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Keycard Guest Instructions

Quick Setup

Most hotels only update the Instruction Image and Other Instructions. This takes about 5 minutes.

This guide helps you customize on-screen instructions for keycard encoding.

Quick reference​

FieldWhat it controlsWhere guests see it
Instruction ImageVisual guide for the encoderKeycard step screen
Main MessageHeadline textKeycard step screen
Secondary MessageSupporting textKeycard step screen
Other InstructionsRoom number reminderKeycard step screen

Where to find it​

Settings → Customizations → Keycard Encoding

Configuration fields​

Instruction Image​

Upload a visual guide to help guests use the encoder.

  • Supported formats: PNG, JPEG, GIF
  • Max size: 5MB
  • Recommended size: 800 × 600 px
  • Recommended content: A clear photo of the encoder or a diagram showing card placement

Main Message​

The headline instruction for the encoding step.

  • Placeholder: "Thank you for choosing to stay with us!"
  • Purpose: Marks the transition to key creation
  • Multilingual: Supports all enabled languages

Secondary Message​

Supporting text below the headline.

  • Placeholder: "We trust you'll have a wonderful time here."
  • Purpose: Adds a warm, optional message
  • Multilingual: Supports all enabled languages

Other Instructions (Room Number)​

Shows the guest’s room number on the keycard screen.

  • Template variable: Use {{roomNo}}
  • Placeholder: Room Number {{roomNo}}
  • Recommended text: Room Number {{roomNo}}

Step-by-step​

  1. Go to Settings → Customizations → Keycard Encoding.

  2. Upload or replace the Instruction Image.

  3. Update Main Message and Secondary Message.

  4. Recommended: enter Room Number {{roomNo}} in Other Instructions.

  5. Click Save.

    ✓ Guests see the new image and text during keycard encoding.

Troubleshooting​

Room number is missing​

What you see: The keycard screen shows no room number.

Fix:

  1. Confirm {{roomNo}} is in Other Instructions.
  2. Save changes again.

Instructions look incorrect​

What you see: Text or image does not match the hardware.

Fix:

  1. Replace the Instruction Image with a current photo.
  2. Keep sentences under 20 words.

Still Stuck?​

Contact success@vouch-technologies.com if:

  • ❌ Changes do not appear after saving
  • ❌ Guests see the wrong language

Helpful to include:

  • Screenshot of the customization screen
  • Example check-in showing the issue