Set Up ACSHotel Keycard Encoding

Quick Setup

Most hotels can finish this in about 15 minutes. You need your ACSHotel hotel ID and encoder details.

This guide helps you set up ACSHotel keycard encoding in AVA. It covers encoder records, kiosk routing, the Windows Agent, and test cards. ACSHotel now uses shared Windows Agent routing like Be-Tech. You do not create one agent card per encoder.

ACSHotel lock numbers

Use the exact lock number from your room mapping or ACSHotel SDK. AVA accepts 6- to 8-character alphanumeric lock numbers and sends them unchanged. Do not add padding or remove leading zeroes.

Windows Agent only

ACSHotel uses the Windows Agent package in dynamic mode. Use direct communication only if your ACSHotel installer requires a local service URL.

Quick reference

Setting	What it controls	Where you set it
Hotel ID	Links AVA to your ACSHotel property	ACSHotel Configuration
USB / proUSB	Chooses the reader mode	ACSHotel Configuration
Card defaults	Sets card number, DAI, buzzer, and unlock behavior	ACSHotel Configuration
Encoder record	Registers an ACSHotel encoder that shares one Windows Agent	Physical Encoder Devices
Service URL	Used only in direct communication mode	Encoder details
Enable guest selection	Lets guests choose an encoder at the kiosk	Kiosk to Encoder Routing
Kiosk routing	Maps kiosks to specific encoders	Kiosk to Encoder Routing
Windows Agent	Downloads and registers the local agent package	Windows Agent
Test Connection	Checks the first configured encoder	ACSHotel Configuration

Where to find it

Settings → Room Access → Keycard Encoding

Step 1: Select ACSHotel

1. Go to Settings → Room Access.

2. Select Keycard Encoding.

3. Choose ACSHotel as the encoder type.

4. Click Save.

   ✓ AVA shows ACSHotel as the selected encoder type.

Step 2: Set your ACSHotel details

1. Open ACSHotel Configuration.

2. Enter your Hotel ID.

3. Set USB or proUSB to match your reader.

4. Enter the card defaults your ACSHotel team provided.

5. Keep the unlock and buzzer settings matched to your hardware.

6. Click Save.

   ✓ AVA checks the hotel ID before it saves.

USB mode

If ACSHotel asks for USB mode, use 0 for USB and 1 for proUSB.

Step 3: Add each encoder device

1. Open Physical Encoder Devices.

2. Add one encoder record for each ACSHotel device.

3. Give each device a clear Name.

4. Add a Location if staff need a clearer label.

5. Add a Service URL if you use direct communication.

6. Click Save.

   ✓ Each ACSHotel device can include multiple encoder IDs when one Windows Agent serves more than one encoder.

LockSDK stays one-to-one

LockSDK still requires exactly one encoder ID per device. Keep each LockSDK encoder on its own Windows Agent registration.

Shared ACSHotel routing

One Windows Agent can handle multiple ACSHotel encoders.

Direct communication

Use a local Service URL only when ACSHotel requires direct communication. The URL must be reachable from the computer attached to the encoder.

Step 4: Choose routing behavior

1. Open Kiosk to Encoder Routing.

2. Turn on Enable guest selection if guests should choose an encoder at the kiosk.

3. Leave it off if you want staff to assign kiosks manually.

4. Add kiosk IDs from Kiosk Management when routing is manual.

5. Click Save.

   ✓ When guest selection is on, AVA hides the routing table. ✓ When guest selection is off, the routing table controls kiosk behavior.

Step 5: Set up the Windows Agent

1. Go to Windows Agent.

2. Click Download Windows Agent to create the agent registration.

3. Install the package on the Windows PC attached to the encoder.

4. If the agent already exists, use Reinstall instead.

5. Open Advanced options for logs, secret rotation, or delete.

   ✓ When the agent is registered, AVA shows one Windows Agent card for the active ACSHotel setup. ✓ Direct communication bypasses the Windows Agent section.

Step 6: Test connection and a card

1. Return to ACSHotel Configuration.

2. Click Test Connection.

3. Open a test reservation and encode one card.

4. Try the card on the door.

   ✓ AVA tests the first configured encoder. ✓ The door should open for the correct room.

Troubleshooting

Hotel ID is rejected

What you see: AVA does not save the hotel ID, or the test fails right away.

Fix:

1. Confirm the hotel ID matches your ACSHotel property.
2. Remove any extra spaces.
3. Save the settings again.
4. Run Test Connection once more.

Encoder does not appear

What you see: The encoder is missing from Physical Encoder Devices, or routing stays empty.

Fix:

1. Add at least one encoder record first.
2. Add the Service URL if you use direct communication.
3. Save the encoder again.
4. Refresh Settings → Room Access.

Windows Agent stays offline

What you see: The agent shows not connected, or the download button keeps returning.

Fix:

1. Confirm the Windows PC can reach the ACSHotel service.
2. Reinstall the Windows Agent package.
3. Check that the agent runs on the encoder computer.
4. Refresh Settings → Room Access.

Test card fails

What you see: The card writes, but the door does not open.

Fix:

1. Confirm USB or proUSB matches the reader.
2. Check the card defaults from ACSHotel.
3. Confirm room mapping matches the ACSHotel lock number.
4. Try another blank card.

No valid card is detected

What you see: AVA returns -3 with "No valid card detected on reader."

Why this happens: The reader did not detect a valid ACSHotel card marker before encoding started.

Fix:

1. Place a card fully on the reader before you start encoding.
2. Keep the card still until AVA finishes the write.
3. Try another card if the same message appears again.
4. Confirm the reader is in the correct USB or proUSB mode.

Lock number is rejected

What you see: AVA or the Windows Agent rejects the room-mapped lock number.

Fix:

1. Confirm the lock number is 6 to 8 characters long.
2. Keep only letters and numbers in the lock number.
3. Use the exact ACSHotel SDK value, including leading zeroes.
4. Remove any manual padding before you save the mapping.

Still Stuck?

Contact success@vouch-technologies.com if:

• ❌ The ACSHotel encoder never connects
• ❌ Test cards fail after you confirm the settings
• ❌ AVA reports missing ACSHotel DLLs

Helpful to include:

• ACSHotel hotel ID
• Screenshot of ACSHotel Configuration
• Time the issue started

Related Guides

• Keycard Encoders Overview
• Keycard Room Mapping
• Keycard Encoder Troubleshooting