Choose a Room Access Method
Most hotels use one method. Pick the best fit first, then set it up in about 10–15 minutes.
This guide helps you choose a room access method and start setup in AVA.
Quick comparison
| Option | Best for | What guests receive | What staff handles |
|---|---|---|---|
| Smart locks (PIN) | PIN-based entry | A door code | Lock mapping + PIN tests |
| QRLOCK digital keys | QR-reader entry | A hosted QR key link | Credential setup + room mapping |
| Keycard encoders | Physical cards at the desk or kiosk | Encoded keycard | Encoder setup + card stock |
| Lockers | Key pickup after check-in | Locker number + code | Locker grid + key placement |
| Assisted Check-In | Staff-led check-in without digital access | No access issued in AVA | Manual key handoff |
For day-use stays, room access can end at the reservation checkout time. That applies to PINs, keycards, and lockers.
AVA keeps PMS arrival and departure dates as calendar dates. It applies your hotel's timezone when it creates room-access validity windows. This prevents access from ending one day early or late. The same rule applies to smart locks, lockers, access details, and keycards.
Show the Room Information Email Button
This takes about 1 minute. The button is shown by default.
Use this setting if you want checked-in guests to email themselves room-ready details from the room card.
| Setting | What It Controls | Where Guests See It |
|---|---|---|
| Show Room Info Email Button | Shows or hides the Email room information button | CCI v3 room cards after check-in |
| Default value | Keeps the button visible when the setting is missing | Existing guest flows stay unchanged |
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Go to Settings → Room Access.
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Find Show Room Info Email Button.
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Turn the switch on or off.
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Click Save.
✓ Guests will see or lose the Email room information button on room cards.
Guests receive the room-ready details already shown on the card. That can include room, access, building entrance, and WiFi information.
Smart locks (PIN)
Use smart locks if you want PIN-based entry with no front-desk handoff.
Start here:
- Smart Locks Overview
- Set Up Smart Lock Assignments
- Set Up Combined Rooms
- Igloohome Setup
- TTLock Setup
- Wishome Setup
- QRLOCK Digital Keys
- Smart Lock Instructions
- Smart Lock Troubleshooting
Keycard encoders
Use keycard encoders if your team issues physical keys at the desk or kiosk.
Start here:
- Keycard Encoders Overview
- ACSHotel Setup
- Set Up Keycard Encoders
- Set Up Combined Rooms
- Keycard Guest Instructions
- Keycard Encoder Troubleshooting
Lockers
Use lockers if guests pick up keys or access codes from a locker.
Start here:
Still Stuck?
Contact success@vouch-technologies.com if:
- ❌ You are unsure which method fits your property
- ❌ You need to support two methods at the same time
- ❌ Room access setup blocks check-ins for more than 30 minutes
Helpful to include:
- Your chosen room access method
- Vendor name (if any)
- Screenshot of the Room Access settings page