software registration

After logging in, a registration window will pop up if your Encoder has not already been registered. If you see this pop up, please contact OpenKey for your registration number.  (OpenKey registers encoders prior to shipment in most cases.)  Enter your registration number and click "Regist".

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System setup

Go to “Files” menu and click “System setting”, then input default check-in days, check-out time, Hour Room default check-in hours, Empty clean room recovering time after check-out, password of making Spare card, Successful setting indication for group check-in, current language, room state icon.

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Next place the Authorization Card that came with your encoder on the connected encoder and click READ AUTHORIZATION CARD.

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Department setting

Go to “Files” menu and click ”department setting”, then add or delete information of departments.

Staff management

Go to “Files” menu and click “staff management”, then add or delete information of staffs.

Change operator

Go to “Files” menu and click “Change operator” to log in under a different user.

Change password

Go to “Files” menu and click “Change password” to modify the current user‘s password.

Backup database

Go to “Files” menu and click “Backup database” to save all information of the database for future use. For Access server, the backup file format is Date + .Access, e.g. 2012-04-09.Access.

Restore database

Go to “Files” menu and click “Restore database” to choose a file saved before. Click “Open” to finish. 


*If you are porting your RMS to another computer, make sure you back-up the database to an external location and then move the file onto the local drive of the new computer before restoring.  

Room type

1. Go to "Room management" menu and click “Room type” to get a dialog box.

2. Click “New” to get a dialog box, key in “room type”, “maximum card quantity”, “price”, and “remark” etc. Then click “OK” to finish.

3. To change a room type, please double click a room type (or choose a room type and click “Edit”) to get a dialog box. After modifying, please click “Ok” to finish. Choose a room type and click “Delete” to delete the room type. 

Building information

1. Go to “Room management” menu and click “Building information” to get a dialog box.

2. Click “New” and key in the “Building code”, “Building Name”, “Floor No.”, “Remarks”, then click “Ok” to finish. 

3. To modify a certain building information, select the certain building and click “Edit” to get a dialog box, then modify the related information and click “Ok” to finish. Choose the certain building and click “delete” to delete the building. 

Area Information

1. Go to “Room management” menu and click “Area information”, choose “add”, “Edit”, “Delete” to set area information.

Room Information

1. Go to “Room management” menu and click “Room Information” to get a dialog box.

2. Click “New” to have new guest room information dialog box and choose “Building”, ”Floor”, ”Area”, ”Lock type”. When choosing “Room type”, relative room price and Max card qty will pop up automatically. Input Lock No, Room No, and tick “Passage door” or “Not listed for check-in” if needed. If “Lock type” has been selected as “Sub of Suite”, Gate number will be selectable. Select the relative Gate number and click “OK” to finish. 

3. “Copy Room” key helps setting up a series of room data efficiently, especially on the same floor. While the room number is increasing by clicking “Copy Room” key, the building number and floor number keep the same. If there is a same room number during increasing, it will skip it automatically.

4. “Add Sub” makes Sub room from letter A to Z based on the chosen room. The chosen room will become a Suite after sub room is added. 

5. “Copy Floor” helps setting up exactly the same floor as the source floor, including setting for suite and sub. 

6. “Modify”: Choose a room and click “Modify” (or double click a room), change room information and click “OK” to finish.

7. “Batch update”: choose the relative rooms, click “Batch update”, select the item needed to update, choose or input the relative information and click “OK” to finish. 

8. “Create Room”: put a card on the encoder, choose a room and click “Create Room” to make a “Room Creation Card”. Read this card on the lock to input room info. into the lock.

9. Connect handheld device with the computer, choose “PC synchronization” in the device menu and click “OK”. Click “Select All” in the lock software and click “Download” until a “di” sounds to finish. Put the handheld device close to the lock sensor and input the room info. into the room. 

FIT Check-in (standard guest key)

Put a card on the encoder, go to “Card Management”, and click “Check-in”. Select a room, input the relative check-in information on the right side of the window, and click “Issue” to finish. A Guest Card cannot open a lock when lock deadbolt extends. And Guest card is invalid after check-out time. Remark: If an Area has been chosen, this Guest Card can open all rooms in this Area.  

Group Check-in

1. Put a card on the encoder, go to “Card Management”, and click “Check-in”. 

2. Select “Group Check-in” in Check-in mode. Choose room in the left room list, making use of Ctrl key,  Shift key or mouse to choose a batch of rooms at a time and click “Issue”. Change “Default Card Number” to make more than one card for each chosen room.

3. Input other relative check-in information, click "issue", and put empty cards on the encoder continuously until all chosen rooms have been check-in.

Hour Room Check-in

Put a card on the encoder, go to “Card Management”, and click “Check-in”. Select a room, select “Hour room” in Check-in mode, input other relative check-in information on the right side of the window, and click “Issue” to finish.

Reservation

Put a card on the encoder, go to “Card Management”, and click “Check-in”. Select a room, tick “Booking” on the right side of the window, input other relative check-in information, and click “Issue” to finish. 

Confirm booking

Go to “Card Management”, click “Confirm Booking”, input guest name or room number, tick “Fuzz query”, and click “Find” to display the relative reservation information. If the room information is correct, click “Confirm” to finish. Reservation card is able to open the door 1 minute after confirmation without setting card via the computer.  

Change valid time

Put the Guest Card on the encoder, go to “Room Management”, and click “Change valid time”. Adjust the check-out time and click “Confirm” to finish. 

Check-out without card

Go to “Card Management”, click “Check-out without card”, input guest name or room number, tick “Fuzz query”, and click “Find” to display the relative check-in information. If the room information is correct, click “Confirm” to finish. Room status will turn to Dirty room after check-out without card. 

Remark: this operation cannot block the lost Guest Card. To make lost Guest Card cannot get access to the room, an Access Stop Card (refer to Step 29) is required to read the lock. 

Cancel card

Go to “Card Management”, click “Cancel card”, choose operator or card type, click “Query” to display the card information. Choose the card information, put an empty card on the encoder, and click “Cancel this card”. Read this “Cancel Card” on the lock, and the lost card cannot open the room. This operation is available for all cards except Authorization Card and Guest Card. 

Recover card

Go to “Card Management”, click “Recover Card”, choose operator or card type, click “Query” to display the card information. Choose the card information, put an empty card on the encoder, and click “Recover”. Read this “Recover Card” on the lock, and the canceled card can open the room again. 

Master Card

Put a card on the encoder, go to “Card Management”, “Make special card”, “Master Card”. Set valid time, card holder, passage mode, deadbolt unlocking, if block previous cards, and click “Issue” to finish. This card can open all rooms of the hotel. 

Building card

Put a card on the encoder, go to “Card Management”, “Make special card”, “Building Card”. Set valid building, valid time, card holder, passage mode, deadbolt unlocking, if block previous cards, and click “Issue” to finish. This card can open all rooms of the chosen buildings. 

Floor card

Put a card on the encoder, go to “Card Management”, “Make special card”, “Floor Card”. Set valid building, valid floor, valid time, card holder, passage mode, deadbolt unlocking, if block previous cards, and click “Issue” to finish. This card can open all rooms of the chosen floors.

Access stop card

Put a card on the encoder, go to “Card Management”, “Make special card”, “Access stop card”. Set valid building, valid floor, valid date, card holder, if block previous cards, and click “Issue” to finish. This card stops all previous guest cards from opening the lock. 

Lock Data card

Put an MF1 S70 data card on the encoder, go to “Card management” “Make special card”, select “Setting card” “Lock Data Card”, select card holder, then click “Issue” to finish.

Time card

Put a card on the encoder, go to “Card Management”, “Make special card”, select “Setting card” “Time card”. Make sure current time is correct, input “Time difference” and click “Issue” to finish. Each lock is recommended to adjust lock time by this card every month.

Lock set card

Go to “Card management” “Make special card”, “Setting card”, “Lock set card”, select the special setting, setting end time, card valid time, card holder, if block previous cards, and click “Issue” to finish.

Block this card: to make the chosen kind of card unable to open the lock.

Block all cards except: to make only the chosen kind of card able to open the lock.

Passage door: to set/remove passage function of the lock.

Disable door ajar alert: to make the lock give no alarm when the door is not closed correctly and completely. 

All cards override deadbolt: to make the lock opened by cards even when lock deadbolt extends.

Set Area

Go to “Card management” “Make special card”, “Setting card”, “Set Area”, put a card on the encoder, select Area group, end time, card holder, if block previous cards, and click “Issue”. Read this card on the lock to input the area information. 

Clear Area

Go to “Card management” “Make special card”, “Setting card”, “Clear Area”, put a card on the encoder, select Area group, end time, card holder, if block previous cards, and click “Issue”. Read this card on the lock to clear the area information.

Clear Room Information

Go to “Card management” “Make special card”, “Setting card”, “Clear Room Info”, put a card on the encoder, select end time, card holder, if block previous cards, and click “Issue”. Read this card on the lock to clear the room information. You can also read Authorization card 3 times continuously to clear room information. After clearing room information, new room number can be input in the lock. 

Make Multi-door card

Go to “Card management” “Issue Multi-door card”, then get a dialog box. Using Ctrl key,Shit key or mouse to choose rooms in the left room list, input the card information and click “Issue” to finish.

Block Multi-door card w/o card

Go to “Card management” “Block Multi-door card w/o card”, then get a dialog box. Input card holder, Room no., click “Query” to display the relative card information. Choose the card, and click “check-out” to block the card. 

Remark: this operation cannot disable the lost Multi-door Card. To make lost Multi-door Card cannot get access to the room, pls cancel this card (refer to Step 25).

Check-in information

Go to “Query”, “Check-in information”, input query conditions, and click “Query” to display all relative check-in information. 

Expected check-out record

Go to “Query”, “Expected check-out record”, and click “Query” to display all expired rooms or rooms supposed to check out today .

Check-out without card

Go to “Query”, “Check-out without card”, input operator, room no., valid time and click “Query” to display all suitable record. 

Card making record

Go to “Query”, “Card making record”, input operator, card type, valid time and click “Query” to display all suitable record.

Card Holding record

Go to “Query”, “Card Holding record”, click “Query” to display all suitable record.

Operator record

Go to “Query”, “Operator record”, select operator, click “Query” to display all suitable record.

Lock Interrogation

Interrogate RFID usage on locks by data card: 

1. Make a Lock Data Card (refer to Step 31).

2. Apply the “Lock Data Card” to the lock sensor area. Hold the card close to the lock sensor around 20sec until green light stops flashing.

3. Put the card back to encoder. Go to “Query” “Entries Record”, click “Read new data” to finish.

Remark: Data card can collect 338 entries record only. 

Interrogate RFID usage on locks by handheld device:

1. Switch on the handheld device, go to “Lock Maintenance”, “Read opening record”, “RF data collection”. 

2. Put sensor area of the handheld device close to the lock to collect the record. Hold the device for around 20sec. Successful collection ends up with green light. Failed collection ends up with red light. If collection is failed, please try to collect again.  

 3. After data collection, choose “PC synchronous”, and connect the handheld device to the USB port of the computer. 

4. Go to “Query” “Entries Record”, click “Read new data” to finish.

Remark: Handheld device can collect 992 entries record. 

Verify mobile key usage:

1. Log into OpenKey HOST and click "Logs".

2. Select "Filter" and choose a date range

3. Type in the room number in the search bar.

Clear Data

Go to “Addition” “Clear data”, select the data needed to clear and click “Clear” to finish. 

Remark: To prevent loss of data, please backup database before clearing data. When database is big and system operation speed is slow, pls clear card making record and entries record.