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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

Availability

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

Quick Reference​

FieldRequiredDefault or notes
Select Keycard EncoderYesFirst online encoder is preselected.
Room NumberYesEnter the room number.
Guest NameNoOptional.
Valid FromYesDefaults to current time.
Valid UntilYesDefaults to tomorrow at 11:00 AM.
Number of KeycardsNoDefaults to 2. Choose 1-10.

Encode a Keycard Manually​

  1. Go to Operations View.

  2. Select Encode Keycard.

    ✓ The Manual Keycard Encoding modal opens.

  3. In Select Keycard Encoder, pick an encoder with Online status.

  4. Enter a Room Number.

  5. Optional: enter Guest Name.

  6. Set Valid From and Valid Until.

  7. Choose the Number of Keycards.

  8. Click Encode Keycard.

    ✓ The keycard encoding flow opens.

Troubleshooting​

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."

Fix:

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

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