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Set Up Keycard Encoders

Quick Setup

Select an encoder type, choose a connection method (if applicable), then add encoders. Plan about 15 minutes.

This guide helps you configure encoder-first keycard encoding for kiosk or front desk use.

Quick reference​

TaskWhat it doesWhere you click
Select methodEnables keycard encodingRoom Access → Key Card Encoding (Kiosk)
Choose encoder typeSelects your lock systemEncoder Type
Choose connection methodDirect vs. Windows Agent (Saflok/Be-Tech/GreatLocks)Advanced options → Enable direct communication
Configure encoderAdds server or credential detailsType-specific fields
Add encodersRegisters physical devices with real encoder IDsPhysical Encoder Devices
Choose kiosk routingControls kiosk-specific routing rulesKiosk to Encoder Routing → Enable guest selection
Download Windows AgentRegisters and installs agent (Windows Agent only)Windows Agent
Manage agent cardsMain cards show install or reinstall onlyWindows Agent
Advanced agent actionsView logs, rotate secrets, or delete agentsAdvanced options
Set encoding defaultsCards per stay + expiry timeEncoding Options

Where to find it​

Settings → Room Access → Key Card Encoding (Kiosk)

Step 1: Select keycard method​

  1. Go to Settings → Room Access.
  2. Select Key Card Encoding (Kiosk) as the room access method.
  3. Click Save.

Step 2: Choose encoder type​

  1. Scroll to Keycard Encoder Settings.

  2. Select Saflok, Be-Tech, GreatLocks, or PMS Integration.

    ✓ AVA keeps only your selected encoder type enabled.

Step 3: Choose connection method (Saflok + Be-Tech + GreatLocks only)​

  1. In Select Encoder Type, open Advanced options.
  2. Turn on Enable direct communication to bypass the Windows Agent.
  3. Leave it off to use the Windows Agent (default).
  4. If you choose PMS Integration, this step is skipped.

Step 4: Configure encoder system​

Encoder Credentials Title

If you use multiple encoders, the section title shows Encoder Credentials & Devices.

If you're using Saflok
  • Direct communication
    • Enter PMSI Server URL, Username, and Password.
    • The PMSI server must be reachable from the internet.
    • Click Test Connection.
  • Windows Agent
    • Enter Username and Password only.
    • PMSI URL and connection testing are handled by the agent.
  • Add encoder devices in Physical Encoder Devices (Encoder ID required).
  • Optional: set Location for each encoder.
  • If multiple kiosks share encoders, add Kiosk to Encoder Routing rules (Kiosk IDs come from Kiosk Management).
If you're using Be-Tech
  • Direct communication
    • Enter the Base URL for the Be-Tech service.
    • The service must be reachable from the internet.
    • Enter Hotel Name, Chain No, Workstation, and Reader No.
    • Set Category and Card Type if your Be-Tech setup requires them.
    • Click Test Connection to confirm the encoder responds.
  • Windows Agent
    • Enter Hotel Name, Chain No, Workstation, and Reader No.
    • The agent handles the base URL and connection test.
  • Add encoder devices in Physical Encoder Devices.
  • Optional: add Kiosk to Encoder Routing rules if you use multiple encoders.
If you're using GreatLocks
  • Direct communication
    • Enter Server Name (optional), XHLSI Server IP Address, and TCP Port.
    • The server must be reachable from the internet.
    • GreatLocks supports one encoder per server.
    • Click Test Connection.
  • Windows Agent
    • Server details are handled by the agent; no IP/port is required.
    • GreatLocks supports one encoder per server.
If you're using PMS Integration
  • Ensure a PMS integration is active (Cloudbeds or Opera).
  • In Physical Encoder Devices, either:
    • Click Load Encoders and Add Selected, or
    • Click Add Encoder and enter Encoder ID and PMS Encoder ID.
  • Loaded devices now keep the provider encoder ID directly.
  • Use Active to disable encoders you don’t want used.

Step 5: Set kiosk routing (optional)​

Use this section only for kiosk-specific routing behavior:

  1. Open Kiosk to Encoder Routing.

  2. Turn on Enable guest selection to let guests choose an encoder at the kiosk.

  3. Leave it off to add Kiosk to Encoder Routing rules for each kiosk.

    ✓ When guest selection is on, AVA hides manual routing rules. ⚠️ You still need at least one encoder device added in Physical Encoder Devices. ✓ AVA can send encode requests using encoderId without kiosk mapping.

Encoder selection behavior in operations​

  • If exactly one encoder is online, AVA auto-selects it.
  • If multiple encoders are online, staff must select one explicitly.
Live online status

Online means the encoder has a healthy device and a reachable agent tunnel. The Status: line shows online only after that connection is live. If an encoder drops offline, fix the agent or tunnel first.

Step 6: Set up the Windows Agent (Windows Agent only)​

If you did not enable Direct communication, install the Windows Agent:

  1. Go to Windows Agent.

  2. Click Download Windows Agent on a new card, or Reinstall on an existing one.

  3. Install the agent on the Windows PC connected to the encoder.

  4. If the status shows Not connected, extract the zip and run the .bat file.

    ✓ The agent appears under Registered Agents with status details. ✓ AVA uses this live status when deciding whether an encoder is available.

Only Download Windows Agent and Reinstall appear on the main card. Open Advanced options for View Logs, Rotate Secret, or Delete.

Step 7: Set encoding defaults​

  1. Set Number of Cards to Encode (typically 1–2).
  2. Set Keycard Expiration Time (default: 11:00 AM). This time pre-fills Valid Until during manual keycard encoding.

Optional: expand Advanced options to enable Heartbeat Monitor.

Optional: Map PMS rooms to encoder names​

If your encoder uses room names that differ from your PMS:

Troubleshooting​

If encoders are not responding or cards fail to encode, use the full checklist:

Still Stuck?​

Contact success@vouch-technologies.com if:

  • ❌ Encoder settings save but devices stay offline
  • ❌ Cards cannot be encoded for any room
  • ❌ Agent never shows online in Registered Agents

Helpful to include:

  • Encoder type and model
  • Screenshot of Keycard Encoder Settings
  • Time the issue started