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Encode a Keycard Manually

Quick Encode

Most manual keycards take about 2 minutes once your encoder is online.

This guide helps you encode a keycard from the Operations View without opening a reservation.

Go to: Operations View → Encode Keycard

Encode Keycard button in the Operations View header

Availability

You only see Encode Keycard when Settings → Room Access is set to Key Card Encoding (Kiosk).

Header-Level vs Reservation-Level Encoding​

AVA provides two ways to encode keycards. Understanding the difference helps you issue duplicate or additional keycards without changing your settings.

MethodWhere to Find ItNumber of Keycards
Header-level (green button)Top of the Operations View, next to HelpAlways 1-10, regardless of settings
Reservation-levelKey icon button on a reservation card or rowControlled by your Room Access setting
  • The reservation-level button follows the number of keycards configured in Settings → Room Access. If this is set to 1, you will not see a duplicate card option.
  • The header-level green "Encode Keycard" button lets you encode additional keycards at any time, even if your setting is 1.
Encoding a Duplicate or Extra Keycard

If a guest needs a second keycard but your room access setting only allows 1, use the green Encode Keycard button at the top of the Operations View. You do not need to change your settings.

Quick Reference​

FieldRequiredDefault or notes
Select Keycard EncoderYesIf one encoder is online, AVA auto-selects it. Online means the device and tunnel are healthy.
Room NumberYesSelect the PMS room number. The encoder room name appears as helper text.
Guest NameNoOptional.
Valid FromYesDefaults to current time.
Valid UntilYesDefaults to tomorrow at your configured keycard expiration time. Falls back to 11:00 AM.
Number of KeycardsNoDefaults to 2. Choose 1-10.
Room Number Display

The room list shows the PMS-facing room number first. If different, AVA shows the encoder room name in parentheses.

Valid Until Default

AVA uses Settings → Room Access → Keycard Expiration Time for the default Valid Until time. If this setting is missing or invalid, AVA uses 11:00 AM.

Encode a Keycard Manually​

  1. Go to Operations View.

  2. Select Encode Keycard.

    ✓ The Manual Keycard Encoding modal opens.

  3. If one encoder is online, AVA selects it automatically.

  4. If multiple encoders are online, pick one with Online status. That status follows the live agent connection.

  5. Select a Room Number from the dropdown list.

    ✓ You see the PMS room number as the main label. If mapped, you also see (Encoder: ...) as helper text.

  6. Optional: enter Guest Name.

  7. Set Valid From and Valid Until.

  8. Choose the Number of Keycards.

  9. Click Encode Keycard.

    ✓ The keycard encoding flow opens.

Troubleshooting​

No duplicate card option at the reservation level​

What you see: You open a reservation and click the key icon to encode a keycard, but there is no option to encode a second or duplicate card.

Why this happens: Your Room Access setting is configured to encode only 1 keycard per check-in. The reservation-level button respects this limit.

Fix:

  1. Use the green Encode Keycard button at the top of the Operations View instead. This button always lets you choose 1-10 keycards.
  2. If you prefer to always allow 2 keycards at the reservation level, ask your AVA admin to update the setting in Settings → Room Access to allow 2 keycards.

Encode Keycard button missing​

What you see: No Encode Keycard button in the Operations View.

Fix:

  1. Go to Settings → Room Access.
  2. Set Room Access Method to Key Card Encoding (Kiosk).
  3. Return to the Operations View.

Encode Keycard button is disabled​

What you see: The button is gray or shows "Missing merchant ID. Configure your account in Settings."

Fix:

  1. Complete your account setup in Settings.
  2. Refresh the page.

"No encoders found"​

What you see: The encoder list shows "No encoders found."

Why this happens: AVA only lists encoders with live online status.

Fix:

  1. Go to Settings → Room Access.
  2. Add or activate an encoder.
  3. Return to Encode Keycard.

Encoder picker skipped​

What you see: AVA opens the encoding screen without showing encoder choices.

Fix:

  1. Confirm only one encoder is online.
  2. Continue encoding. This behavior is expected.
  3. Bring another encoder online if you need manual choice.

Room number looks correct but encoding uses another room code​

What you see: You pick room 101, but encoder logs show another room value.

Fix:

  1. Go to Settings → Room Access → Keycard Encoder Room Mapping.
  2. Find the selected PMS room.
  3. Confirm the mapped Encoder Room Name is correct.
  4. Save the mapping, then try encoding again.

Still Stuck?​

Contact success@vouch-technologies.com if:

  • ❌ You cannot open the manual encoding modal
  • ❌ Encoding fails on every attempt
  • ❌ No encoders appear after setup

Helpful to include:

  • Encoder type and location
  • Room number and dates used
  • Screenshot of the error